Terms and Conditions of Hire
Wilmslow Phoenix Astroturf Ltd (WPA Ltd) are pleased to offer you the facilities of their All Weather Pitch and invite you to read the following terms and conditions.
By making a booking, you confirm that you have read and accept these terms and conditions, and that you have the authority to accept them on behalf of any club, school or group for which the booking is made.
A scale of charges will be provided on request.
Definitions
The following definitions shall have the same meaning wherever they are found in the terms and conditions of hire.
- A Session
- is defined as a period of time from 1 hour to 13 hours in any one day.
- The Premises
- for the purpose of the hiring, the “premises” is the All Weather Pitch including sports fixtures and fittings, the Phoenix Sports Clubhouse (including showers) and its contents, the surrounding grounds, outbuildings and car park.
- The Hirer
- must be aged 18 or over and is deemed to be the person making the booking, whether or not on behalf of a school, club or association.
- A Regular booking
- is a booking by a school, club or association of the same time slot or time slots on a regular basis.
- An Ad-hoc booking
- is any booking that is not a regular booking.
Booking Terms & Conditions
- Facilities may be booked for a minimum period of 1 hour per session. The maximum number of sessions which can be booked at any one time by any hirer is 9.
- Ad-hoc bookings must be paid for before the booking starts. The hirer may be asked to show proof of payment.
- Regular bookings will be invoiced monthly for the sessions used.
- WPA Ltd may ask for a damage deposit when a booking is confirmed. The deposit will be returned after the premises have been inspected, or if the booking is cancelled.
- The hirer must leave the All Weather Pitch promptly at the end of the hiring. If the changing rooms and/or showers at Wilmslow Phoenix Sports Club are used, they must be vacated within 20 minutes of the end of the hiring and left as they were found.
- Junior rates apply only when every player is under 16. The booking must still be made by a hirer aged 18 or over.
7. Footwear
a. No one may go on the All Weather Pitch unless wearing suitable footwear: approved astro boots or sports trainers for players, and flat, non-marking shoes for spectators. Studs, blades and footwear with moulded projections are not allowed. All footwear must be clean and free from mud, grass, dirt and any other contaminants.
b. WPA Ltd and its staff may inspect any footwear to be used on the All Weather Pitch, and may refuse access to, or ask to leave, any player or spectator wearing incorrect or dirty footwear.
8. Food, drink, smoking and glass
Smoking, vaping, chewing gum and food are not allowed on the All Weather Pitch or inside its fence. Water is allowed, but other drinks are not.
Glass of any kind is not allowed inside the pitch fence or in the surrounding areas. Please use plastic containers.
Any person not complying with clauses 7 or 8 will be refused access to, or asked to leave, the All Weather Pitch. Where the hirer fails to ensure compliance, WPA Ltd may end the session without refund or credit. WPA Ltd reserves the right to cancel one or more of the remaining sessions in a series of bookings, and any payment already made for those cancelled sessions will be refunded. WPA Ltd may also refuse future bookings.
9. The Hirer
The hirer:
a. is responsible for everyone attending under the booking (other than WPA Ltd staff), including their safety, and for any loss or damage they cause to the premises or to any person;
b. must not alter or add to the premises, or remove any furniture, equipment or property that does not belong to them;
c. may use only the furniture, equipment and property needed to play the agreed sport;
d. must provide their own coaches, instructors and other staff, and make sure they are suitably qualified;
e. must leave the premises as clean and tidy as they were found, and in the same condition; and
f. must not sublet the booking or the All Weather Pitch, or act as an agent for anyone else, without WPA Ltd’s agreement before the hiring starts.
Cancellation
10. Cancellation by the Hirer
The hirer has the right to cancel any booking at any time, including any single session within a regular booking, by giving notice to WPA Ltd in writing or by email. The hirer will not pay the hire charge for a cancelled session. Regular bookings will not be invoiced for it, and ad-hoc bookings that have already been paid for will be refunded or, if the hirer prefers, given a credit. WPA Ltd may, however, charge separately for any costs it has reasonably incurred because of the cancellation, such as staff costs.
11. Cancellation by WPA Ltd
WPA Ltd will make every effort to provide each booking as agreed. Occasionally, unforeseen events may mean that WPA Ltd has to cancel a booking. If this happens, WPA Ltd will give as much notice as possible. Regular bookings will not be invoiced for the cancelled session, and ad-hoc bookings that have already been paid for will be refunded or, if the hirer prefers, given a credit.
12. Weather Cancellation
WPA Ltd may close the All Weather Pitch and cancel a booking if the weather makes the pitch unsafe to use or likely to be damaged. WPA Ltd will give as much notice as possible, and the cancelled session will be treated as a cancellation by WPA Ltd under clause 11.
If WPA Ltd has not closed the pitch, it is for the hirer to decide whether the All Weather Pitch is safe and suitable to play on. If the hirer decides not to play, this is treated as a cancellation by the hirer under clause 10.
13. Cancellation for Breach of these Terms
WPA Ltd may cancel a booking immediately if the hirer is responsible for breaking these terms, for bad behaviour, or for damage to equipment or any part of the premises. In this case no refund or credit will be given, except where the notice after clause 8 applies.
14. Insurance
a. Wilmslow Phoenix Astroturf Ltd, its servants or agents, accept no responsibility for injury/injuries sustained by players, coaches or spectators on the premises nor for loss or damage to any property belonging to any person or persons using the premises.
b. WPA Ltd reserves the right to insist that a hirer has indemnity from a public liability and/or employers’ liability insurance and may ask for evidence of the same.
15. Floodlights
Under the planning permission, the floodlights may only be used between 09.00 and 22.00 Monday to Friday, and between 09.00 and 20.00 at weekends and on Bank Holidays.
16. Car Parking
a. Cars are parked at the owner’s risk, and the hirer must make sure everyone attending knows this. Cars must be parked in the designated car park next to Wilmslow Phoenix Sports Club, in an orderly way that does not block other users.
b. Cars must not be parked in the area used by Wilmslow Albion FC without permission from a WPA Ltd representative. Failure to follow these rules may put future bookings at risk.
Effective from 15 October 2026