Booking Procedure & Terms of Use

Booking Procedures

1. Complete the NTC Equipment Booking Form with all the required details.
2. Agree to the Terms & Conditions.
3. Submit this completed form to initiate the booking process.
4. Your booking will be validated and added to the Calendar.
5. Should payment be required, you will be emailed a quote/invoice.
6. Once the deposit has been received you will receive an email to confirm your booking.
7. Please ensure your final payment, where necessary, is made timorously. No reminders or updated invoices will be sent.

Terms & Conditions of Use

General

1. These terms & conditions are applicable to registered and unregistered members, private individuals and organisations (hereinafter “Applicants”), while making use of the equipment of Gymnastics South Africa (hereinafter “Gymnastics SA”) at the National Training Centre (NTC). Only registered members with an active registration are allowed to train and use the equipment.
2. Gymnastics SA reserves the right for any authorised official to enter a venue, query the use at any time and request documentation confirming a venue booking.
3. Violation of the terms & conditions of use may lead to action being taken by Gymnastics SA against offenders.
4. Applicants shall have no claim for damages against Gymnastics SA or any of its members or staff arising directly or indirectly from the hire howsoever arising, negligence included, by any organisation, including any member of the public.
5. Applicants indemnify Gymnastics SA and hold the organisation harmless from and against any or all forms of liabilities arising from any acts or omission of Applicant, its employees and/or agents.
6. Applicants indemnify Gymnastics SA against all claims for costs and liabilities arising from the presence of the Applicant on Matsport property. This indemnity shall apply to any claims by Applicants, its employees, members, guests, agents and representatives for their injury or death while on Gymnastics SA property and shall include loss or damage to Applicant property and the personal effects of Applicant, their employees, members, guests, agents and / or representatives.
7. A duly authorised Gymnastics SA official will conduct a equipment/venue/facility inspection prior to the event when required.

Interpretation

1. In the event of any contradiction between verbal agreement and these terms & condition, these terms & conditions will always prevail.
2. In the event of any contradiction between any written agreement and these terms & conditions, conditions of the specific written agreement signed by a duly authorized Gymnastics SA official will prevail.
3. Gymnastics SA will not be liable for any verbal or written representation made by any employee with regard to the availability and anticipated use of Gymnastics SA equipment and the NTC facilities.
4. Gymnastics SA reserves the right to update these terms & conditions from time to time; and the onus will be on the Applicant to familiarise themselves from time to time with these terms & conditions.
5. Applicants may not sublet, cede, assign any of its permission for use of Gymnastics SA equipment, without permission in writing from an authorised Gymnastics SA official.

Applicant Responsibilities

1. Applicant accepts full responsibility for the hire and use of the equipment and facility, the conduct of the participants and any other consequence which may arise as a result thereof.
2. Applicants must ensure that there are cleaners on site during an event – as a minimum one Male and one Female cleaner are mandatory.
3. The following activities are not permitted on Gymnastics SA premises: dangerous weapons, alcohol, drugs and smoking inside the venues. No illegal activities are allowed on the property. The cost of any damage which might occur whilst the equipment is hired will be for the account of the Applicant.
4. Food may only be prepared on the premises, if the required Health certificate is obtained from the caterers.
5. Applicants must ensure that the conditions of use of the particular equipment is complied with, and that there is no damage to Gymnastics SA property.
6. The Applicants equipment hire/training may not interfere with the running of the primary activities of Gymnastics SA or the normal functioning thereof.
7. No posters, banners, flyers, flags or slogans may be exhibited on the NTC building or displayed in any other manner except in spaces provided for such purpose, i.e. on notice boards with prior agreement with duly authorised official.
8. If it has been allowed to carry and exhibit posters, banners, flyers, flags and slogans, to utter slogans and lyrics and singing of songs, these may not be directed at certain individuals, groups, races, religions, sexes and may not contain malicious expressions. Any signage to be erected by external users must be approved in advance by Gymnastics SA authorised official. Gymnastics SA reserves the right to remove signage which has not been approved.
9. The Gymnastics SA, Lotto and Department of Sport, Arts and Culture banners are not available for use by clubs, districts or provinces using the NTC.
10. Amplified sound will be allowed solely at the discretion of Gymnastics SA. If allowed, sound levels must remain reasonable and no sound checks may be done outside specified times. Failure to comply may result in Applicant being barred from hiring again.
11. Gymnastics SA security has the right arrest any person not adhering to the terms & conditions as set out above.

Finances

1. 100% of the hire fee and the additional service fee is payable in advance in order to confirm the booking.
2. Applicants will not be allowed to proceed with the equipment use unless payment has been received in full and terms & conditions have been agreed to.
3. Gymnastics SA shall be entitled to review the equipment hire fees and associated services from time to time.
4. Applicant shall be charged cancellation fees based on the scale below
   • Less than 7 working days’ notice of cancellation: 25% of hire fee
   • Less than 3 working days’ notice of cancellation: 50% of hire fee
   • No cancellation provided: 100% of hire fee

General Conduct

1. Head Coach must complete the Visitors book when entering the facility. Remember to sign out at the end of the training session and report any faulty equipment.
2. Respect the Facility – Treat the training centre, equipment, and all areas with care.
3. No Unauthorized Areas – Gymnasts and coaches are NOT allowed in the following areas:
   • Offices
   • Kitchen
   • Lecture rooms
   • Storage areas (unless authorized)

Hygiene & Attire

1. Proper Attire Required – Gymnasts must wear appropriate training gear (leotards, shorts, etc.). Coaches should wear professional sports attire.
2. No Shoes on the Floor – Shoes must be removed before stepping onto the training area. Only clean socks, grip socks, or gymnastics footwear allowed if needed.
3. Bring Your Own Water Bottle – All gymnasts and coaches must bring their own labeled water bottles.
4. No Food or Drink on the Floor – Eating and drinking (except water) is only allowed in designated areas.
5. Keep Toilets Clean – All users must ensure the toilets are left in a clean and tidy condition.

Music

1. The centre does not supply music or playback facilities for general training sessions.
2. When using own music keep the volume down to not disturbing other users of the facility.

Safety & Equipment Use

1. Use Equipment Properly – Only use equipment under coach supervision and with proper safety measures.
2. Report Any Issues – If any equipment is damaged or unsafe, inform a coach immediately.
3. No Unauthorized Spotting – Only qualified coaches may assist or spot gymnasts.
4. Mats Must Be Put Back After Use – All mats and equipment must be returned to their proper place after training.
5. No Messing With Chalk on the Floor – Chalk must only be used inside chalk buckets to keep the facility clean.
6. Personal Belongings – All bags, clothing, and personal items must be kept in designated areas.

Respect & Discipline

1. Listen to Coaches – Gymnasts must follow instructions at all times.
2. Respect Fellow Athletes – No bullying, rough play, or inappropriate behavior.
3. Clean Up After Yourself – Dispose of trash properly and keep the facility clean.