Conditions for Use

Access to the Sports Centre is reserved to those with a user account. Access through the reception turnstiles is via the Sports Lincoln App, using your mobile phone. Users are not permitted to allow any other person to use their membership to gain entry.

Any hire of the facilities must be for the purpose stated on the booking form. Customers are not entitled to use any other facilities/equipment unless specified on the booking form.

Start and finish times are to be clearly stated on the booking form and hirers should be aware that there will be time allocated to accommodate a changeover period for setting up or taking down of equipment, within the booking period. If this is not to be contained within the booking period, extra time is chargeable at the current standard Fees & Charges rate unless agreed with the Site Management Team.

Recreational hire is for a 50-minute duration, unless booked for two sessions back-to-back, where the duration is 110 minutes.

All sporting activities must stop whilst the Sports Centre team are changing over equipment.

The area(s) to be used and the equipment hired are to be clearly referenced on the booking form.

• All recreational hire must be paid for in full at the time of making the booking.
  • All block bookings must be paid for in advanced. The hire is required to be 4 sessions in front, unless otherwise agreed with facility management.

Where agreed payment by invoice, the UOL finance T&Cs apply. Any queries on invoices must be made immediately by emailing sportsbookings@lincoln.ac.uk. Please note that if the invoice terms are not adhered to then the credit facility will be withdrawn.

(C) A 30% deposit is required to secure an Event Booking.

(d) The Bookings Manager’s authorisation is required for exceptional booking/payment terms with regard to large scale event bookings or functions (a booking of five (3) or more consecutive hours duration for a whole hall or area). The fee shall be payable in full at the point of making the booking.

Every facility has a maximum capacity of people that can use a given area at any one time; this must be strictly adhered to i.e., maximum occupancy. Customers must check these details and state the proposed numbers expected to attend on the booking form.

In relation to event bookings, the hirer will also be charged for the setting up and the taking down of equipment at the venue. This will account for any additional costs incurred for staff and materials. A plan of the event and a list of all equipment required must be provided at least 28 days before the event.

External contractors shall not be allowed access on site without prior permission from the

University’s Estates Department. Appropriate Health and Safety documentation i.e. method statement(s), safe system(s) of work, insurance, risk assessment and safety certificates must also be completed if contractors are required to attend site. This will be verified by the University’s Estates Team and authorised prior to access being granted.

• It is a condition of the hiring that the hirer shall be liable for, and accept full responsibility for, injury or cost of repair of any damage to the facility which may be occasioned, done or committed during the period of the hiring of the facility or any part thereof, or to any furniture, fixtures or fittings or other property contained therein whether belonging to the Sports Centre or contractors, agents, licensees or employees and for any loss or removal of any such furniture, fittings or other property.
• The appropriate sums the hirer must pay in respect of damage done to the facility will be decided by the Sports Centre and shall be final and conclusive.
• As the hirer you are responsible for damage caused to the facility during your booking. You will be asked to pay for any damage(s) caused.
• All persons using the facility do so at their own risk.
• The Sports Centre accepts no liability for death or personal injury resulting from the non-negligent acts of its employees.
• The Sports Centre accepts no responsibility for loss or damage to personal property.

The hirer shall indemnify the Sports Centre from and against any claim for damages, costs or expenses which may be made against the University in respect of any personal injury or loss of, or damage to, property, sustained by any person occurring during, or in consequence of, the hiring. Proof of third-party liability cover (with a minimum level of indemnity of £2 million) must be provided before the booking is confirmed.

The hirer will provide enough people to maintain order during the booking and will not allow any drunkenness or disturbance. Any person under the influence of alcohol or drugs or behaving in a disorderly manner will be asked to leave the premises. The Sports Centre believes that all players and spectators have a right to participate free from the threat of attack or abuse. This includes the use of obscene language or racial abuse. The Sports Centre will exclude any individual or club with a record of involvement in such incidents from its operated facilities. Please make sure that members of your organisation understand that the company will not tolerate such behaviour.

The Sports Centre may expel people from the facility for behaving in an unsatisfactory manner. Hirers must understand that bans are enforceable for as long as is deemed appropriate, by the Centre Manager.

The Manager on Duty reserve the right to refuse admission should they feel the safety of the individual, staff or customers is compromised.

In the event of a breach of any of the foregoing conditions, rules and regulations by the hirer or his employees, agents, licensees, or invites, the Sports Centre reserves the right to cancel the hiring forthwith by notice in writing given to the hirer or to his representatives and in so doing shall not be liable to a refund of any portion of the hiring fee to the hirer or be liable to the hirer or to any third party for compensation in respect of such cancellation of the hiring.

The insurances held by the University must not be invalidated by any action of the hirer.

• The Sport Centre staff members always have access to all areas of the facility.
• Hirers must comply with all reasonable staff requests made during the hire period.
• Any decision advised by the Manager on Duty to the hirer is final.

• Hirers must make sure that the facilities are left in the same condition as at the start of the session/booking.
• No alterations, additions or fittings for any apparatus, equipment or decoration shall be carried out without permission of the Site Management Team.
• The hirer must ensure that all children are appropriately supervised and collected prior to leaving the premises.

All sporting clubs and voluntary organisations are responsible for ensuring all DBS checks are completed for individuals who are likely to encounter at risk adults or children with copies of appropriate certificate reference numbers kept with Club constitutional and insurance documents. These maybe requested by the Bookings Manager on an annual basis and noted on file once provided.

All coaches must provide evidence of appropriate qualifications and activity Risk Assessments to the Bookings Manager on request, at the time of booking renewal or initial booking confirmation/application. If unable to provide qualifications, it may impact the booking.

The dates and times of hire will be clearly stated on the application booking form (inclusive of setting up and taking down of equipment). Requests for bookings outside of the normal operating hours will be considered by the management team, and if approved, the hirer will be liable to pay the staffing costs for these periods.

All injuries sustained whilst using the facilities must be reported to a member of staff/Manager on Duty immediately. During the hire of the facility the hirer shall indemnify the Sports Centre against any liability, loss or claim arising from:

• Any person’s death or injury.
• Damage to, or loss of, property, unless the Sports Centre or its officers have been negligent or in breach of duty.

The Sports Centre permits the right of sale of all refreshments in the facility, by themselves or through their contractors, reserve the exclusive right to sell, serve, or supply any drinks.

The consumption of alcohol and drugs is not permitted within the Sports Centre, and management reserve the right to decline access to anyone they believe to be under the influence.

Where applicable, arrangements for catering must be made with the Bookings Manager as far in advance as possible. The University’s caterers will be the main supplier. The University by themselves or through their contractor reserve the exclusive right to sell, serve or allow the sale of goods. No hirer may sell or allow sale of goods, without written consent (email accepted) of the Centre Manager.

The Sports Centre shall be responsible for the maintenance of good order and discipline within its facilities and shall reserve the right of admission.

Filming rights, radio and television broadcasting should be arranged with the Centre Manager. (See also section 26, Electrical Safety.)

Photographic or video recording equipment may not be used on the premises without the prior permission of the Manager on Duty. (See also section 26, Electrical Safety).

It is the responsibility of the hirer to ensure that any electrical appliance they wish to bring into the venue is safe (adequately [PAT] tested / inspected) before use. Use of any item found not to be PAT tested will not be permitted on the premises.

Smoking and vaping is not permitted inside or on any Sport Centre facility. Smoking is only permitted externally in specifically demarcated site areas. This applies to both staff and venue patrons.

No sweepstake, raffle or other form of lottery shall be promoted, conducted, or held at the Sports Centre. [Raffles may be permitted by prior agreement as part of the booking process, and subject to the necessary licensing arrangements].

If you use any copyright material, then you must pay any fees to the copyright owner or Performing Rights Society as required. Some fees may have been paid by the Sports Centre. Please ask how this may affect your booking.

No dogs (other than guide dogs) or other animals are allowed into facilities without the permission of the Manager on Duty. Localised dog by-laws are enforced on all outdoor playing areas.

The hirer shall not open, close or block any internal or external entrances or exits to the centre, for safety reasons.

Hirers are advised that all signage is approved by the Centre Manager before being displayed in or around the facilities.

Personal items such as underwear, socks, drinks bottles, make-up & combs are not kept nor stored on site. Non valuable items are kept for 1 month. Valuable items are kept for a period of three (3) months and can only be reclaimed at reception. After these timescales expire, all items are donated to charity.

The liability of the site for damage to, or loss of customers’ property is strictly limited to any damage or loss suffered as a result of negligence of the Sports Centre or its staff. The Sports Centre will not store any personal property. Lockers are provided and all items of personal property should be kept in these lockers for the duration of your activity. Any items left overnight may be removed and disposed of by the management.

Goods will only be accepted for return, exchange, or refund if faulty and upon proof of purchase. This does not affect your statutory rights as a consumer.

No food to be consumed in any of the sports areas and all drinks must be bottled, ideally with an anti-spill lid.

All spillages must be reported to the reception desk immediately.

Food can be consumed in the seated ground floor reception area and first floor lobby outside the gym.

The Sports Centre are obliged to collect and handle information in accordance with the GDPR (General Data Protection Regulation) 2018.

The Sports Centre will use the information it collects about you to provide services to you, to perform analysis and improve service delivery to its customers, including you. Individuals have a right to request copies of their personal information. We value your privacy and do not sell your information to any third parties under any circumstances.

For further details relating to data collection and security processes please reference the University’s Privacy and Data Protection Policies that can be found on our website https://online.lincoln.ac.uk/privacy-policy/

Generally, customers must be over 18 years old to use the fitness suite. All customers using the fitness suite and undertaking exercise are required to complete a confidential Health Commitment Statement before commencing use of the facilities.

All customers are obliged to inform the Sports Centre if their medical condition/status changes over time.

All members are entitled to a free facility induction prior to using the exercise equipment. Customers are always required to wear suitable footwear and appropriately comfortable exercise clothing.

Specific conditions of use are prominently displayed throughout the facility. Should these rules not be followed; the Centre Management reserve the right to refuse entry and, in exceptional circumstances, cancel the customer’s membership.

A membership package commences upon receipt of an initial payment. This membership agreement shall be considered legally binding between the Sports Centre and the customer.

Shall be paid for in full, up front.

Under the terms and conditions of this membership, UOL employees can also opt to pay direct from their salary the membership for a Direct Relatives which is defined as a partner or spouse, sibling, children (18+) or parents of the UOL employee. If an UOL employee signs up to this option, then a double membership fee will be deducted through payroll, accounting for the UOL employee and Direct Relative’s Sports Centre gym membership.

The UOL employee must have an active membership to add a Direct Relative membership to benefit from enrolment on to the payroll scheme. If the UOL employee cancels their gym membership, this will also cancel the Direct Relative membership. Community memberships will be available as alternative.

For changes in personal circumstances, the Direct Relative membership is no longer required, one full calendar months’ notice is required in writing to the Sports Centre, to ensure deductions are ceased in a timely manner via payroll.

Employees and Direct Relative Members may be required to provide proof of status and identity where applicable.

If a member during this agreement is no longer an employee of the University, they must immediately notify the Sports Centre in writing or by email at the earliest opportunity and both memberships will end in accordance with the cancelation policy.

Direct relative wishing to use other Sports Centre facilities not included within the staff payroll scheme will be charged at the community rate.

Direct relatives can use the Sprots Centre that are not enrolled on the staff payroll scheme and will be charged at the community rate.

When joining the scheme, a pro rata payment will be required at the point of joining to cover the period between join and the next viable pay run.

Sign up this this payment can only be achieved at the Sports Centre, and not available online.

Members who have purchased an annual membership may cancel their membership within 14 days from the date of their acceptance to the terms of this Agreement, or 14 days from the start of their membership (whichever is later). To cancel, the Member must send notification to the Sports Centre by email or in writing.

All visits to the gym within the cooling off period will be charged at the relevant day rate, with the net value being refunded.

Available to all user types enabling them to pay per visit. Members are permitted to bring guests who will be charged at the community rate. All guests will be required to create a user account.

Monthly gym memberships shall be paid in full at the point of application, either online, or at the Sports Centre. This will last 30 days from the day of purchase and can be renewed at any time.

Access is restricted to the facilities opening hours.

Must be referred by Student Wellbeing with all referrals being managed by the Sports Centre’s Fitness Manager. Approved referrals will be committed to an 8-week programme led by an Exercise Referral Specialist. Access to the gym and classes are permitted for the period of the programme.

Those individuals completing the 8-week programme, will be able to benefit from a discounted monthly gym rate.

The Sports Centre reserves the right to:

• Close the fitness suite facility for a period of up to 14 consecutive days [in addition to Christmas Day, Boxing Day, and New Year’s Day] without providing any form of refund/credit for this period. For either University closure periods or essential maintenance to a facility and its equipment, every attempt will be made to provide appropriate advance notice, minimise disruption and inconvenience.
• Offer customer recompense only in the event of full and prolonged closure at our sole andabsolute discretion.
• Change the Terms & Conditions and Rules & Regulations for the use of its facilities by giving customers/members seven (7) days’ notice.
• Make any changes, temporary or permanent, to any facilities, services, or activities without giving the customer notice to do so.
• Close any facility if essential maintenance or servicing is required.
• Amend the Terms & Conditions of its membership packages. And will provide at least 4 weeks’ notice of any amendment or change coming into force. Unless otherwise provided for in these Terms & Conditions, here will be no offer of refunds/credits for non-usage of the facilities. On revising the price of membership fees, at least ten (10) working days’ notice of changes will be provided.

In the event of a salary deduction not being taken due to insufficient net pay, arrears will be carried over to the next pay period. Where this arrangement continues for a period of three months, the membership will need to be paid directly via the Sports Centre and any arrears. The Sports Centre has the rights to cease the membership where an employee fails to pay their fees on a regular basis.

The Sport Centre may terminate a membership if the member breaches any terms of this Agreement (including for the avoidance of doubt breach of User Conditions as stated on the membership/ booking forms).

Where the University student permanently withdraws from their programme of study or a member of staff ceases employment with the University within 6 months from the date of accepting the terms of this Agreement, a pro rata payment for the remaining period will be calculated and refunded. The relevant monthly fee will be applied for the period of the active membership and the net amount will be refunded.

To enjoy the refunds the member must send notice of their leaving and their desire for a refund via email or in writing at least 2 weeks before their leaving. Confirmation of leaving may be required.

In the instance where a university employee chooses to opt out of being a member and ceases their membership, one full calendar months’ notice must be given in writing or email direct to the Sports Centre, who will inform Payroll to cease deductions.

In the instance where a University employee ceases employment within the agreement, a deduction will be made in their final pay period for the whole month regardless of the leaving date.

Where a user is given student or staff membership that membership will immediately terminate if they cease to hold that same status as a student or member of staff.

Subject to the completion of any accrued responsibilities up to the date of termination where Membership terminates, so does this Agreement.

Membership may only be frozen or suspended by the Member if:

• A medical condition which means that you are no longer able to exercise. NB: This is not applicable to Exercise Referral clients – unless another / a different health condition has been identified to the condition originally referred for. A medical note stating you can no longer exercise is required.

The Sports Centre reserves the right to terminate your membership agreement in the following circumstances:

• If you repeatedly break the displayed rules of use of the facility.
• One event deemed to be gross misconduct: or
• If, with or without your knowledge or permission, another person uses your membership to access the facility.

In the event of termination by the Sports Centre, the customer will have no entitlement to any refund. The terms of this agreement do not infringe upon any other legality enjoyed by the customer under the terms of any consumer legislation.

• Student – Enrolled as an active student at the University of Lincoln.
• Student Accommodation – Those in an active contract with any of the University of Lincoln managed accommodation blocks, will have access to the gym and fitness classes for the duration of their tenancy.
• Staff – Contractually employed by the University of Lincoln.
• Alumni – Previous student who has graduated from the University of Lincoln or Ex staff member. To upgrade to this user type, please contact the Sports Centre who will inform you of how they will authenticate your request.
• Assoicate – Available to Staff of University facilities based on campus but not contracted as a University of Lincoln employee, for example: SPSS, Dalkia, Siemens, Think Tank, SU Staff. Lincoln College staff and students. Bishop Grosseteste University staff and student. To upgrade to this user type, please contact the Sports Centre who will inform you of how they will authenticate your request.
• Community – Everyone else.

Payment for any service, hire and/or Facility booking must be made in full prior to the time of booking. Fees are published and are subject to an uplift at the discretion of the Sports Centre who will provide a 4-week notice period. All confirmed bookings within the new price period will be honored at the rate agreed at the point of booking. Please view our website or contact the Site to confirm prices.

Hirers who are deemed as commercial (generating income from the hire) can be subject to a 50% levy to the community rate. The levy is at the discretion of the Sports Centre Management team.

The named hirer is the responsible person for the sessions participants and is required to be present.

Those with user accounts may book 8 days in advance, via the Sports Centre Website, Sport Lincoln App or in person. Telephone bookings are not accepted. Payment must be made with a credit or debit card at the time of booking to confirm your reservation. Cash is not accepted.

For all booking cancellations, where more than 48 hours’ notice is given, there will be no charge. However, if less than 48 hours’ notice is provided, the full charge will apply, and no refund given. The hirer may have the option to move their booking to a different date/time subject to availability and approval of the Manager on Duty and this must be agreed at the point of cancellation. No credits will apply.

Bookings cancelled in person, by telephone or e-mail to the Sports Centre will qualify for a refund if 48 hour or more are given. Bookings cancellated using the Sport Lincoln App or online services giving 48hours or more will have their account credited, with the value of the booking. This credit will not be refunded and can be used against your next transaction and expires after 60 months.

If a prepaid booking is cancelled by the Sports Centre, a full refund will be given.

A block booking is defined as serval sessions confirmed within a specific date period, that cover different facilities and times. These are to be booked and confirmed in advance by use of a booking form.

Payment for the block bookings is required in advanced (4 session in advanced), unless agreed with the Sports Centre Management team.

48 hours’ notice is required to receive a refund or rescheduling of the session impacted.

A repeat booking is defined as several sessions of the same facility, on the same day and time over a date period. These are to be booked and confirmed in advance using booking form.

Payment for the repeat bookings is required in advanced (4 session in advanced), unless agreed with the Sports Centre Management team.

48 hours’ notice is required to receive a refund or rescheduling of the session impacted.

A one off booking that can comprise of multiple facilities, over multiple days and is over 2hrs in duration. These are to be booked and confirmed in advanced using a booking form.

A deposit of 30% is required to confirm the booking, and the remaining balance is due on the day of the event, unless otherwise agreed with the Sports Centre Management.

28 days’ notice is required by the hirer to receive a refund or rescheduling of the session impacted. When cancellation occurs within a lesser period than 28 days before the event, the whole of the despot shall be retained.

If any circumstances over which the Sports Centre has no control renders the facility unavailable for the hirer on any day of the hiring, or any part of such day, the hirer shall not be entitled to compensation in consequence thereof or in connection.

therewith;

The facility retains the right to cancel any event or booking without notice as necessary. In the case of cancellation by the Sports Centre the whole of the fee paid shall be refunded.

The Sports Centre reserves the right to refuse any application by the hirer for a booking.

The Sports Centre will not be held liable for any other costs incurred, or loss by the hirer from the cancellation or refusal of any application for the hire of the facilities.

Appropriate gym clothing and footwear must be always worn. Customers are required to inform the class instructor of any change/issue relating to their medical condition. Customers are required to cancel their classes a minimum of two (2) hours before the start of the class. Should customers just not turn up, then the Sports Centre reserve the right not to accept future bookings. Customers are responsible for their punctuality and will not be permitted to enter a class five (5) minutes after the start time.

The Sports Centre reserves the right to cancel classes in extenuating circumstances for which no refund of membership fees will be given.

The Sports Centre does not provide car parking for its users. The University’s car parking policy applies. Pay and display via the RingGo app becomes live from 16:30 (Mon to Fri) and all day at the weekends. The Sports Centre has no responsibility for car parking matters.

To use the Boxing Suite, these are the expectations:

• Induction to the equipment and correct usage is encouraged. Please speak with a member of the team.
• You must not kick the punch bags.
• You must wear boxing gloves when punching the bags and/ or speed ball (MMA gloves are not permitted).
• You must always wear socks and suitable footwear (bare feet are not permitted).
• The Sports Centre recommends that you wear Boxing wraps when punching bags and/ or speed ball.
• Gloves can be hired from the Sports Centre reception.
• You must not spar whilst on these premises.
• You must not punch or strike another person whilst on these premises.
• You must sanitise your hands before and after using communal equipment (i.e.. Gloves and Pads).

Students and staff that are leaving the University of Lincoln are encourage to update their account details with a new none @lincoln email address if you are wishing to continue accessing the facilities. Failure to do this will result in the account being terminated, and you will have to register again.

Customers are encouraged to speak to the Duty Manager in the first instance, who will aim to resolve all complaints at this juncture.

Written feedback is to be emailed to sportscentre@lincoln.ac.uk, allowing you to bring your comments, complaints, compliments & suggestions to our attention. An acknowledgement or full reply will be sent to you within ten (10) working days

Telephone feedback

Call the Sports Centre telephone number 01522 542429 and you will be directed to an appropriate person.