By making a booking and/or using the AGP, the Hirer agrees to these Terms of Use and ensures all participants, officials, spectators and associated third parties comply.

1. Definitions

• Club / WTFC: Wantage Town Football Club, Manor Road, Wantage, OX12 8DW
• AGP: The Artificial Grass Pitch (3G) and enclosed compound, including goals, corner flags and any equipment specifically provided by the Club.
• Hirer: The person, club or organisation entering into the booking contract; must be 18+ and the responsible person for compliance.
• Casual Booking: A single hire instance.
• Block Booking: A series of bookings (e.g. weekly slots across a term or season).
• Hire Period: The confirmed start and finish time in the booking confirmation, inclusive of arrival/set‑up and clear‑down.
• Participants: Players, coaches, officials and any person taking part in the activity.

2. Booking, Charges & Payment

• Booking Requests are made via https://book.footballfoundation.org.uk/WantageTownFC or emailing bookings@wantagetownfc.com. The Club may refuse or cancel any application at its discretion.
• Prices & VAT. Hire charges are set by the Club and may change at any time before confirmation. Prices include VAT where applicable. If a pricing error occurs, the Club may correct it; the Hirer may then cancel for a full refund of any amounts already paid.
• Payment Terms. Casual: Pay in full at the time of booking (or within 48 hours of the invoice being generated). Unpaid reservations may be cancelled. Block: Each session must be paid in advance in line with the agreed payment plan. The Club may require a deposit for long‑term bookings. Late Payment: The Club may charge interest/administration costs on overdue sums and suspend future use until accounts are settled.
• Security Bond (if required). A refundable bond may be charged to cover damage, excessive cleaning or overtime usage. Deductions may be made at the Club’s reasonable discretion.
• Additional Charges. Extra set‑up, equipment, staffing, cleaning, or time beyond the Hire Period will be chargeable at the Club’s prevailing rates.

3. Cancellations, No‑Shows & Club Withdrawal

• Hirer Cancellations (minimum notice): Casual and Block (1–9 weeks) – 6 days; Block (11+ weeks) – 14 days. Cancellations inside these windows are chargeable in full unless the slot is re‑sold; the Club will take reasonable steps to re‑sell.
• No‑Shows. Failure to attend without notice is charged in full.
• Ending a Block Booking Early. 1–9 weeks: 2 weeks’ written notice. 10+ weeks: 3 weeks’ written notice. Sessions during the notice period are payable unless re‑sold.
• Cancellations should be made via email at bookings@wantagetownfc.com. If more than 2 cancellations per 10 sessions in a block booking occur, the club may cancel your block booking agreement.
• Club Withdrawal / Closure. WTFC may close the AGP or cancel a session if unfit/unsafe for use (e.g. severe weather, maintenance, events), or for other reasonable operational/safeguarding reasons. The Hirer will receive a pro‑rata credit/refund for the affected time. WTFC is not liable for consequential losses (travel, staffing, alternative venue costs, etc.).

4. Access, Duration & Use

• Access. Enter only via designated gates/paths. Do not access other pitches or grassed areas. Follow on‑site signage and staff instructions.
• Hire Period. Arrive and depart within your confirmed times. All play must stop at the end time; allow for set‑down/exit to avoid overrun charges. The Club may include a 5‑minute transition within each hour for changeover. You must arrive and leave within your booked time. All play must stop at the end time to avoid extra charges.
• Changing Rooms. Changing spaces are subject to availability and may be shared. Do not leave items unattended. WTFC accepts no liability for loss/theft.
• Spectators. Remain in designated areas. Children must be supervised at all times.
• Parking. Use designated car parks and respect neighbours, traffic routes and accessible bays.

5. Safety, First Aid & Emergencies

• Hirer Safety Duty. The AGP may be unsupervised. The Hirer is responsible for risk assessing their activity and ensuring it is safe, suitable and competently supervised.
• First Aid. The Hirer must provide a qualified first aider and a suitable first aid kit for the duration of the session. WTFC does not guarantee first‑aid provision on site.
• Incident Reporting. Report all accidents, injuries, near misses or damage immediately to [WTFC Duty Contact: phone; email] and complete any Club incident forms as required.
• Emergency Procedures. In life‑threatening emergencies call 999. Follow WTFC staff directions, evacuation routes and assembly points. Keep exits clear at all times.

6. Safeguarding & Supervision (Youth/Vulnerable Groups)

• The Hirer is fully responsible for ensuring appropriate safeguarding measures are in place for all participants.
• This includes supervision of children and vulnerable individuals throughout the session, including arrival and departure.
• WTFC does not provide supervision or safeguarding personnel. The Hirer must ensure compliance with all relevant laws and guidelines.
• Photography & Media. Prior consent is required for any photography/filming where children or vulnerable adults are present. The Hirer must obtain and retain necessary permissions.

7. Footwear, Equipment & Pitch Protection

• Footwear (strictly enforced). Anyone entering the AGP must wear appropriate footwear. Allowed: Clean moulded studs and AG/“astro” boots. Not allowed: metal studs, blades, spikes, flat‑soled trainers. WTFC staff may inspect footwear and refuse access if non‑compliant.
• Cleanliness. Boots must be clean before entry. Do not clean studs on fences/walls or using abrasive brushes that damage infrastructure.
• Goals & Nets. Do not drag goals or nets across the surface; use wheels/lifters where provided. Damage arising from incorrect movement is chargeable to the Hirer.
• Markings & Equipment. No additional markings, tapes, liquids or line‑marking products on the AGP. Only equipment approved by WTFC may be used on the surface.
• Balls & Kit. The Hirer must bring balls, bibs, cones, etc., unless explicitly included in the booking. All equipment/kit used on the AGP must be fit for purpose and safe for artificial surfaces. This means no pegging down goals, no spikes on poles, and no items that could damage the pitch surface.

8. Prohibited Items & Conduct

• No food, glass, or chewing gum on the AGP. Water in plastic bottles only; other drinks/food in designated spectator areas.
• No smoking or vaping anywhere within the AGP compound or spectator areas; follow signage for any designated smoking outside the compound.
• No alcohol or drugs on the AGP. Persons appearing under the influence will be refused entry/removed.
• No flares, smoke canisters, fireworks, pyrotechnics, or similar.
• No dogs or animals (except assistance dogs by prior arrangement).
• Respect & Behaviour. Abusive, offensive or antisocial behaviour towards staff, officials, participants or neighbours will not be tolerated and may result in immediate ejection and/or future booking refusal.
• Residential Sensitivity. Minimise noise and litter; enter/exit quietly, use bins provided, and respect neighbours at all times.

9. Cleaning, Waste & Damage

• Leave Tidy. Remove all litter and personal equipment; return WTFC equipment as found.
• Additional Cleaning. Excess cleaning caused by the Hirer’s group may be charged at the Club’s prevailing rates.
• Damage. The Hirer is responsible for any damage (beyond fair wear and tear) to the AGP, fences, equipment, buildings, changing rooms and amenities. Repair/replacement costs will be charged to the Hirer and may be deducted from any bond.

10. Insurance, Indemnity & Liability

• Insurance (required). Public Liability: minimum £5,000,000 for all bookings. Employer’s Liability: £10,000,000 if the Hirer employs staff or contractors. Provide evidence on request and before first use for block bookings.
• Indemnity. The Hirer shall indemnify WTFC against all claims, costs, damages and losses arising from the Hirer’s use of the facilities (except for death/personal injury caused by WTFC’s negligence or fraud).
• Personal Property. WTFC is not responsible for lost, stolen or damaged personal items.
• Exclusions. WTFC shall not be liable for any indirect or consequential loss (including travel, accommodation, loss of earnings) arising from withdrawal of facilities or cancellations.

11. Compliance, Licensing & Data

• Laws & Byelaws. The Hirer must comply with all applicable laws and regulations, including Health and Safety, Equality Act 2010, Health Act 2006 (smoke‑free), safeguarding legislation and NGB rules relevant to the activity.
• Licences/Permissions. No ticketing, paid admissions, retail, catering, broadcast/streaming, commercial photography, or public address systems without WTFC’s prior written consent.
• Data & Privacy. WTFC will process Hirer contact and booking data to administer bookings, safety and compliance. Personal data is handled in line with WTFC’s Privacy Notice (available on request).

12. Club Rights & Enforcement

• Refusal/Ejection. WTFC may refuse entry or require any person to leave for breach of these Terms or for safety/safeguarding reasons.
• Under‑Use/Misuse. WTFC may re‑allocate unused areas and/or cancel future bookings where facilities are abused or persistently under‑used.
• Amendments. WTFC may amend these Terms at any time. The latest version applies to all bookings once published/communicated.

13. Agreement, Assignment & Sub‑Hire

• Personal to the Hirer. This agreement is personal to the Hirer and may not be assigned or sub‑hired without WTFC’s prior written consent.
• Entire Agreement. These Terms, together with the booking confirmation and any special conditions, form the entire agreement between the parties for the Hire Period.

14. Governing Law

• This agreement is governed by the laws of England & Wales and the parties submit to the exclusive jurisdiction of its courts.

15. Acceptance

• Booking and/or use of the AGP constitutes acceptance of these Terms of Use. If you do not agree, do not proceed with your booking and contact WTFC immediately.