Oaklands Community Pool

Pool Party Event Terms & Conditions

Safety & Regulations: 

Compliance with Safety Rules: All hirers must comply with regulations set by the Duty Manager or Lifeguard team for safety and convenience while using the pool facilities. 

The Party Child Admission Policy:
*Guidance taken from HSG 179 Health and Safety in Swimming Pools*

  • No children are to be left on the premises unattended.
  • 2 Adults are to be present in the water at all times if the children are 8 years and over.
  • An adult is someone aged 16 years+.
  • Children under the age of 8 in the Learner Pool must be accompanied in the water on a 1 adult to 2 children basis (1:2).
  • Children under the age of 5 in the Main Pool are to be accompanied on a 1 adult to 1 child basis. (1:1).
  • Children between the ages of 5 and 7 in the Main Pool must be accompanied in the water on a 1 adult to 2 children basis (1:2).

The Child Admission Policy and adult supervision ratios are listed on the party booking form for your easy reference. If you have any confusion, please contact us and we will be able to assist you.

Filming and Broadcasting: 

  • No Filming in Changing Areas: Strictly no filming or photography is allowed in the changing areas for privacy reasons. 
  • Photography Permission: If photography is to be carried out, the hirer must get approval from the Duty Manager. A Photography Permission Form will be required and can be completed if the booking meets the necessary conditions. 
  • PRS/PPL Music Licence: Oaklands Community Pool do not have the necessary music licensing to play any music other than the playlists available in the media library. Hirers may not use media players on site. If there is a fine as a result of PRS/ PPL licensing breach during the event hire time, the hirer will be liable for the full fine.
  • Permission Required for Filming: No organisation booking the facilities is permitted to grant filming or broadcasting rights without prior consent from Oaklands Community Pool. 

All pool users must have a pre swim shower and belongings stowed in a locker. 

Payment & Cancellation Policy: 

  • Full Payment Required: Once the event booking is confirmed and the hire agreement is returned, the full amount for the hire must be paid immediately. 
  • No Refund on Cancellation: If the hirer cancels the booking, the full payment will be forfeited. 
  • Leisure Activity Exemption: Bookings for leisure activities with fixed dates/times are exempt from the 14-day cooling-off period. If you change your mind, no refund will be issued. 

Event Cancellation by Oaklands Community Pool: 

  • Oaklands Reserve Right to Cancel: Oaklands Community Pool can cancel a booking by giving written notice. In this case, they will refund any payments made, but will not be liable for any losses or damages the hirer may incur due to the cancellation. 

Termination of Event: 

  • Right to Terminate: Oaklands Community Pool reserves the right to terminate an event if the terms and conditions are violated or if it is in the public interest to do so. 
  • No Refund on Termination: Even if the event is terminated, the hirer remains responsible for all obligations, and Oaklands Community Pool may retain the payment made. 

    Facility Interruptions: 
  • Temporary Facility Closure: If any breakdown, leakage, or accident occurs that requires the temporary closure of the facility, Oaklands Community Pool is not liable for any interruption of the booking or any damages resulting from it. 
  • No Responsibility for Interruptions: The management or staff are not responsible for any accidents, leaks, or other issues that might cause the facility to close temporarily. 

Equipment Issues: 

  • Inflatable Equipment Failure: If an Pool inflatable develops a fault and cannot be used, Oaklands Community Pool will try to replace it with floats and mats. There us no price difference between the inflatable or floats options so there are no ground for refund.  
  • Responsibility for Equipment Failure: In the event of an equipment failure, Oaklands Community Pool will do its best to notify the hirer as soon as possible. However, they are not liable for any loss resulting from the breakdown. 

Damage to Property: 

Damage Responsibility: The hirer is responsible for any damage to the facility, its furniture, fittings, apparatus, or appliances during the hire period. If damage occurs, the hirer must repair or replace the damaged items at their own expense or pay for repairs as deemed necessary by Oaklands Community Pool. 

External Equipment:  
The hirer is responsible for any additional equipment required for the event. This includes ensuring it is brought in and removed appropriately. Any equipment should be agreed at the time of booking. 

Prohibited Items: Electrical devices are not allowed to be operated in the facility at any time. This includes: 

  • Music equipment 
  • Kettles 
  • Microwaves 
  • Food heating appliances 

Pool Closure Due to Hirer’s Actions: 

Pollution or Damage Caused by Hirer: If the pool is closed due to pollution or damage caused by the hirer (e.g. contamination of the water or facility), the hirer will be charged a fee. 

  • Fee Structure: The fee is a minimum of three times the hourly rate for the first hour, and this will continue until the pool is able to reopen to the public. 
  • Invoice for Maintenance Charges: An invoice will be sent to the address provided by the hirer to cover the cost of any maintenance required to restore the facility to its normal operating condition. 

Event Booking Overrunning: 

  • Excess Charge for Overrunning: If an event exceeds its scheduled time, an excess charge will be applied. This charge will be the hourly booking fee plus any additional costs for labour or overtime incurred due to the overrunning. 

Insurance Policy: 

  • Hirer’s Indemnity: The hirer agrees to indemnify Oaklands Community Pool against any actions, damages, costs, claims, or demands arising from the use of the facility during the hire period. This includes any loss, damage, or injury to persons or property, whether or not it is caused by the hirer’s actions or omissions. 
  • Exclusion of Liability: GO TO LEISURE CIO and its employees will not accept liability for any loss, damage, or injury sustained by any persons or property while using the facility, including any vehicles or bicycles brought to the site. 

Debt Recovery Process: If a debt remains unpaid, GO TO LEISURE CIO will take the following steps: 

  • Cancellation of Hire: The hire agreement may be cancelled to prevent further debt accrual. 
  • Written Instructions/Mediation: The hirer will be contacted in writing, and mediation may be sought to resolve the issue. 
  • Small Claims Court: If the debt remains unpaid, the matter may be escalated to the Small Claims Court. 
  • Interest and Costs: The hirer will be charged additional interest and all associated costs related to the claim, including debt recovery fees, legal costs, and other expenses incurred. 

Summary: 

The hirer is expected to leave the facility in a clean and orderly state, with responsibility for any damage caused to the property. Additionally, the hirer must adhere to restrictions on external electrical equipment and be aware that they will incur fees if the pool is closed due to pollution or damage they are responsible for. 

  • GO TO LEISURE CIO provides a £5,000,000 public liability insurance policy. 
  • Filming: All filming, broadcasting, or photography requires prior consent, with strict restrictions on changing areas. 
  • Event Overrunning: Events that run over their booked time will incur an extra charge for labour and overtime. 
  • Debt Collection: If a debt goes unpaid, Oaklands Community Pool will take appropriate legal action, including the potential use of a Small Claims Court and additional charges for recovery costs.