Drayton Parish Council - Longdale 3G Pitch

Block Booking 3G Pitch Terms, Conditions & Rules

3G Pitch Terms and Conditions

Booking Access

  • Drayton Youth Football Club (DYFC) associated hirers have priority over new season block bookings for September 1st onwards and have access to a priority booking window on a first-come, first-served basis from 1st June to 30th June each year. During this period non-DYFC associated hirers are prohibited from making block bookings for September 1st onwards, but can continue to make block bookings for June, July and August as required.
  • The 3G Pitch block booking window is available to the public on a first-come, first-served basis from 1st July to 31st May each year. During this period block bookings from September 1st onwards are open to all hirers.

Booking Confirmation

  • Block bookings of 5 or more sessions can be requested via the Parish Council Office at office@draytonparishcouncil.gov.uk   
  • Hirers are required to provide the following information before a block booking can be confirmed:
  1. Team/Group/Hirer name
  2.  Preferred day and time
  3.  Start and end date for the booking
  4.  Any excluded weeks (eg. Christmas and New Year etc)
  5.  Preferred payment option
  6.  Contact telephone number
  • Upon receipt of the required booking information (subject to the availability of facilities) the Parish Council Office will email the Hirer to confirm the booking.

Booking Deposit and Payment of Fees

  • Hirers are required to pay a deposit to cover non-payment, damage or late cancellation.
  • The deposit is 10% of total booking value and must be paid within one month of booking confirmation.
  • The deposit will be held for the duration of the booking and refunded at the end of the block booking period, subject to:
    1. All fees being paid in full.
    2. No damage, misconduct or rule breaches being recorded.
    3. Proper notice being given for cancelled sessions and/or termination of the block booking (see section on Cancellation and Refunds).

Hirers must select one of the following payment options at the point of making a block booking:

  1. Lump Sum: Hire charge payment to be made in one lump sum by standing order, direct debit, or bank transfer within the first month of the block booking.
  2. Monthly Payment Plan: Hire charge payment to be made in monthly instalments by standing order, direct debit, or bank transfer.

The Council will issue an invoice stipulating the hire charge for the block booking, the deposit amount and any monthly payment plan arrangements as appropriate.

NB: Non-payment of the deposit, lump sum or monthly payment by the due date may result in the cancellation of the booking and forfeiture of the deposit.

 

Cancellation and Refunds

Hirer Cancellation Notice Requirements

Block Booking:

  • 1 week’s written notice required to terminate a recurring booking

Individual Sessions within Block Booking

    •  More than 24 hours written notice: No charge for cancelled session
    • Less than 24 hours written notice: Full session fee payable.
  • Persistent Cancellations (3+ within 3 months): Council reserves the right to reallocate the booking slot.

 

Council Cancellation Requirements

  • The Council has the right to cancel bookings at their discretion. If the Council must cancel a session (e.g. due to maintenance, weather, or safety), hirers will receive a full refund or a credit towards the next invoice. An email will be sent to the user notifying them.
  • The Council reserves the right to pre-book the 3G pitch for other events and maintenance.

 

3G Pitch Rules for Users

 Conduct

  • Users should comply with the principles of respect and fair play, both on and off the 3G pitch.
  • Users should wear appropriate sports clothing and footwear when on the 3G pitch.
  • Users must be mindful of neighbouring properties with respect to noise.
  • The 3G pitch is to be used for the purpose of sport and sporting activities only. Any other activities such as parties should be discussed with the Parish Council Office prior to booking.
  • Smoking is not permitted on the 3G pitch.
  • Users must ensure they take all belongings with them off the 3G pitch including equipment and rubbish. Drayton Parish Council will not be held liable for any left items.
  • Users hire and use the 3G pitch at their own risk.
  • Users are required to report any damage to the Parish Council as soon as possible.

Security

  • Digital access codes are bespoke to your booking and will therefore only work for the date/dates and times you have booked. The code will work 15 minutes prior to the booking and 15 minutes after.
  • Users must ensure they securely lock the 3G pitch gate after use using the padlock and return the key to the hook inside the pavilion. Once the key has been returned, users must ensure the floodlights are switched off and the pavilion door is secured with the digital padlock.   
  • Please ensure that the 3G pitch padlock, 3G pitch padlock key and pavilion padlock are returned to their respective locations at the end of your booking. Failure to do so will incur the following charges:
    • Padlocks = £170 each
    • Key = £50
  • Please ensure the floodlights are switched off at the end of the session. Failure to do so may incur a charge.
  • No user may sub-let the 3G pitch without the prior approval of the Council.
  • All users are reminded that the pavilion and 3G have 24-hour CCTV surveillance in operation.

Right to Play

  • You must book the pitch before playing.
  • Please allow other users to complete their session within their timeslot before entering the 3G pitch.

Contact

  • Please use the details below should you need to contact the Council at any time.
  • Please note that the usual office opening hours are 0930 – 1430. We may not be able to respond outside of these times depending on staff availability.