SHELFORD RUGBY CLUB 

CONDITIONS FOR HIRING THE CLUB FACILITIES AT THE DAVEY FIELD        

Application and Fees 

1.                  Application forms and fees 

Applications for the use of any of the facilities at Shelford Rugby Club, playing fields, main clubhouse or VP Lounge, shall be made, in writing, on a booking form, and returned to the Club Administrator, Shelford Rugby Club, Cambridge Rd, CB2 5JJ. . The form may be obtained by telephoning the Club Administrator on 01223 843357 or by downloading a form from the Club website, www.shelfordrugby.co.uk Please note that until this form has been returned, and any necessary deposit paid, no engagement will be booked. Appointments may be made directly with the Club Administrator, by telephoning 01223 3357, should the hirer wish to view the facilities available prior to making a booking. The person whose name is stated on the booking form must be over the age of 21 year of age and will be deemed to be the hirer.  

2.                  Deposit 

Bookings will only be accepted upon payment, by the applicants, of a deposit in accordance with the current list of charges. The hirer will be required to pay the deposit at least 4 weeks prior to the date of booking. The facilities must be left in a respectable condition otherwise additional cleaning charges (above that included in hire charges), of not less than £50, will be made plus the cost of rectifying any damaged items. 

3.                  Cancellation of letting by Hirer 

Shelford Rugby Club regrets that the deposit paid, at the time of confirmation of booking, is non-refundable.  

Licences 

The Club licence prohibits the sale, or consumption, of alcohol to/by persons under 18.Licensing hours will be confirmed by the Club Administrator during the booking and form part of this agreement. The bar staff can refuse to serve unruly persons, and in extremis close the bar at any time.During events the sound limiter will be in operation and all amplified sound must be powered from the controlled sockets which will be identified by the Club Admin.Outside doors are to be kept closed to prevent a noise nuisance to nearby residents.No glasses are to be taken out of the building, plastics are available for outside events.Guests must leave the premises, car park and driveway quietly.  

Accommodation 

The capacity of the main clubhouse, for fire regulations, is 350 persons and can comfortably accommodate 180 for a sit-down meal.Additional persons may be accommodated by hiring a marquee, which can be sited adjacent to the clubhouse. The Club reserves the right to refuse the use of a marquee in circumstances where it will interfere with the playing of rugby during the season. The responsibility for hiring a marquee rests with the hirer of the facilities and must be erected in accordance with the Club’s Health and Safety Policy. (see below) The Vice Presidents’ Lounge is available for hire and can accommodate 150 persons for a stand-up buffet. The Club currently has 6 full size pitches marked out for playing rugby. Changing rooms, with a shower area, are sited in the clubhouse building. The total number of changing rooms available is 6 with 2 available for Ladies with separate showering facilities.  

Health and Safety 

1.                   In accordance with the Health and Safety Policy of Shelford Rugby Club:  Shelford Rugby Club considers the health and safety of its members and visitors to be of equal importance to any other club activity and recognises its duty to comply with the Health and Safety at Work Act 1974 in addition to current guidelines set out by the Rugby Football Union for reporting injuries. The policy is to provide safe conditions, equipment and systems of work for all club members and visitors to the Club, and to provide such information, training and supervision, as required, for this purpose.   Shelford Rugby Club will, so far as is reasonably practicable: 

·          Provide adequate resources to maintain health and safety

·          Provide and maintain systems of work that are safe and without risk to club member’s health.

·          Ensure members, contractors and visitors have such information, instruction training and supervision as is necessary to secure their safety and health at the club and that of others who may be affected by their actions.

·          Ensure that all machinery, plant and equipment, belonging to the Club, are maintained in a safe condition.

·          Keep the facilities safe and ensure that entry and exit points are unobstructed, safe and without risk. 

Club members and visitors to the Club have a responsibility for their own health and safety and to act in a manner to safeguard the health and safety of others.

They must: 

·          Take reasonable care of the health and safety of themselves, and of others that may be affected by their acts or omissions whist at the club

·          Co-operate with others in the club to fulfil our statutory duties

·          Not interfere with, misuse or wilfully damage, anything provided in the interest of health and safety 

2.                  Risk Assessments 

Shelford Rugby Club has carried out risk assessments for all areas of the Club premises; these are reviewed and updated, as required, at least on an annual basis. These are available, for inspection, in the office of the Club Administrator.  The hirer will be required to show that any machinery, equipment and electric appliances brought in to use in the Club facilities has been passed as fit to be used for the intended purpose. This will include risk assessments and certificates of electrical safety, as appropriate. 

3.                  Fire and Fire Safety 

No event will be held which will involve any increased risk of fire or vitiate any policy of insurance without:

·          Previous notice being given to the Club Administrator and

·          A special insurance of the premises being arranged, the hirer paying the additional premium required. The hirer must acquaint themselves with the procedures for evacuating the Clubhouse in the event of fire. In the event of a member of Shelford Rugby Club being present at the event, in an official capacity, the senior member will assume the responsibility of Fire Officer to ensure the safe evacuation of the premises and will assume, or delegate, the responsibility for contacting the Fire Department should it be necessary.The main car park is the normal mustering point in the case of evacuation. In the event of this not being available then persons should be directed to the nearest playing field without endangering any individuals. 

4.                  Accidents I

n the event of an accident occurring to an individual(s), the nature and extent of the accident must be recorded in the Club Accident Book. In the event of a Club Member not being on the premises details must be sent to the Club Administrator within 24 hours of the event, where possible.In the event of an accident/injury occurring during a rugby match this must be reported to the senior official on site in accordance with RFU requirements. 

Smoking 

In accordance with the Health Act 2006 it is illegal to smoke in any area of the Clubhouse, including the changing rooms, fitness area and toilets. The hirer shall indemnify Shelford Rugby Club against all sums of money that the Club may have to pay by reason of infringement of the Act. 

Caretaking and Security 

Unless previously agreed, in writing, with the Club Administrator, as part of the conditions of booking: ·          The clubhouse, kitchen and toilets, where used, must be left in a clean and tidy condition·          All electrical appliances must be switched off prior to leaving the premises·          Where hirers are responsible, lights must be switched off and windows and doors securely closed prior to leaving premises·          All litter to be removed by the hirer·          The facilities booked are the only ones to be used. 

Parking 

Parking is available, in marked spaces, in the area at the top of the drive leading to the entrance to the Davey Field. All users of the Club facilities must park in this area unless other arrangements have been made in consultation with the Club Administrator e.g. for catering providers to unload on hard-standing adjacent to bar store area. 

Leaving the site 

Visitors to the Davey Field are, respectfully, asked to leave the club premises as quietly as possible with due care for the residential properties in the proximity of the Club. This is particularly important when an event finishes late at night.Failure to comply with this requirement, particularly if there are complaints received by the club, may result in future requests to use the facilities being refused.  

And finally 

The Committee and Members of Shelford Rugby Club welcome you to our club and wish you every success for your event.