Grass Pitch Booking Form
IMAGE: The Orkney Islands Council crest and the text “ORKNEY ISLANDS COUNCIL” identify the issuing organisation.
Name of Club / Organisation: ....................................................................................................................
Booking Made By:
Name: ....................................................................................................................
Position: ....................................................................................................................
Address: ....................................................................................................................
Postcode: ....................................................................................................................
E-mail address: ....................................................................................................................
Tel No (daytime): ....................................................................................................................
Tel No (evening): ....................................................................................................................
Mobile No: ....................................................................................................................
Invoice to Be Sent To:
Name: ....................................................................................................................
Position: ....................................................................................................................
Address: ....................................................................................................................
Postcode: ....................................................................................................................
E-mail address: ....................................................................................................................
Tel No (daytime): ....................................................................................................................
Tel No (evening): ....................................................................................................................
Mobile No: ....................................................................................................................
Booking Title: (e.g U15 Training) ....................................................................................................................
Junior / Senior (Please Circle)
| ACTIVITY | START DATE | END DATE | NUMBER OF WEEKS | DAY | TIME |
|---|---|---|---|---|---|
Pitch Required:
(Please tick pitch to be booked)
- ☐ KGS
- ☐ Stromness Academy
- ☐ Market Green
- ☐ Bignold
- ☐ Dounby
- ☐ Dounby – Sand Soil
- ☐ Firth
- ☐ Hope
- ☐ Westray
- ☐ Shapinsay
- ☐ Sanday
- ☐ Stronsay
Child Protection
For Junior Bookings only
I Confirm that all coaches and volunteers working for/ with our team have a current, satisfactory disclosure check, and hold an appropriate qualification. ☐ This is the responsibility of the Club/ Group.
Does your club have a Child Protection Policy and Officer in place? Please circle: Yes ...... / No ......
For all clubs with junior members please provide Officer’s name: ....................................................................................................................
Club/ Group Insurance
Please provide details of Club/Group insurance held
Policy Provider: .................................................................................... Policy Number: ....................................................................................
Copies of documentation may be requested to be held on file
COVID Requirements
Does your club have a COVID Coordinator/ Officer? Please circle: Yes / No Please provide name: ....................................................................................
Club has COVID Risk Assessment? Please circle: Yes ...... / No ......
Please submit COVID Risk Assessment with Booking form.
Declaration:
I have read and understood the conditions of hire and agree to abide by them. I will not infer that by submission of this application form, the booking will be accepted. I agree that this application is provisional, subject to availability of facilities, until confirmation has been made.
Signed .................................................................................................................... Date ....................................................
PRINT ........................................................................................................................................................................................................
ORKNEY ISLANDS COUNCIL
Grass Pitch
How to Book
Completed forms should be returned to leisure.culture@orkney.gov.uk or the facility provider.
You will receive confirmation of your booking by email.
Terms and Conditions of Use
- Grass Pitches are only available April – September.
- Consideration will be given to special events – e.g. Inter-County matches, large competitions and high-profile weekend events. Management reserve the right to interrupt regular bookings for special events.
- In the event of the need to alter or cancel any booking we will endeavour to give as much notice as possible. Alternatives sessions will be offered wherever possible.
- Any cancellations must be made with 7 days’ notice or Hirer will be charged in full, cancellations received at short notice due to bad weather or government restrictions may not be charged at the facility’s discretion.
- Care must be taken using goals and any damage or faults must be reported to the staff on duty or to leisure.culture@orkney.gov.uk. Users may be held responsible for any damage done. Management reserve the right to suspend anyone whose irresponsible behaviour causes damage to any part of the building or its contents.
- Management must be informed of who the person responsible for each session is, particularly if there are children in the group.
- All groups must be aware of the need to have adults who are adequately trained and PVG registered if they have children and vulnerable people within their group – further information is available from OIC Active Schools team or Community Sports Officer (Tel. 01856 873535 Ext. 2441/ 2443).
- Clubs must ensure they hold a first aid kit during bookings.
- Clubs must have a COVID pack at their sessions which includes masks, gloves, hand sanitiser, antiseptic wipes, disinfectant spray.
- Clubs must have a COVID Coordinator/ Officer.
- Clubs must submit COVID Risk Assessment.
- Clubs are required to take accurate registers of players and parents (who stay for duration of session) and keep on record for a maximum of 28 days to assist with Scottish Government Test and Protect.
- Group leaders must be aware that they may have a role in ensuring the group evacuates the building the event of an emergency.
- Behaviour of club members must be such that they do not cause inconvenience to other users or cause damage to any part of the facility. Any damage must be reported to Orkney Islands Council or emailed to leisure.culture@orkney.gov.uk, any repairs may be charged to the club or individual.
- All areas must be kept as tidy as possible with litter disposed of in the bins provided.
- Security of personal belongings is the responsibility of each person.
- Appropriate footwear to be worn by players; Boots must not be worn inside changing rooms or facilities.
- Orkney Island Council will not be held liable for accidents to person(s) or loss of property by any person or organisation during or in connection with booking at our pitches.
- If you organise youth activities (U16) please ensure parents or responsible adults accompany their children to the venue are responsible for their safety before and after the booking.
- Invoices will be sent monthly for bookings in arrears.
- If you would like to amend or discuss your booking, please contact Orkney Islands Council.
DATA PROTECTION PRIVACY NOTICE
We require the information on this form in order to process your booking application. Providing this public service is the legal basis for the Council’s lawful processing of your personal information. The information may be shared within the local authority.
The information relating to this application will be retained for the period stated in the Council’s retention and disposal schedule. For more information about how we process information, please contact us or visit http://www.orkney.gov.uk/Online-Services/privacy.htm.
FOR OFFICE USE ONLY:
Scuba Contract Reference: ....................................................................................................................................................................
Date Booking Received: ............ / ............ / ............ By: ....................................................................................................................
Confirmed Booking: ............ / ............ / ............ By: ....................................................................................................................
Following information provided:
- ☐ Copy of COVID Risk Assessment
- ☐ COVID Officer
- ☐ Insurance Details
- ☐ Child Protection Information