1. Purpose

This Commercial Booking Policy applies to any commercial, organised or revenue-generating activity taking place at a Padel X Club venue.

The purpose of this policy is to ensure that commercial activity is appropriately managed, does not negatively impact recreational players or Club members, and meets the necessary operational, insurance, licensing, safeguarding and health and safety requirements.

This policy forms part of the Padel X Club Terms and Conditions.

2. What is a Commercial Booking?

A booking may be treated as a Commercial Booking where courts or Padel X Club facilities are being used for commercial gain, financial benefit, business promotion or organised activity on behalf of a third party.

This includes, but is not limited to:

• Paid Americanos, tournaments, leagues or organised playing sessions.
• Events where players or attendees are charged an entry or participation fee.
• Coaching or instruction provided for payment.
• Corporate events.
• Sponsored or branded events.
• Events or sessions promoted externally under another organisation, business or commercial brand.
• Product demonstrations, launches or promotional activations.
• Commercial photography, videography or filming.
• Organised activities where the organiser receives direct or indirect financial or commercial benefit.
• Regular or recurring organised sessions operated independently of Padel X Club.

Padel X Club reserves the right to determine whether an activity constitutes commercial use of its facilities.

3. Prior Approval

All commercial activity must receive prior approval from Padel X Club before it is advertised, promoted, sold or operated.

Where applicable, additional consent may also be required from the relevant venue, Estate, landowner or facility partner.

Approval for one event or booking does not constitute approval for future or recurring events.

Commercial arrangements will be reviewed individually and may be subject to additional conditions.

4. Court Allocation and Availability

Court times, the number of courts, session lengths and frequency must be agreed with Padel X Club in advance.

Court allocation remains at the discretion of Padel X Club and will take into account:

• Member and recreational player demand.
• Peak and off-peak court availability.
• Existing Club programming.
• Coaching requirements.
• Club events and tournaments.
• Venue operating requirements.
• The wider interests of the Padel X Club community.

Approval of commercial activity does not guarantee exclusive or unrestricted access to courts.

Padel X Club may restrict the number of courts that can be used for commercial activity at any particular time.

5. Booking and Payment

All courts used for commercial activity must be booked and paid for under the agreed commercial arrangement.

Recreational memberships, membership discounts, Club Credits, promotional rates or other personal booking benefits must not be used to obtain court time for commercial activity unless expressly authorised by Padel X Club in writing.

Membership benefits are intended for the personal and recreational use of the individual member.

Commercial rates, payment arrangements and any applicable deposits will be agreed separately with the organiser.

6. Player Registration

All participating players must be properly registered against the relevant booking through Padel Mates or another booking system specified by Padel X Club.

The organiser is responsible for ensuring that participant information is accurate and complete.

Where requested, the organiser must also provide Padel X Club with appropriate attendance or participant information relating to the event.

7. Advertising, Branding and Promotion

Commercial activity must not be advertised or promoted as being operated, endorsed or organised by Padel X Club unless this has been expressly agreed in writing.

Any use of the following requires prior written approval:

• Padel X Club name.
• Padel X Club logos.
• Club branding.
• Venue photography or imagery.
• Co-branded marketing.
• References suggesting an official partnership or affiliation.

Organisers must clearly distinguish their own business, event or commercial activity from official Padel X Club activities unless a formal partnership has been agreed.

8. Catering and External Suppliers

Any catering or refreshments associated with a commercial event must be provided through approved venue arrangements where required.

Where an external caterer, food provider or other supplier is proposed, prior approval must be obtained from Padel X Club and, where applicable, the relevant venue or Estate.

External suppliers may be required to provide:

• Public liability insurance.
• Food hygiene documentation.
• Risk assessments.
• Relevant licences or certifications.
• Other documentation reasonably requested by Padel X Club or the venue.

9. Music and Entertainment

Where music or entertainment forms part of an event, the organiser is responsible for ensuring that all required licences, permissions and approvals are in place.

This may include music licensing, entertainment permissions or venue-specific requirements.

The organiser must comply with any restrictions relating to:

• Volume.
• Speakers or audio equipment.
• Event timings.
• Noise levels.
• Local venue or Estate requirements.

Padel X Club may require music or entertainment to be reduced or stopped where it is considered disruptive to other users or venue operations.

10. Insurance

Organisers must maintain appropriate insurance for the commercial activity being undertaken.

Evidence of insurance must be provided to Padel X Club upon request and may include:

• Public liability insurance.
• Professional indemnity insurance.
• Employers' liability insurance where applicable.
• Specialist event or sporting activity insurance where appropriate.

Padel X Club reserves the right to specify minimum insurance requirements depending on the nature and scale of the activity.

11. Health and Safety

The organiser is responsible for ensuring that their activity is planned and operated safely.

Where requested, organisers must provide appropriate documentation, including:

• Risk assessments.
• Health and safety procedures.
• Emergency arrangements.
• Method statements where appropriate.
• Relevant safeguarding documentation.
• Sporting or coaching qualifications.
• Professional certifications.
• First aid arrangements where appropriate.

All organisers, coaches, suppliers and participants must comply with Padel X Club venue rules and reasonable instructions given by Club or venue representatives.

12. Coaching and Sporting Activity

Any person delivering paid coaching, instruction or organised sporting activity may be required to provide evidence of appropriate qualifications, certifications, insurance and safeguarding credentials.

Padel X Club reserves the right to refuse permission for an individual to provide coaching or instruction at its venues.

Independent commercial coaching may only take place where specifically authorised by Padel X Club.

13. Associated Commercial Activity

Prior approval is required for any additional commercial activity associated with a booking, including:

• Retail or product sales.
• Promotional stands.
• Sponsorship activation.
• Sampling.
• Photography or filming.
• Advertising displays.
• Competitions or giveaways.
• External catering.
• DJs, music or entertainment.
• Equipment demonstrations.
• Brand signage.

Permission to book courts does not automatically include permission to conduct additional commercial activity elsewhere on the site.

14. Conduct and Responsibility

The organiser is responsible for the conduct of their participants, staff, contractors, coaches and suppliers.

All attendees must comply with:

• Padel X Club Terms and Conditions.
• Club rules and Code of Conduct.
• Venue rules.
• Health and safety requirements.
• Reasonable instructions issued by Padel X Club or venue representatives.

The organiser must ensure that their activity does not cause unreasonable disruption to other players, Club members, neighbouring facilities or venue operations.

15. Unauthorised Commercial Activity

Where Padel X Club reasonably believes that courts or membership benefits are being used for unauthorised commercial purposes, we reserve the right to:

• Cancel or amend current or future bookings.
• Remove membership discounts or other booking benefits.
• Prevent further commercial bookings.
• Charge the applicable commercial rate.
• Suspend or terminate membership or booking privileges.
• Require the organiser to enter into a formal commercial agreement before any further activity takes place.

Where possible, Padel X Club will seek to resolve concerns with the organiser before taking action, although immediate action may be taken where reasonably necessary for safety, operational or legal reasons.

16. Changes to Approved Activity

Any material change to an approved commercial event must be agreed with Padel X Club in advance.

This includes changes to:

• Date or time.
• Number of courts.
• Number of participants.
• Event format.
• Pricing.
• Branding.
• Sponsorship.
• Catering.
• Music or entertainment.
• Coaching arrangements.
• External suppliers.

Padel X Club may withdraw or amend approval where the nature of the activity materially changes from what was originally agreed.

17. Cancellation and Operational Changes

Commercial booking cancellation terms will be agreed as part of the individual commercial arrangement.

Padel X Club reserves the right to amend or cancel commercial activity where reasonably necessary due to:

• Safety concerns.
• Severe weather.
• Venue restrictions.
• Maintenance.
• Operational requirements.
• Events outside our reasonable control.
• Failure to comply with this policy.
• Failure to provide required documentation.
• Failure to make agreed payments.

18. Commercial Agreements

Depending on the nature, frequency and scale of the proposed activity, Padel X Club may require the organiser to enter into a separate written Commercial Booking Agreement.

Such an agreement may include additional provisions relating to:

• Pricing.
• Court allocation.
• Booking frequency.
• Revenue or commercial arrangements.
• Exclusivity.
• Marketing.
• Branding.
• Data protection.
• Insurance.
• Liability.
• Cancellation.
• Safeguarding.
• Venue-specific conditions.

Where there is any conflict between this policy and a separately agreed written Commercial Booking Agreement, the terms of the Commercial Booking Agreement will take precedence in relation to that activity.

19. Policy Changes

Padel X Club may update this Commercial Booking Policy from time to time to reflect changes to our venues, operational requirements, commercial arrangements or applicable legislation.

The latest version will be published on the Padel X Club website.

20. Contact

For commercial booking enquiries or to request approval for commercial activity, please contact:

Padel X Club

Email: hello@padelx.club
Telephone: 02081 912460
Website: www.padelx.club

All commercial activity remains subject to prior written approval from Padel X Club.