Booking terms and conditions

• Booker - an individual who makes an advanced reservation or Hire of Facilities
• Booking - an advance reservation for a Hire of any Sport & Exercise Service
• Booking Charge - a payment to University Sport & Exercise for a Booking
• Children - any individual aged under 16 years old at the time of the Booking
• Adult - a responsible person aged 18 years and over, capable of supervising others
• Code of Conduct - the rules that all Users of University Sport & Exercise facilities must abide by
• Facilities - premises belonging to (and/or equipment provided by) University Sport & Exercise
• Guest - a person accompanied by the Booker into the Facilities.
• Hire - the temporary use of any of the Facilities.
• Party - the group of people that attend the Booking
• Non-swimmer - any individual who is unable to swim 2 lengths of the St Leonard’s Land Swimming Pool (50m) unaided. 
• Website - means the website located at the following URL: https://www.ed.ac.uk/sport-exercise
• User - anyone taking part in a Booking in the Facilities

1.1. This terms of this Booking Agreement shall apply to all Bookers making a Booking on or after 1^st August 2024. Any Booking made before such date shall be governed by the terms of the Booking Agreement which was in force at the time that the Booking was made.

1.2. University Sport & Exercise, at its sole discretion, provides use of University Sport Facilities to Members, Guests and Community user groups in accordance with this Booking Agreement.

1.3. University Sport & Exercise reserves the right to make minor amendments to the Booking Agreement (including the University Sport & Exercise Rules and Regulations) without notice to any User. What constitutes a minor change will be determined at the sole discretion of University Sport & Exercise.

1.4. University Sport & Exercise reserves the right at any time, at its sole discretion to amend the Booking Agreement, for example to ensure the health and safety of its Users. It may also be necessary to make changes to the Booking Agreement due to circumstances beyond University Sport & Exercise’s control. Where possible, changes will be displayed in the Facilities and on the Website at least two weeks before the changes come into force and this will constitute due notice of the changes. 

1.5. Where a User is also a student or employee of the University of Edinburgh, nothing in this Booking Agreement shall operate to limit the effect of such other terms and conditions of matriculation or employment which may exist between the User and the University of Edinburgh. Staff or students whose contractual relationship with the University of Edinburgh has ended will no longer be eligible for Booking benefits or discounted Booking Charges and must inform the Sport & Exercise team of this at the point of Booking.

1.6. The Booker, Guest and Booking Party are encouraged to offer feedback, raise a concern, provide a compliment or make a complaint to the University Sport & Exercise team by contacting us at sport.bookings@ed.ac.uk. We may also occasionally request your feedback through automated and digital channels, in accordance with UK data processing laws.

1.7. This terms of this Booking Agreement shall apply to all Bookers making a Booking on or after 1st August 2024. Any Booking made before such date shall be governed by the terms of the Booking Agreement which was in force at the time that the Booking was made.

1.8. This Booking Agreement shall be governed and construed in accordance with the laws of Scotland and the parties shall submit to the exclusive jurisdiction of the Scottish courts.  

2.1. Booking enquiries can be made in person at one of our Sport & Exercise facilities; via our online member Booking portal at www.sport.ed.ac.uk/online-booking; or by contacting our Business Development team at sport.bookings@ed.ac.uk 

2.2. Your Booking is only secured once you have received a confirmation number through an in-person receipt; via our online member booking portal; or via our Business Development team email.

2.3. The Booker must be in attendance at the Booking unless otherwise agreed with Sport & Exercise.

2.4. Bookings will be subject to payment of a Booking Charge. A list of current Booking Charges may be requested by the Booker from sport.bookings@ed.ac.uk. University Sport & Exercise reserves the right at any time, at its sole discretion to amend the Booking Charges applied for use of its Facilities.

2.5. University Sport & Exercise reserves the right to:

2.5.1. Offer promotions or discounts on all its Hires, or Facilities at any time. Offers are valid for the duration specified in the offer. University Sport & Exercise reserves the right to change or cancel promotions or discounts at any time. 

2.5.2. Utilise up to 10 minutes of the start of a Booking for any necessary equipment changeover or setup.

2.5.3. Refuse your Booking if you repeatedly cancel (outside the agreed notice period) or fail to show for a Booking.

2.5.4. Refuse admission or to ask you or any of your party to leave any Facility, if we reasonably believe that you or your Guests are in breach of any section of the terms and conditions and/or Code of Conduct.

2.6. The Booker will be responsible for the cost of repair of any wilful or reckless damage or loss to the Facilities and the services caused by themselves or any of their Party with the exception of normal fair wear and tear.

2.7. It is the Booker and everyone in the Party’s responsibility to follow guidance issued by Sport & Exercise, including instruction from University employees and Health & Safety notices.

2.8. Children must be accompanied and supervised by an Adult at all times.

2.9. Smoking / vaping is not allowed within University grounds, including but not limited to its buildings, car-parks and sports pitches.

2.10. The sale and consumption of alcohol is restricted to designated University, Sport & Exercise licensed premises only. Further information can be made available from sport.bookings@ed.ac.uk. 

2.11.Sports facilities should be left in the same condition as they are found. University Sport & Exercise has the right to apply a reasonable and proportionate charge to your Booking for the removal of waste and associated items left by your Party.

2.12. University Sport & Exercise reserve the right to refuse admission to any person for reasons of Health & Safety or for non-compliance; with University Sport & Exercise Code of Conduct.

2.13. Animals are not permitted within any Facility with the exception of identifiable assistance dogs (other than with the written consent of University, Sport & Exercise).

2.14. Neither the Booker nor any of the Party nor any Guest may carry out any teaching, education or coaching activities (including personal training) on any premises which is a Facility without the prior written consent of University, Sport & Exercise.  Only qualified coaches, with a UKSCA certificate or similar (and the written consent aforementioned) are allowed to lead exclusive sessions in Sport & Exercise strength & conditioning facilities. Coaches must provide copies of the qualification and insurance liability cover to the Business Development team at the point of making a Booking request. Sport & Exercise may be able to provide a qualified coach upon request.

Sports Halls / Studios / Squash Courts

2.15. Under NO circumstances should metal lined; rubber marking or pointed heels (i.e. stilettos) be worn in University Sport & Exercise sports halls, studios or squash courts. Further guidance can be sought from a member of the Sport & Exercise team.

Outdoor Facilities (Peffermill Playing Fields)

2.16. For reasons of security, changing rooms will remain locked at all times with access restricted to players, coaches and match officials. Please ask a member of the Sport & Exercise team to lock and unlock changing rooms when required.

2.17. For reasons of safety, access inside pitch barriers (Hockey, 3G and East Stadium) is restricted to players, coaches, match officials and the Sport & Exercise team only.

2.18. Access to all pitches is restricted to the Booking time given. A Booking Charge may be applied for activity that starts before and/or finishes after the Booking time given.  

2.19. Only trainers or astroturf shoes, specifically designed for water based synthetic surfaces are permissible on the water based Hockey pitches and MUGA pitch. 

2.20. Only trainers, astroturf shoes and spikes are permissible on the Running Track. Studded footwear (screw-in, moulded and blades) are not allowed.

2.21. Only studded footwear (moulded and blades) must be worn on the 3G pitches. NO Trainers or astroturf boots allowed.

2.22. Footwear must be clean and free of debris before entering areas with synthetic pitch playing surfaces (Hockey, 3G, 5-a-side).

Swimming Pool Facilities (St Leonard’s Land)

2.23. For reasons of security, you must store personal items in the locker facilities provided.

2.24. For reasons of safety, you must adhere to all instructions given by the Sport & Exercise team, including signage and notices.

2.25. Swimming pool users must shower prior to entering the swimming pool.

2.26. Please do not attend the swimming pool if you have suffered from diarrhoea and/or vomiting symptoms within the previous 48 hours. Further guidance can be sought from a member of the Sport & Exercise team.

2.27. Children must be supervised by an Adult at all times whilst within the swimming pool area, including changing rooms and pool surrounds. Children under the age of four must be accompanied on a one-to-one ratio. Children between the ages of five and eight must be accompanied at a ratio of two-to-one.

2.28. Non-swimmers must be accompanied in the pool by an Adult who can swim a minimum of 2 pool lengths unaided.

2.29. Spectators are not allowed on the poolside unless by prior agreement from Sport & Exercise and detailed arrangements have been explained in the Booking sheet.

Indoor Climbing Facilities (the Tower & the Rock)

2.30. An online registration process must be completed by all Users before using the climbing facilities. Further guidance can be sought from a member of the Sport & Exercise team.

2.31. Users must ‘check-in’ with a member of the climbing wall team at the climbing wall reception, on each visit, prior to use of the climbing wall.

2.32. Users are required to wear activity appropriate safety equipment, including but not limited to footwear and harnesses.

2.33 Event organisers will be responsible for the risk, security, and safety of the event

2.34.    Event organisers will be responsible for supplying appropriate medical cover for the event

2.35.    Event organisers will be responsible for arranging the appropriate licenses for the event

2.36.    Event organisers will be responsible for arranging the appropriate TTROs for the event

Payment Terms

3.1. Payment for all Bookings must be made at the point of confirmation, except where a ‘partner account’ is held. Enquiries relating to partner accounts can be made at sport.bookings@ed.ac.uk

3.2. Partner accounts must be settled, in full, within 30 days receipt of invoice. University Sport & Exercise reserves the right to apply a late payment charge equivalent to £40 per invoice, plus 3% interest above the Bank of Scotland base rate.

3.3. Subject to Clause 3.4 below, payment terms are 7 days from the date of receiving your Booking confirmation, if payment is not received by this point your Booking will be cancelled. 

3.4. If your Booking is within 7 days payment is due by 12 Noon the day after receiving your Booking confirmation, if payment is not received by this point your Booking will be cancelled. 

Booking Amendments

3.5. Booking Amendment requests must be made in person, or to sport.bookings@ed.ac.uk a minimum of 14 calendar days prior to the Booking. A maximum of one amendment request can be made per Booking, thereafter Sport & Exercise reserve the right to apply an admin charge.

3.6. Booking amendment requests of less than 14 calendar days’ notice will be applied at the Business Development team’s discretion and subject to availability. Sport & Exercise reserve the right to apply an admin charge.

Booking Cancellation

3.7.Booking Cancellation requests must be made to sport.bookings@ed.ac.uk a minimum of 14 calendar days prior to the Booking. Booking cancellation requests of less than 14 calendar days’ notice will be applied at the Business Development team discretion and subject to availability.

3.8. Block Booking Cancellation requests must be made to sport.bookings@ed.ac.uk a minimum of 7 calendar days prior to the Booking. Booking cancellation requests of less than 7 calendar days’ notice will be applied at the Business Development team’s discretion and subject to availability but may be charged.

3.9. All University of Edinburgh Sports Union Clubs must adhere to the ‘Missing Sessions Policy’ visible on the Sports Union website. Sport & Exercise reserve the right to apply a reasonable and appropriate Booking Charge where service is disrupted or where a club has not offered 7 calendar days’ notice. Sport & Exercise reserves the right to cancel or amend your Booking at any time for instances including but not limited to - Booking conflict, pitch/room availability, adverse weather, security and safety concerns, as instructed to by the University or a national body. Whilst no minimum cancellation period is required, Sport & Exercise will strive to provide as much notice as possible.

Reporting

4.1. You must immediately report any incidents you become aware of involving injury to, or risk to the health or safety of any person, using the Facilities to a University Sport & Exercise member of staff.

Exclusions to our Liability

4.2. University Sport & Exercise shall not be liable under any circumstances, whether in contract, delict (including negligence), breach of legal duty, or otherwise, for any economic loss (including loss of profit, business, revenue, goodwill or anticipated savings (whether or not foreseeable)) or any indirect or consequential loss arising under or in connection with these Booking Terms & Conditions or use of the Facilities by you.

4.3. Subject to Clause 4.5 below, University Sport & Exercise will not accept responsibility for any injury occurring in or near any premise which is a Facility, including in any car and cycle park.

4.4. Any person using a locker does so at their sole risk and liability.

Cap on our Liability

4.5. Subject to Clause 4.6 below, University Sport and Exercise’s total liability for damage or loss arising out of or relating to this Booking Agreement or any use of the Facilities (including any damage to, or theft or loss, of your property) howsoever caused (whether based on breach of contract, negligence of University Sport and Exercise, its staff or agents, strict liability, breach of legal duty or otherwise) shall be limited to the higher of (2) £1000; and (2) the total fees paid by you to University Sport & Exercise in respect of the Booking which gave rise to the claim.

4.6. Nothing shall be deemed to limit or exclude University Sport & Exercise liability for (a) death or personal injury caused by the negligence of University Sport & Exercise (or any of their staff, officers or agents), or (b) which may otherwise not be limited or excluded at law.

5.1. For information about how we handle your personal information, and your rights under data protection legislation, please see at Privacy and cookies | Sport and Exercise (ed.ac.uk).

6.1. By using our Facilities, you warrant and represent that (so far as you are aware) you are:

6.1.1. In good physical condition (for example, you should not use the Facilities while under the influence of alcohol, antihistamines, beta-blockers, narcotics, or tranquilisers); and

6.1.2. Capable of the form of exercise which you intend to undertake, and that such exercise will not be detrimental to your health.