Sports bookings terms and conditions
THE CUSTOMER’S ATTENTION IS PARTICULARLY DRAWN TO THE PROVISIONS OF CLAUSE 13 (LIMITATION OF LIABILITY).
Every booking is subject to these terms and conditions (Booking Terms). Failure to comply with these Booking Terms may result in refusal of entry or a requirement to leave the premises. Please ensure that you and any of your guests have read and understood these Booking Terms.
For more information on cancellations and refunds, please see our cancellation policy here.
These terms and conditions do not apply to private coaching sessions.
1. About us
Company details. We are The Royal Parks Limited with registered address The Old Police House, Hyde Park, London, W2 2UH and company number 10016100. You can find our websites here:
https://www.royalparks.org.uk/
https://sportsandleisure.royalparks.org.uk/
Contacting us. To contact us, email our customer services team at sportsandleisure@royalparks.org.uk.
2. Placing your booking and its acceptance
2.1 Placing your booking. Please follow the onscreen prompts to book a:
- Sporting area (for example, tennis court, multi-use games area, padel court, table tennis, lawn bowls etc) for individual or group use at the Park (Pay and Play Booking);
- Multi-day programme for camps and courses (Camps and Courses);
- Group coaching session led by our coaches (Group Coaching Session);
- A Tournament or event organised by us (Tournament/Event);
The above types of bookings shall be referred to in these Booking Terms as Sports Bookings.
The areas where the above Sports Bookings will take place in the Park (including without limitation tennis courts, multi-use games areas, padel courts, table tennis areas, lawn bowls area, sports centre or other applicable area) shall be referred to in these Booking Terms as a Sporting Area.
You may only submit a booking request using the method set out on the website. Each booking request is an offer by you to hire a Sporting Area for a Pay and Play Booking or book or join a Group Coaching Session, Camp or Course or a Tournament/Event for the date(s) and time slot(s) at the Park specified in the booking request (Booking Request) subject to these Booking Terms. For the purposes of these Booking Terms, Park shall mean Hyde Park, The Regent’s Park and/or Greenwich Park, as applicable, and is inclusive of the Sporting Area.
2.2 Correcting input errors. Our booking process allows you to check and amend any errors before submitting your order to us. Please check the order carefully before confirming it. You are responsible for ensuring that your booking is complete and accurate.
2.3 Acknowledging receipt of, and accepting, your booking. After you place your Booking Request, you will receive an email from us confirming and accepting your booking (Order Confirmation), at which point and on which date (Commencement Date) the contract between you and us will come into existence. The contract will relate only to the booking confirmed in the Order Confirmation.
2.4 If we cannot accept your booking. Sometimes we reject bookings, for example, because the requested time and date is unavailable, because we can't verify your age or because the booking was mispriced by us. When this happens, we let you know as soon as possible and refund any sums you have paid.
2.5 Booking. Your booking is for the date(s), time slot(s) and number of people as set out in the Order Confirmation (Booking).
3. Your use of the sporting area and the park
3.1 You are permitted to enter and use the Sporting Area on the date(s) and time slot(s) as set out in your Booking.
3.2 If the session exceeds that set out in your Booking, we reserve the right to demand additional payment from you which shall be payable in accordance with our instructions.
3.3 Smoking (including e-cigarettes) is not allowed anywhere in the Park.
3.4 Only food and refreshments purchased from our cafes can be consumed on the premises, except for baby food. You are welcome to use our benches and tables outside where available.
3.5 No hot drinks or food are allowed on the Sporting Area or in the court area. Cold drinks are permitted in spill-proof bottles.
3.6 Please be sure to check opening times for cafes and sporting facilities prior to travelling. We will do our best to keep these up to date, however we may close at short notice due to inclement weather conditions.
3.7 A Sporting Area may remain available after the sports pavilion and café closes – via pass code access.
3.8 Children under the age of 13 must be accompanied by an adult when using our tennis and padel courts, in line with LTA guidance. For bookings of all other Sporting Areas, children under the age of 18 must be accompanied by an adult. Parents/carers are responsible for their children while at the Park.
3.9 You must wear shoes and clothing as appropriate for your Booking and specified sport. Shoes used on our tennis and padel courts must have non marking soles (these are shoes with colourless soles) and shoes with blades/studs are not permitted.
3.10 You must not to do anything at the Park which is illegal or which may be or become a nuisance (whether actionable or not), annoyance, inconvenience or disturbance to us or any of our other customers.
3.11 You must leave the Sporting Area in a clean and tidy condition and remove all rubbish and any of your equipment from the Sporting Area at the end of the Booking.
3.12 You must not install any infrastructure or fix items to any structures including trees, railings and fences.
3.13 You must not use any amplified sound equipment during your Booking or anywhere within the Park.
3.14 Cycles or scooters are not permitted in the Sporting Area.
3.15 No dogs (expect guide dogs) are permitted in the Sporting Area.
3.16 You must not carry out any of the following prohibited activities:
3.16.1 Release of balloons;
3.16.2 Use of pyrotechnics;
3.16.3 Lighting of fires and open flames;
3.16.4 Use of glass;
3.16.5 Cooking, barbecuing or heating of food;
3.16.6 Disturbance of wildlife;
3.16.7 Obstructing other park users; and
3.16.8 Solicitation of donations.
3.17 Photography or videography for commercial purposes without our prior written consent is not permitted. Photos and videos of children must not be taken or shared without the prior explicit consent of the child’s parent or legal guardian. We reserve the right to request the deletion of any unauthorised photos of videos taken in the Park.
3.18 You must comply with the Royal Parks and Other Open Spaces Regulations 1997, as amended from time to time, a copy of which can be found here: https://www.legislation.gov.uk/uksi/1997/1639/contents.
3.19 You will comply with these Booking Terms and use reasonable efforts to ensure that any guests or other persons present at the Booking also comply.
3.20 If you use any of our equipment during your Booking (such as tennis rackets or tennis balls), you must use them only proper purpose and in accordance with any instructions we or any of our coaches and staff provide regarding their use.
3.21 You will comply with any code of conduct or additional terms and conditions we bring to your attention from time to time.
4. Medical information
4.1 If you suffer an injury on our premises, it is your responsibility to report it to a member of staff immediately. We will not accept liability for any injuries incurred during play.
4.2 It is your responsibility to inform us of any relevant medical condition or disability when making your Booking. Players must also notify us of any change or deterioration of any such medical condition or disability. We will keep this information confidential and handle such issues with discretion.
4.3 It is our policy to include all individuals within the scheduled programmes wherever possible, but we reserve the right to refuse the Booking if we are unable to accommodate the requirements of any individual.
5. Lost property, stolen or damaged items
5.1 If you find any lost property, balls or equipment please hand it back to the nearest available staff member.
5.2 Personal items should not be left unsupervised at any time. We accept no responsibility for private items lost, stolen or damaged on our premises.
5.3 Property left at the Park that is deemed of low value will be kept for a period of one month. Higher value items may be kept for a period of up to three months, after which it will be disposed of or donated to charity. Wet items will not be kept and will be disposed of on the day they are found.
5.4 For property to be reclaimed, a detailed description of the item(s) and/or proof of ID (identity), and date that the item was left will be required.
5.5 Should a person make a claim for property via phone or email, then the property left on the premises will be held for a maximum of three months before being disposed of.
5.6 While every effort will be made to identify the possible owner of lost property (which may involve searching for the item) and make contact with them, we will not return the property unless the owner provides the details outlined in this section.
5.7 We will not mail/courier any lost property back to the presumed owner.
6. Damage to the sporting area, park or equipment
6.1 You shall not to cause or permit to be caused any damage to the Sporting Area, the Park or any of our equipment that you use during the Booking.
6.2 You will indemnify us against any claims, proceedings, damages, costs, expenses and loss in relation to damage of our property arising out of or in connection with your Booking.
7. Player and spectator conduct
7.1 We provide a welcoming, safe and inclusive environment for everyone. To help us maintain this environment, we ask all users - including participants, team members, spectators - to treat others with respect. Rude or abusive language, threats, or any form of aggressive behaviour towards TRP staff, coaches or other Park users will not be tolerated. Anyone engaging in such behaviour may be asked to leave and could be excluded from using Park facilities in the future. If you have any concerns during your visit, please bring this to a staff member’s attention immediately.
7.2 People not playing sports should respect players by minimising any noise they are making and must not distract the players.
7.3 The Royal Parks is committed to providing fair and inclusive access to its sports facilities. All players and guests must comply with the following fair usage terms when making use of a Sporting Area:
7.3.1 You may book a maximum number of sessions per week, as outlined on our website;
7.3.2 Excessive bookings beyond the maximum number as set out in clause 7.3.1 above may be reviewed and your access to make bookings may be restricted or suspended;
7.3.3 Users are expected to attend all Bookings. Repeated no-shows or late cancellations will be monitored;
7.3.4 Bookings should be made in the name of the individual using the Sporting Area (save where a parents/legal guardian is booking for a child);
7.3.5 Reselling or transferring a Booking is not permitted; and
7.3.6 Any breaches of this clause 7.3 may result in:
7.3.6.1 verbal or written warnings;
7.3.6.2 suspension of booking privileges; and
7.3.6.3 permanent exclusion from our facilities.
8. Activity camps and/or group coaching sessions for children
8.1 Parents/carers are responsible for informing us of any medical conditions, allergies, educational needs or disabilities during the booking process.
8.2 Parents/carers are responsible for providing us with accurate emergency contact details during the booking process.
8.3 Parents/carers are responsible for ensuring their child is fit and well to participate in the Camps and Courses, Group Coaching Sessions and/or any other session.
8.4 Unless TRP inform you otherwise, parents/carers are responsible for providing the child with a packed lunch and water for the Booking. TRP will not be responsible for providing the children with food.
8.5 If the Booking includes food, parents/carers are responsible for informing us of any dietary restrictions or allergies during the booking process and clause 9 shall apply.
8.6 Photos and videos of children must not be taken or shared without the prior explicit consent of a parent or legal guardian. We reserve the right to request the deletion of any unauthorised photos of videos taken in the Park.
8.7 We may ask for consent to take photos and videos during the Booking process. All images and recordings will be used for the purposes of promoting our services, for example on our website, in brochures or other marketing materials and in any event, we shall process all personal data in line with our privacy policy: Privacy Policy | The Royal Parks.
8.8 Parents/carers are responsible for ensuring children are wearing appropriate clothing for the camp and for weather conditions.
8.9 Children must be collected by their parents/carers or a nominated adult after each day/session. We reserve the right to charge for supervision after the session finishes.
8.10 Appropriate first aid will be administered to children in the event of an accident while in our care. All accidents will be reported to parents/carers when the child is collected. In the event of a more serious accident where the child may need collecting to seek further medical attention or where we may need to call the emergency services, we will inform you immediately.
8.11 We reserve the right to exclude a child from camp, including but not limited to inappropriate parent/carer or child behaviour, illness, bullying or repeated late collection.
8.12 Camps spaces are booked on a first come first serve basis.
8.13 We reserve the right to refuse entry onto a group coaching sessions or activity camps if the player is not of the required age or ability. In such circumstances we will advise you about joining a more appropriate session.
8.14 Our staff to child ratios are in line with LTA guidance and outlined in our safeguarding policy.
8.15 For our safeguarding policy regarding activities for children, please see our safeguarding policy here.
8.16 For more information and policies about cancellations and refunds for activity camps, please see our cancellations and refund policy here.
9. Catering services/food
9.1 We may offer food with some of our Camps and Courses, Group Coaching Sessions or Tournaments/Events. If your Booking includes food, the provision of this clause 9 will apply.
9.2 You shall inform us of any dietary requirements or allergies at least 10 Business Days before the Booking date.
9.3 We shall use reasonable endeavours to cater for special dietary requirements and allergies.
9.4 We shall:
9.4.1 Provide such staff as reasonably necessary to provide the catering services;
9.4.2 Choose and prepare all food and beverages;
9.4.3 Comply with all applicable laws, statutes, regulations and codes from time to time in force concerning the preparation, cooking, handling and service of food and drink.
10. Cancellations and refunds
10.1 If you want to cancel your Booking, you may be entitled to a refund or credit to your account to reschedule the session depending on the notice time you give us.
10.2 You may have different cancellation rights depending on whether you are cancelling a singular session, an activity camp or a course.
10.3 You can find more information on our cancellation and refund policy here.
10.4 We monitor cancellations to prevent misuse/abuse of our booking system. We may address repeated cancellations as appropriate.
10.5 You will not be entitled to a refund or credit if you choose to begin playing in adverse weather conditions.
11. When we may cancel the booking
11.1 We may cancel your Booking and you will not be entitled to a refund if:
11.1.1 You fail to pay any amount due under the contract on the due date for payment; or
11.1.2 You commit a material breach of these Booking Terms.
Where your Booking is for a course or an activity camp, we can cancel all sessions within the Booking.
11.2 We may cancel your Booking and you will either be given a credit to your account to reschedule the session or a refund if:
11.2.1 We deem the weather is not suitable for the Booking to go ahead; or
11.2.2 The Park is closed;
11.2.3 There is an emergency; or
11.2.4 In relation to Camps and Courses, Group Coaching Sessions or Tournaments/Events, an insufficient number of players have signed up.
You can find more information about cancellations due to adverse weather and our refund policy here.
11.3 We may cancel Group Coaching Sessions due to low participation. You can find more information about cancellation for this reason in our cancellation and refund policy here.
11.4 We do our best to avoid schedule conflicts but we may need to cancel a Booking due to a schedule conflict. You can find more information about cancellation for this reason in our cancellation and refund policy here.
11.5 Refunds shall be made to the bank card used to pay for the Booking.
12. Charges and payment
12.1 Payment for your Booking is in advance. We will take your payment when you submit the Booking Request on our website.
12.2 You can pay for the Booking with credit or debit card. We do not accept American Express, bank transfer or cash.
12.3 Details of your payment will be set out in the Order Confirmation.
12.4 Our charges are the prices quoted on our website at the time you submit your Booking Request.
12.5 It is always possible that, despite our reasonable efforts, some of the bookings on our site may be incorrectly priced. If the correct price for the Booking is higher than the price stated on our website, we will contact you as soon as possible to inform you of this error and we will give you the option of continuing with the Booking at the correct price or cancelling your Booking. If we are unable to contact you using the contact details you provided during the order process, we will treat the Booking as cancelled and notify you in writing.
13. We don't compensate you for all losses
13.1 We're not responsible for losses you suffer caused by us breaking this contract if the loss is:
- Unexpected. It was not obvious that it would happen and nothing you said to us before we accepted your Booking meant we should have expected it (so, in the law, the loss was unforeseeable).
- Avoidable. Something you could have avoided by taking reasonable action, including following our reasonable instructions for use.
13.2 Nothing in these Booking Terms will limit our liability which cannot be legally limited, including death or personal injury caused by negligence or fraud or fraudulent misrepresentation.
14. How we use your personal data is set out in our privacy notice
How we use any personal data you give us is set out in our Privacy Notice: Privacy Policy | The Royal Parks.
14.1 Force majeure. We shall not be liable for any delay or failure in the performance of our obligations for so long and to the extent that such delay or failure results from events, circumstances or causes beyond its reasonable control. If the period of delay or non-performance continues for 45 days, we or you may terminate this agreement by giving not less than 10 days written notice to the other party.
15. You have several options for resolving disputes with us
Our Customer Service Team will do their best to resolve any problems you have with us or our services. You can email our customer services team at sportsandleisure@royalparks.org.uk
You can go to court. These Booking Terms are governed by English law and wherever you live you can bring claims against us in the English courts. If you live in Wales, Scotland or Northern Ireland, you can also bring claims against us in the courts of the country you live in. We can claim against you in the courts of the country you live in.
16. Other important terms apply to our contract
16.1 We can transfer our contract with you, so that a different organisation is responsible for supplying your service. We'll tell you in writing if this happens. If you're unhappy with the transfer you can contact our Customer Service Team by email at sportsandleisure@royalparks.org.uk.
You can only transfer your contract with us to someone else if we agree to this. You may not transfer your contract with us to any other person without our prior consent.
16.2 Entire agreement. These Booking Terms form the entire agreement between you and us in relation to its subject matter. You acknowledge that you have not relied on any statement, promise or representation or assurance or warranty that is not set out in these Booking Terms.
16.3 Even if we delay in enforcing this contract, we can still enforce it later. We might not immediately chase you for not doing something (like paying) or for doing something you're not allowed to, but that doesn’t mean we can't do it later.
16.4 Nobody else has any rights under this contract. This contract is between you and us. Nobody else can enforce it and neither of us will need to ask anybody else to sign-off on ending or changing it.
16.5 If a court invalidates some of this contract, the rest of it will still apply. If a court or other authority decides that some of these terms are unlawful, the rest will continue to apply.
16.6 Governing law. The contract, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by, and construed in accordance with the law of England and Wales.
16.7 Jurisdiction. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the contract or its subject matter or formation.