BEST Terms and Conditions
1. Booking & Payment Terms
• Payment Window: All invoices must be paid within 14 days of the invoice issue date to secure your booking.
• Late Payment Reminders: Automated chaser emails will be sent at 7 days + 14 days post-due date.
• Cancellation for Non-Payment: If payment is not received 28 days from the invoice issue, the booking will be voided.
• Block Bookings: Must be paid in full in advance to receive any agreed discount. Refunds are not available for block bookings, but credits will be held.
• Credits: Must be used in the same season where possible. If carried to next season, price difference will be charged.
• No Subletting: Bookings are strictly non-transferable and cannot be sublet to third parties.
2. User Cancellations
• Email Requirement: All cancellations must be sent via email to info@bestfields.co.uk to be valid.
• 14+ Days Notice: 0% charge (Full refund).
• 7–14 Days Notice: 50% charge (50% refund).
• Less than 7 Days Notice: 100% charge (No refund).
3. Site Cancellations (Weather & Safety)
• Weather Policy: If the site must cancel a booking due to unplayable weather on the day, the option of reschedule before the end of the financial year is given, or a credit will be held until the following year (subject to seasonal price differences).
• Frost Policy – should the forecast show sub zero temperatures for the booking time, the game will be cancelled in advance.
• Snow Policy – if there is snow on the field, the game will be cancelled in advance.
• Heat Policy – the site will not cancel for high temperatures. This is user decision and charges will apply.
In all cases the following will apply for staff checks:
• Weekend morning: made by 8.30am
• Weekend Afternoon: made by 11:00 am.
• Weekday Afternoon Decision: made by 11:00 am.
• Weekday Evening Decision: made by 3:00 pm.
4. Rules of Site Use & Player Etiquette
• Home Team Responsibility: The Home Team is responsible for the behaviour of all players, coaches, and spectators.
• Conduct: Strict zero-tolerance policy for drug taking, offensive language, and racial slurs.
• Banned Individuals: Any players banned by the league or site are strictly prohibited from attending the venue.
• Litter Management: The Home Team must ensure all pitches & facilities are left clear of litter.
• Prohibited Items: No dogs, no open flames (including BBQs), and strictly no glass on the grass.
5. Damages, Equipment & Key Charges
• Property Damage: The Home Team will be charged full repair or replacement costs for any equipment or facility damage caused during the hire period (both internal and external).
• Plumbing & Boot Cleaning: Muddy boots must NOT be washed in the showers or toilets. The Home Team will be fully liable for plumbing costs resulting from blocked drainage.
• Lost Keys: Lost changing room keys will be charged at £25 per key.
6. Safeguarding & Health & Safety
• Child Protection: All under-18s must be supervised by a parent, guardian, or qualified coach at all times. All supervising staff/volunteers must hold valid DBS checks.
• Changing Rooms: Adults are strictly prohibited from entering child changing facilities.
• Insurance Cover: All hirers must hold appropriate Public Liability Insurance of not less than £10 Million. Private individuals booking for personal use are covered under site insurance. If you do not hold insurance, you must sign a waiver to remove any future claim or responsibility to BEST.
• Risk Assessments: The Hirer must provide a risk assessment for their activity upon request.
• Incidents: Any accident or incident must be reported to the Site Manager before leaving the venue and followed up with a written email report.
