Booking terms and conditions

Booker - an individual who makes an advanced reservation or Hire of Facilities 

Booking – an advance reservation for a Hire of any Sport & Exercise Service

Booking Charge - a payment to University Sport & Exercise for a booking 

Children – any individual aged under 16 years old at the time of the Booking  

Code of conduct – the rules that all Users of University Sport & Exercise facilities must abide by 

Facilities - premises belonging to (and/or equipment provided by) University Sport & Exercise

Guest - a person accompanied by the Booker into the Facilities. 

Hire - the temporary use of any of the Facilities. 

Party - the group of people that attend the Booking 

Non-swimmers - any individual who is unable to swim 2 lengths of the St Leonard’s Land Swimming Pool (50m) unaided.  

Website - means the website located at the following URL: https://www.ed.ac.uk/sport-exercise  

User - anyone taking part in a Booking in the Facilities 

1.1. The Booker must be present at the Booking unless otherwise agreed with Sport & Exercise.

1.1.1. A Booking may be subject to payment of a Booking Charge. A list of current Booking Charges is available on request from the Client Services Team (email). University Sport & Exercise reserves the right, at any time, to vary the Booking Charges at its discretion from time to time.  

1.2. University Sport & Exercise reserves the right to:

1.2.1. Offer promotions or discounts on all its Hires, or Facilities at any time. Offers are valid for the duration specified in the offer. University Sport & Exercise reserves the right to change or cancel promotions or discounts at any time.  

1.2.2. Adjust the availability of certain Facilities on a temporary basis for the general purpose of cleaning, decorating, essential repairs, maintenance of equipment, special functions and holidays. 

1.2.3. Utilise up to 10 minutes of a Booking for any necessary equipment changeover or set up.

1.2.4. Refuse Booking if you repeatedly cancel (outside the agreed notice period) or fail to show for a Booking. 

1.2.5. Refuse admission or to ask you or any of your party to leave your Booking, if we reasonably believe that you or your Guests are in breach of any section of the terms and conditions. 

1.3 The Booker will be responsible for the cost of any wilful or reckless damage or loss to the Facilities and the Services incurred by themselves or any of their Party with the exception of normal fair wear and tear.  

1.4. It is the Booker and everyone in the Party’s responsibility to follow Health & Safety notices. 

1.5. All First Aid instances must be reported to a member of University Sport & Exercise staff immediately. 

1.6 .All Children must be accompanied by a responsible adult.  

1.7. No Smoking or vaping is allowed within University buildings or within the Peffermill fenced areas.  These areas include: on or around the hockey pitches (including the stand); on or around the 3G pitch (including the raised “bund” path).

1.8. Please leave the Facility as you find it; if rubbish is left or anything is broken or damaged after your booking, extra charges may apply.

1.9.University Sport & Exercise reserve the right to refuse admission to a Guest for reasons of Health & Safety or for non-compliance; with University Sport & Exercise Code of Conduct. 

Sports Halls and Studios 

1.10. Under NO circumstances should metal or sharp heels (i.e. stilettos) be worn in University Sport & Exercise sports halls or studios without the use of heel protectors in good condition with no sharp or abrasive edges.

Strength & Conditioning areas including PLAE Lockers, Performance Gym and Eleiko Training Gym 

1.11. Only qualified coaches, with a UKSCA certificate or similar, are allowed to lead exclusive sessions in these facilities. Sport & Exercise can provide a coach upon request. 

Peffermill Playing Fields 

1.12. No dogs are  allowed at Peffermill (except for working dogs).

1.13. Users should ask a member of staff to lock and unlock changing rooms. 

1.14. Users must adhere to the stipulated playing areas, and honour the start and finish times detailed. 

1.15. Only players, coaches and match officials are allowed inside the barriers surrounding the water-based hockey and 3G pitches and inside the changing room blocks.

1.16. Players must not enter the pitch area until the previous match is finished. 

1.17. Only trainers or Astroturf shoes, specifically designed for Water based surfaces are permissible on the ‘hockey’ and ‘all sport’ pitches. 

1.18. Studded footwear (screw-in or moulded, exceeding 5mm in length) and ‘blades’ are not permitted on the Track area .

1.19. Studded footwear only (including moulded and blades) must be worn on the 3G, 5-a-side pitches and warm-up area. No trainers or AstroTurf boots allowed. 

1.20. Shoes must be cleaned on the footwear brushes (located at each gate) before entering the designated areas.

St Leonard’s Land Swimming Pool 

1.21. The Booker must accompany your Party on their visit to the swimming pool and you must ensure your Party complies with the Sport & Exercise Code of Conduct.

1.22. Whilst at the swimming pool and surrounds, Children must be supervised by a responsible person over the age of 16 at all times.  

1.23. Children must be accompanied at a ratio of Children under four on a one-to-one basis.  Children between the ages of five and eight must be accompanied at a ratio of two-to-one adult. 

1.24.Non-swimmers must be accompanied in the pool by a responsible adult over 16, who can swim. 

1.25. Spectators are not allowed on the poolside unless by prior agreement from Sport & Exercise and detailed arrangements have been explained in the booking sheet.

Climbing Wall 

1.26. An online registration process must be completed before using the climbing facilities.  

Cancellation by the Booker 

2.1 Edinburgh University Sports Union Clubs:

2.1.1. All University of Edinburgh Clubs must adhere to the ‘Missing Sessions Policy’ visible on the Sports Union website.

2.2.2. At least 2 days of clear written notice is required for no action to be taken. 

2.2. All other Bookers:

2.2.1. At least 7 days of clear written notice is required for no charge to be levied.

2.2.2. For 6 days or less written notice, no refund will be given.

Amendments by the Booker 

2.3. Edinburgh University Sports Union Clubs:

2.3.1. Must be made at least 7 days in advance of booking, with clear written notice.

2.3.2. Anything within 6 days or less is not guaranteed.

2.4. All other Bookers:

2.4.1. Must be made at least 14 days in advance of booking, with clear written notice.

2.4.2. Anything within 13 days or less is not guaranteed.

Cancellation by University Sport & Exercise

2.5. Sport & Exercise reserves the right to cancel your booking at any point. Sport & Exercise will provide as much notice as possible but this is not guaranteed. 

3.1. Loss of or Damage to Personal Property 

3.1.1. University Sport & Exercise’s liability for damage to or loss to User property (including theft or loss of items from lockers or changing rooms) is limited to reasonable compensation for damage or loss suffered by that User, having regard to factors such as whether the loss or damage arises as a result of the negligence of University Sport & Exercise and its staff. This includes damage or loss occurring in the University Sport and Exercise car and cycle park areas.  

3.2. Injury and Accidents 

3.2.1. You must immediately report any incidents you become aware of involving injury to, or the health or safety of any person using the Facilities to a University Sport & Exercise member of staff.

3.2.2. University Sport & Exercise does not exclude or limit in any way its liability where it would be unlawful to do so. This includes liability for death or personal injury caused by the negligence of University Sport & Exercise or our staff.

3.2.3. Subject to the above, your use of the Facilities is at your own risk. Users must not use any equipment or undertake any activity unless satisfied that they are competent to do so safely and properly. Users are under a duty to safeguard their own health and safety and that of others whilst using the Facilities. University Sport & Exercise will not be responsible for any harm or injury that is attributable to the User’s own fault, for example unsafe use of the Facilities or failure to advise staff of a medical condition relevant to such use. 

3.2.4. University Sport & Exercise will not be liable to Users by reason of any delay in performing or any failure to perform, any of its obligations under the Booking agreement if the delay or failure was due to any cause beyond University Sport & Exercise’s reasonable control, including but not limited to acts of God, pandemics, epidemics or disruption resulting from pandemics or epidemics, explosions, actual or suspected terrorist attacks, floods, fire or accident, war or threat of war, sabotage, civil disturbance, prohibitions or measures of any kind on the part of any governmental, parliamentary or local authority, industrial actions or trade disputes. In such circumstances, University Sport & Exercise will take reasonable and proportionate steps to minimise any adverse impact on Users.