Terms and Conditions, 2024

SUMMARY

YOUR BOOKING

Your booking gives you sole use of the South Oxford Adventure Playground (SOAP) for the agreed hire period (which includes all necessary time for setting up and clearing away).  

  • The equipment and layout of the site are best suited to children and young people aged 7 years and above.  Children using the site should always be supervised.  The large wooden fort is not recommended for children under the age of 7 years, and all children should be supervised who use it.  Climbing on the outside of the fort is not allowed, and children should be made aware of this rule before using it.  
  • The hut is the size of a classroom and as such is ideal for up to 30 children. 
  • The hirer accepts liability for use of the site and equipment, and for the supervision of children and young people using the site during the period of hire.  You are asked to fully brief guests about the use of the site and that children should be always supervised during the hire period.  
  • You should know that there are a number of toxic plants, fungi and wildlife in and around the SOAP site.  During SOAP sessions, similar to a Forest School setting, SOAP operates a nil by mouth policy (No lick, no pick) for anything found in the area unless this activity has been specifically planned for during the session.
  • You are advised to invite your guests to arrive 30 minutes after the start of your booking and to leave 30 minutes before the end of your booking to allow for adequate setting up and clearing away time.

HOW DOES IT WORK ON THE DAY?

AT THE BEGINNING OF YOUR BOOKING:

  • Five days before your booking you will be sent a key safe code to enable you to pick up the key from 1 Whitehouse Road, OX1 4PA, a maximum of 15 minutes before your party.
  • There is space for 4 cars, but please do NOT park on the grass.
  • You can play music but this must be restricted to a hand-held speaker. SOAP is located in a quiet residential area. 
  • If you plan to have a BBQ or fire you should observe SOAP’s fire risk assessment. This is available on request.
  • You should bring a first aid kit and bin liners along with anything else you will need for your party.  

AT THE END OF YOUR BOOKING:

You are responsible for:

  • Clearing away and cleaning SOAP within your booking period. This includes: spraying and wiping tables, benches, and frequent touch points (handles, taps etc.) with disinfectant spray; mopping the floors in kitchen and toilet areas; clearing all rubbish from the outside space, emptying all bins (including toilet bins), putting any coals from the BBQ in the provided metal dustbin, taking all rubbish away with you. 
  • Turn off all lights and heaters.
  • Securing the playground, including closing all windows, and locking the outside doors, gate to the playground, and the lane gate on the access route to SOAP.
  • Ensuring you and all your guests have left SOAP within the booking period.
  • Returning the keys to the key safe at 1 Whitehouse Road immediately after your booking period.

Please look after SOAP and leave it as you found it. This is a well-loved and popular playground run on a shoestring by volunteers.

WHAT IS INCLUDED?

Outside

  • BBQ
  • 1 rain shelter
  • 2 large picnic tables
  • 3 static park benches
  • 2 moveable benches
  • Extensive outside play equipment: Large climbing tower, zip wire, swings and various slides. Football (grass) and basketball (concrete) pitch, table tennis table (please bring your own bats/balls).

Inside

  • Hut with two toilets and kitchenette
  • 5 sofas, 4 adults chairs and 8 child chairs
  • 6 tables and 7 benches 
  • 1 round table
  • Kettle, microwave, fridge & freezer
  • Plates, cups, jugs, mugs, bowls.
  • Assorted knives, forks and spoons
  • Disinfectant spray, paper towels on a high shelf in the toilet area
  • Mop and bucket, dustpan and brush, floor brush and a vacuum cleaner

WHAT IS NOT INCLUDED?

  • First aid kit
  • Bin bags & bins, other than in the toilet
  • No sharp kitchen knives

HOW AND WHEN WILL YOU GET YOUR DEPOSIT BACK?

SOAP is inspected by our volunteers after every party. They check that:

  • All terms and conditions (below) have been met.
  • The host and all guests have left SOAP by the end of the booking period.
  • SOAP has been cleared, cleaned and the playground has been secured (as listed above).
  • The keys have been returned to the key safe at 1 Whitehouse Road.

You will be notified within 72hrs of your event if the committee intend to retain your deposit. If you do not hear from us you can expect to receive your deposit back within 21 days of your event. No further action is necessary.

FULL TERMS & CONDITIONS


The Hirer, not being a person under 18 years of age, hereby accepts responsibility for being in charge of, and on, the premises during the hire period, and for ensuring that all conditions of this document relating to safety requirements and supervision of the premises are met.
The Hirer shall, during the period of the hiring, be responsible for –

Supervision of the premises, the fabric and the contents, their care, safety from damage, however slight, or change of any sort, and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements at the venue. The hirer accepts liability for use of the site and equipment, and for the supervision of children and young people using the site during the period of hire.  

As directed by The Committee, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

  1. Use of premises

The Hirer shall not use the premises or allow the premises to be used for any unlawful purpose, or in any unlawful way, nor do anything or bring onto the premises anything which may endanger, or render invalid any insurance policies.

  1. Safety requirements.

All conditions attached shall be strictly observed. Nothing shall be done which will endanger the users of the venue. In particular:

  • Cars must not be parked in the lane leading to SOAP as this is a private road where access must be available at all times for the railway and emergency vehicles.
  • Follow SOAP’s guidance on the use of equipment – that the site and equipment are best suited to children aged 7+; that children should be supervised at all times; and that climbing on the outside of the wooden fort/tower is not allowed.
  • We advise that you follow SOAP’s policy regarding no eating of anything found at SOAP.  There are a number of toxic plants, fungi and wildlife in and around the SOAP site.  During SOAP sessions, similar to a Forest School setting, SOAP operates a nil by mouth policy (No lick, no pick) for anything found in the area unless this activity has been specifically planned for during the session.
  • Obstructions must not be placed in gangways, exits or emergency exits.
  • Performances involving danger to the public shall not be given.
  • Highly flammable substances shall not be brought into or used in any part of the building. No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected. No decorations are to be put up near light fittings or heaters.
  • The Fire Service shall be called to any outbreak of fire, however slight, and details thereof shall be given to the Committee representative.
  • Portable Liquefied Propane Gas (LPG) heating appliances shall not be used. The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises. If any electrical appliances are brought onto the premises the Hirer must ensure that they shall be safe and used in a safe manner in accordance with the Electricity at Work Regulations 1989 and any subsequent legislation.
  • The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations.
  • You are advised to keep the gate shut for the duration of your party to ensure you don’t get any unwelcome guests.
  • Dogs are not allowed on the site, unless they are assistance dogs.  Please contact SOAP ahead of time to discuss.
  • Glasses and other glass items shall not be used
  • There should be no smoking or vaping anywhere on site
  • In the unlikely event of an accident for which an ambulance is required, you will need to unlock the barrier at the end of the SOAP lane. You will have a key to the padlock on your SOAP key ring. We advise that you position someone outside Grandpont nursery/ SOAP lane to guide the ambulance crew to the playground, and open the gate for the ambulance. Post code for Grandpont nursery is OX1 4QH
  • In the unlikely event of a fire:

If there is a fire in the hut:

  • The children should be  immediately escorted out of the building to assemble in the wood by the gate. The key to the padlock on the green gate in the wood is the same key as the one on the main gate.
  • No attempt should be made to collect personal belongings, or to re-enter the building after evacuation.
  • The hut should be checked for children by the hirer

If there is a fire in the playground:

  • The children should be immediately escorted out of the playground to the assembly point in the Basketball Court at Grandpont recreation ground.
  • The playground and hut will be checked for children by the hirer.
  1. Supervision

The hirer accepts liability for the supervision of all users (adults, children and young people) using the site during the period of hire.  Children/young people should be supervised at all times and understand that climbing on the outside of the wooden fort/tower is not allowed.

The Hirer or person in charge of an activity shall be on the premises for the entire period of hire or duration of the activity. They shall not be engaged in any duties which prevent them from exercising general supervision.

The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and subsequent legislation and that only fit and proper persons who have passed the appropriate Disclosure and Barring Service (DBS) checks have access to the children. Checks may also apply where children over eight and vulnerable adults are taking part in activities.

The number of adult attendants required is increased when the majority of those present at the entertainment are less than 16 years of age and/or when many people with disabilities are expected to attend, the numbers of adult supervisors required will be increased.

  1. Intoxicating liquor, drunk and disorderly behaviour and supply of illegal drugs

No intoxicating liquors are permitted to be bought or sold on any part of the premises without the express permission in writing of the Management Committee. The Hirer shall ensure care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk or to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises. Smoking is forbidden in all areas of SOAP.

  1. Music

No amplification larger than a hand-held speaker is allowed and it must be closely monitored to ensure no nuisance is caused to our neighbours. A maximum of 75 decibels is allowed and there should be no music after 8pm.

  1. Loss of property

SOAP Committee accepts no responsibility for damage to, or the loss or theft of, any stored equipment or other property brought onto or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property (other than stored equipment) must be removed at the end of each hiring.

  1. Car parking

A maximum of four cars are allowed to be parked in the playground on the tarmac area. There is limited parking for two hours on Whitehouse Road alongside the playing field. Please respect the residents parking area. It is prohibited to park on the lane to SOAP, on the playing field opposite, or in the turning circle beyond the gate.

  1. Cleaning and security

No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the SOAP Committee. The Hirer must remove all such articles at the end of the hiring unless otherwise agreed. Any unauthorised articles left on the premises will be disposed of. The Hirer will make good to the satisfaction of the Committee any damage caused by such installation and removal. The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced; otherwise the Committee shall be at liberty to make an additional charge.


(a) All users shall leave the premises and surroundings in a clean and tidy condition.

(b) The Hirer must lock the padlocks onto the gates at SOAP, using the correct padlocks.

(c) If the lane gate on the access route to SOAP is unlocked, the Hirer must relock it as soon as possible.

  1. Cancellation

If the Hirer wishes to cancel the booking before the date of the event, the question of the payment or the repayment of the fee shall be followed
accordingly:

(a) If the Hirer gives SOAP Committee 14 days notice, they will receive full payment less a £5 cancellation fee.
(b) If the Hirer gives SOAP Committee between 13 – 7 days notice, they will receive 50% of his payment.
(c) If the Hirer gives SOAP Committee less than 7 days notice, they will not get any refund.

There will be no refunds due to poor weather.

If the Committee are required to cancel the booking because of a government ordered covid-19 lock down a full refund will be offered or, where possible, an alternate date provided.

The Committee reserves the right to cancel a hiring by written notice to the Hirer in the event of the Committee reasonably considering that: such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or unlawful or unsuitable activities will take place at the premises as a result of this hiring;

In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Committee shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

The Committee may use its discretion in any of the following circumstances:
(a) Failure by the Hirer either to pay any charges in respect of stored equipment due and payable or to remove the same within 7 days after the agreed storage period has ended;
(b) Failure by the Hirer to dispose of any property brought on to the premises for the purposes of the hiring. This may result in the Committee disposing of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.

  1. Insurance and indemnity

(a) The Hirer shall be liable for:
(i) the cost of repair of any damage (including accidental and malicious damage) done to any part of the premises including the curtilage thereof or the contents of the premises;
(ii) all claims, losses, damages and costs made against or incurred by the Committee, its employees, volunteers, agents or invitees in respect of damage or loss of property or injury to persons arising as a result of the use of the premises and equipment (including the storage of equipment) by the Hirer.