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Terms and Conditions

Definitions

Member: A person who holds a current and active bfit, b-You or Passport to Leisure membership.

Non-member: A person who can use the facilities but does not hold a bfit, b-You or Passport to Leisure membership.

Facility: The Derby City Council venue where the activity takes place.

  1. Conditions of advanced booking
    1. Advanced bookings can be made for courts, activities and sessions either in person, by telephone or online.
    2. Payment will be required at the time of booking.
    3. Non-members can book for a single letting up to five days in advance.
    4. Bfit, b-you and Passport to Leisure members can book for a single letting up to seven days in advance. Your membership card will be required at the time of booking and when you arrive at the facility.
    5. Recreation Passport to Leisure members can book for a single letting up to seven days in advance, but will be charged the concessionary Passport to Leisure price at the time of booking. You cannot book in advance for activities that are free through the Passport to Leisure scheme. Your membership number will be required at the time of booking
    6. You cannot re-book the letting the following week until the pre-booked period has finished. This applies for courts, activities and sessions.
    7. Bookings are not transferable.
    8. The facility can utilise up to 10 minutes of the court booking slot for necessary equipment changeover or set up.
  2. Online bookings
    1. Available at www.derby.gov.uk/sports
    2. The site is provided free of charge for your use subject to complying with these Terms and Conditions of use.
    3. Online booking is available at the following facilities:
      • Moorways Sports Complex
      • Queen’s Leisure Centre
      • Springwood Leisure Centre
      • Racecourse – Artificial Astro Turf pitch
      • Parks and open spaces - grass casual pitches
    4. Activities you can book online:
      • Courts, badminton, squash, racketball, table tennis, short tennis, netball and 5-a-side football
      • Group exercise classes
      • Spin classes
      • Artificial football pitches (ATP) at the Racecourse
      • Grass pitches in Derby City Parks
    5. To book online you will need to complete the online registration. You must be over 18 years old to register. Members will require their membership card number, non-members will need to provide their name, address, telephone number and email address. It is your responsibility to inform the centre if your personal details change.
    6. You can cancel your registration at anytime by informing us in writing. This can be taken into any leisure facility or emailed to admin.sports@derby.gov.uk. If you do cancel, you must stop using the online booking system.
    7. Payment is required at the time of booking. Payment is made through the Capita Online Pay E-payment portal, no credit or debit card information is retained.
    8. You are solely responsible for keeping your membership number and password confidential.
    9. The person making the booking is responsible for all bookings that occur under their account.
    10. Maximum bookings each day is seven.
    11. On arrival at the facility bring with you your booking reference number to confirm your booking. This can be written down from the booking confirmation email, a print out of the email or can be shown from your mobile device to a Customer Service Assistant at the facility.
    12. Members can log in their attendance at a fast track machine (where available).
    13. Online cancellations require 24 hours-notice – see section 4. For cancelled bookings with less than 24 hours’ notice see section 4.3.
    14. The online site may be withdrawn or restricted without notice, to allow for repairs, maintenance or improvements to the system. We will attempt to restore the service as soon as we reasonably can. We will not be liable if for any reason the online site is unavailable at any time or for any period.
  3. Members – bfit, b-you and Passport To Leisure
    1. You cannot use your membership to book any facility or activity for other people. You must be taking part in the activity to take advantage of the advanced booking and payment discounts.
    2. You cannot use your membership to book more than one letting at a time, for example you cannot book two squash courts at the same time using one membership card.
    3. You can use your membership card to book consecutive lettings; however you must be using the facility or activity throughout the entire time of all the lettings.
    4. You cannot use an individual membership to book any facility for an organisation or club.
  4. Movement or cancellation of bookings
    1. You may move or cancel a booking by telephone or in person at the facility you made your booking with. To cancel you will require the details of the booking, name of hirer, date and time. A minimum of 24-hours’ notice is required to cancel a booking.
    2. If a minimum of 24-hour’s are provided, you may be given to the opportunity to move your booking to another date or be given a credit note for the same amount to be used in the following 28 days. If you require a refund, please see xx of the terms and conditions.
    3. If you cannot give us 24-hours’ notice and we are unable to re-let the booking/court/activity/session then no refund will be given.
    4. If we take a booking from you for a facility and it is not available due to circumstances outside your control we will first offer you another date or if this is not appropriate we will refund any booking fee you have paid.
    5. Members (bfit, b-You and Passport to Leisure) are required to give 24-hours’ notice of cancellation of booked court/session/activity. If you do not give 24-hours’ notice or do not attend the booking, your membership rights to book in advance may be suspended.
    6. All cancellations will be monitored for abuse of the system.
  5. Grass pitch booking cancellations
    1. The council will cancel a booking if the ground conditions are such that play would damage the pitches or if the playability is deemed to be dangerous. When required, a decision will be made on the day of play by the member of staff on duty or in their absence the referee will have final decision.
    2. If your booking is cancelled by the facility, then the council will offer you an alternative time and date to play. If the booking cannot be rearranged then the council will give you a refund for any booking that has been paid.
    3. If you need to cancel the booking, please call 01332 641235 at least four days before your booking is due to take place.
    4. If you have any questions regarding grass pitch cancellations, please email the Parks Booking team: parksbookingsadmin@derby.gov.uk
  6. Refunds
    1. Refund requests must be made by email or in writing to the facility you made your booking with, including the details of the activity/session booked, name of hirer, date and time. A reason for request of refund will be required with proof of payment. Decisions regarding refunds will be at Derby City Council’s discretion.
Facility contacts
FacilitiesEmailTelephone
Moorways Sports Complexmoorways.sports@derby.gov.uk01332 642180
Springwood Leisure Centrespringwood.sports@derby.gov.uk01332 664433
Queen’s Leisure Centrequeens.sports@derby.gov.uk01332 641444
Racecourse ATPparksbookingsadmin@derby.gov.uk01332 641235 or 01332 205263
Parks grass pitchesparksbookingsadmin@derby.gov.uk01332 641235

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