Rec club rules, terms, and conditions

We are committed to keeping all staff and members safe whilst on the premisses.

Please ensure you read the full RFC Rec Club rules, and Terms & Conditions.

The terms and conditions of membership may alter from time to time. Any changes will be re-printed and displayed on relevant media.

RFC Rec Club reserves the right to refuse entry or require users to immediately vacate the premises in the event of our Terms & Condition being breached.

Contact Details
RFC Recreation Club
Fleet Road
Hampstead
London
NW3 2QG
Email: info-recreationclub@royalfreecharity.org
Tel: 0207 830 2848

Manager:
Craig Johnson: Contact details above

Opening Times
Monday to Thursday: 7am – 10pm
Friday: 7am-9pm
Saturday:10am – 5.30pm
Sunday:10am – 5.30pm

Security
The RFC Recreation Club has security CCTV in the following areas: Front entrance, sides of the building, gym upstairs x 3, foyer, pool x 2, reception. We have the use of the Royal Free Hospital Security Staff.
Facilities available:
Swimming pool 13×6
Fitness Room/Gym
Sports Hall
2 Studios
Treatment Room

info-recreationclub@royalfreecharity.org

We reserve the right to terminate a membership if a member fails to pay the subscription fee (or part of it) within thirty days of it becoming due or the member commits a serious breach or repeated breaches of these terms.

Concessionary members are required to show proof of eligibility and thereafter every 12 months. Failure to provide eligibility will result in loss of concessionary status.

Membership cards are non-transferrable and can only be used by the person to whom it is issued. Infringement could lead to termination of membership without compensation.

Prices may be reviewed at any point during your membership, and we undertake to provide at least 3 working days’ notice of any price change either by email where this exists, or by post.

A payment for any membership is due on purchase. Payment on purchase is as follows:

• Recurring Card Payments (RCP) – 1 month membership.
• RCPs are paid in advance of the month ahead.
• All RCPs will be taken on the date of the month which corresponds with the date of joining, or the nearest working day.
• Each payment received by you is non-refundable.
• If a payment is missed, we will aim to deduct again within 24 hours, charges may occur for missed payments. If this repeats your membership will be deactivated and you will therefore not be allowed to use the centre. You will need to contact The Rec Club if you have a payment issue within 14 days of the failed payment, otherwise your membership will be cancelled, and you will be required to re-subscribe and pay the price current at the time.
• Should it be necessary to increase prices, we will give you a minimum of 3 days’ notice. Your right to terminate your membership during this time is unaffected.

Bookings for hire of the studios and sports hall can only be made using the official booking system which is available via this website or by emailing the club directly at info-recreationclub@royalfreecharity.org

Bookings will not be accepted from anyone under the age of 18.

In the event of any variation of use by the Hirer or failure to comply with its requirements, the Rec club reserves the right to cancel the booking.

The Rec Club may, if it deems necessary, request additional information from the Hirer about a booking.

The Rec club reserves the right to refuse any booking. This would include events or activities which the Rec club considers:

• to be an inappropriate use of the space
• may present a threat to public safety.
• likely to create a disturbance or inconvenience to the residents in the neighbourhood.
• to conflict with any of the Rec clubs’ policies or its aims and objectives.
• may embroil the Rec club in disrepute.

The Rec club is not required to provide any reasons for refusing bookings.

 If the booking is approved, the Hirer will be informed via e-mail or phone. The booking will be considered provisional until full payment has been received within 48 hours of making the booking if the booking has been requested by email rather than using the online booking system.

All bookings must strictly follow the agreed booking hours. Overtime may incur additional charges.

A booking that is only provisional will be set aside if another Hirer is willing to make a confirmed booking.

A provisional booking will become a confirmed booking once full payment has been received.

The Rec club reserves the right to cancel any booking for any reason. Where a booking is cancelled by the Rec club, the rec club shall incur no liability to the Hirer whatsoever.

Concerns regarding pricing should be addressed within 30 days of the booking confirmation issued by the Rec club.

It may be necessary to undertake maintenance to the facility and its equipment at any time. Where we need to alter hours of business or change activity programmes, every attempt will be made to provide advance notice and to minimise disruption and inconvenience.

• We recognise that your circumstances may change. In such an event, should you wish to cancel your membership we require:
• One FULL month written notice prior to the next collection by emailing info-recreationclub@royalfreecharity.org, or by completing the appropriate ‘Membership Cancellation Form’.
• We will provide you with confirmation of cancellation, via email, within 7 working days from receiving written notice. If confirmation is not received it is recommended that the member contact The Rec Club to ensure their cancellation has been received.
• If the member fails to give one month’s written notice, it will be assumed that the member wishes to continue their membership and payments will continue to be claimed accordingly. If the member cancels their recurring payment during their contracted period, then the member shall be suspended and be unable to use the centre’s facilities until arrears are paid in full
• If you are unable to attend any prebooked activities or any bookings made to the Studios, Hall or Swimming Pool. You must cancel as soon as possible. If you cancel within 48 hours of the start time for the hired space, you will be subject to a 50% penalty charge where we are unable to fill your place. Where we need to change or cancel a class or activity, we will aim to notify you within the same period. You will be charged the full price if upon no cancellation of booking.

A risk assessment is regularly carried out.

Please report all accident or hazardous incidents to reception.
All duty managers are First Aid & emergency pool responder trained.
All hirers please confirm First Aid provisions and/or if RFC First Aid is provisions are required.
For your safety in wet weather, please let reception know if the hall becomes slippery.

We will not compensate you for any loss or damage you may suffer where the same is attributable to:

1. Your own fault
2. A third party unconnected with our provision of services under this agreement; or
3. Events which neither we nor our suppliers could have foreseen or forestalled even if we had taken all reasonable care.

Nothing in these terms and conditions is intended to limit or exclude our liability for death or personal injury caused by our negligence of for fraud, fraudulent misrepresentation or any other liability which cannot be excluded by law.

When hiring any space at RFC Rec Club please make sure:

1. You & your clients are aware of RFC Rec Club safety standards, rules, and T&Cs.
2. You are responsible for your clients
3. You keep a record of all your clients in the building
4. To report all accidents to reception
5. Keep all equipment as you find it
6. Keep studios clean and tidy.
7. Return all keys

Damage to Property
Any damage to recreation club fixtures and fittings/property must be reported to a member of the Recreation Club team immediately – compensation may be required.

Studios – 15 people
Swimming pool – 33 people
Hall – 50 people

General club use rules – fire safety evacuation procedures and other rules

We offer an induction and comprehensive instruction to show correct use of gym equipment we will not accept any liability for any claim for personal injury if you use the gym equipment without first having an induction from a qualified member staff.

Entry & Membership

• Please tap your membership tag on turnstile reader when entering the facility
• Membership tags are for personal use only and must not be shared with others
• Age restrictions apply: Anyone ages 16-17 must be accompanied by an adult.
• The sports hall and studios may only be used if previously booked.

Personal Belongings & Facilities

• Do not leave valuables or clothing unattended in the changing rooms. Lockers are available for use.
• Please leave the shower and changing room area as you found them.
• Bags and outdoor clothing are not permitted in training areas.

Lost Property

• Non-valuable lost property not claimed after 1 month may be disposed of.
• Valuable lost property will be held for up to 3 months before disposal.

Behaviour & Respect

• Please always be mindful of other members.
• Treat staff and other members with respect and courtesy.
• Harassment or abusive behaviour towards staff or members will not be tolerated.
• Discrimination on the basis of race, gender, disability, religion, sexual orientation, or any other protected characteristic is strictly prohibited.
• Please behave appropriately in the changing rooms.
• Respect other members’ personal space.
• Keep music to yourself (use headphone where appropriate).

Mobile Phones, Photography & Privacy

• Please keep mobile phone use to a minimum.
• Photography and video recording are not permitted in the changing rooms to protect member privacy.

Gym Equipment & Safety

• Dress appropriately for exercise and wear suitable footwear.
• Please wipe down equipment after use. Please allow other members to use equipment between your sets where possible.
• Ask for a spotter when necessary and only lift weights you can safely manage.
• Dropping or throwing weights in not permitted.
• Always follow the guidance provided during your gym induction.

Food, Drink & Substance

• Glass containers, food, alcohol, and illegal substances are not permitted in training areas.
• Smoking, vaping, drinking alcohol, and or taking illegal substances is strictly prohibited anywhere within the facility.

Animals

• Animals are not permitted, except for registered assistance dogs.

Fitness Instructors / External trainers

Any fitness instructor operating within the facility must:

• Provide proof of qualifications (certificates).
• Hold public liability insurance.

Swimming Pool 13x6m
Deep end 1.8m
Shallow end 1.2m
Available for use by members & 2 guests.

• Swimming pool is regularly in use by schools and swim clubs. Please contact the reception for members swim time.
• 5 lanes swimming only for adult swimmers.
• Number of child guest per member is 12-3 in line with rule number.
• No unaccompanied children at any time.
• No children in the pool between 12pm-2pm Monday to Friday.
• 1-1 adult supervision for children under 4 years of age.
• 1-2 adult supervision for children between 2 and 12 years.
• 33 bathers in the pool at any one time for classes.
• If hiring the pool, the hirer must designate a group supervisor who will oversee the group; This supervisor must always be present at the pool area at any one time (class only).
• For hirers, there is a 50% cancellation fee unless cancelled 48 hours prior to booking time.
• There are no lifeguards on duty. Members swim at own risk.
• Do not leave valuables/clothes etc in the changing rooms
• (lockers are available).
• Do not cause a nuisance by acting inappropriately in the pool.
• Please shower before entering the pool.
• Please do not enter the swimming pool or changing facilities while suffering from any infectious or contagious disease(s).
• Swim hats must be worn in the pool.
• No glass, food, or drink, alcohol, or illegal substances.
• Do not use equipment without permission.
• No animals – only assistance dogs are allowed by the poolside.
• No outdoor footwear.
• No running, jumping, pushing, diving or other dangerous activities.
• Do not deface, soil, or purposefully damage any part of the swimming pool, or changing facilities.
• Do not use equipment in the pool that is likely to cause harm or inconvenience to other persons in the pool.
• For the safety of all swimmers, it is essential that sensible, responsible. behaviour is always demonstrated, and pool rules are complied with.
• Please do not interfere with any employee in a way that directly affects the performance of their duties.
• RFC Rec Club reserves the right to refuse entry or require users to immediately vacate the pool in the event of these rules not being adhered.

Fire Safety

Action to be taken by group supervisors:

In the event of a fire:

• Raise the alarm at the nearest fire call point.
• Do not put yourself at risk.
• Do Not attempt to tackle the fire unless trained to do so.
• Assist group with evacuating the pool area immediately.
• Proceed to the designated assembly point via the nearest emergency exit.
• Do not stop to collect personal belongings.
• Conduct a headcount to ensure all swimmers are accountable for.
• Remain at the assembly point until authorised to re-enter the building.

Action to be taken by Parents and Carers

If the fire alarm sounds during swimming lessons:

• Please do not attempt to collect your child from the pool area.
• Children will be escorted out of the building by teachers and centre staff.
• Parents and carers should exit the building using the nearest emergency exit and proceed to the assembly point.

Fire Alarm Procedure

• The fire alarm is a continuous alarm sound.
• Upon hearing the alarm, prepare to evacuate immediately and follow instructions from staff

Fire Drills

• RFC Recreation Club reserve the right to conduct practice fire drills periodically to ensure evacuation procedures are effective.

Bomb Threat Procedure

In the event of a bomb threat:

• Follow the building evacuation procedure immediately.
• Leave the building using the nearest safe exit.
• Proceed to designated assembly point.
• Follow all instructions given by RFC Recreation Club staff or emergency services.

Fire Exits

The building has 7 designated fire exists:

• Main entrance door
• Gym door
• Corridor leading to studio 1
• Studio 2 exit
• Sports halls exit
• Swimming pool exit
• Ground floor outdoor hallway leading to the swimming pool

In the event of an evacuation, proceed to one of the following assembly points:

• Lawn Road
• South House

Fire Marshals

The following staff members are designated Fire Marshals:

• Craig Johnson – Club Manager
• Yuling Yang – Fitness Manager
• Kunal Manbode – Duty Manager
• Daniela Giurgea – Duty Manager

Sports Hall Hire

Booking

To book the sports

info-recreationclub@royalfreecharity.org

Activities available in the Sports Hall include:

• 5-a-side Football
• Netball
• Basketball
• Badminton (4 courts available)
• Table Tennis
• Archery
• Pickleball

Additional facilities available:

• Storage space
• Sound system

Sports Hall Dimensions

Size: 34.5m x 20m

Capacity Limits

Maximum participant numbers must not be exceeded.

• 5-a-side Football: Maximum 10 participants (some groups may play 6-a-side)
• Basketball: Maximum 10 participants
• Badminton: Maximum 2-4 players per court (up to 16 participants across 4 courts)
• Sports hall event bookings: Maximum 50 participates

 Food Policy

• Food is not permitted in the Sports Hall.

Hire Fees

• £30.00 (before 5pm, Monday – Friday)
• £60.00 per hour (after 5pm and weekends)

Guest Fees

• A £1.50 guest fee per attendee must be paid at reception.
• Hirers must inform their clients of this charge.
• If guest fees are not paid Hirer will be charged full booking guest charge.

Cancelation Policy

• A cancellation fee will apply unless at least 48 hours notice is given.
• No-show bookings will be charged the full booking fee.

Studio Hire (Studios 1 & 2)

Booking

Bookings can be made online through our  booking portal or by emailing us directly at: info-recreationclub@royalfreecharity.org

Hire Fees

• £19.50 per hour (before 5pm, Monday – Friday)
• £22.00 per hour (after 5pm and weekends)

Studio Capacity

Maximum 15 participants (suitable for yoga or Pilates classes).

Hire Requirements

• Hirers must be 18 years or older.
• Storage available and a sound system.
• Food is not permitted in the studios.

Instructor Requirements

Instructor must:

• Complete the required documentation with the Admin Team.
• Provide relevant certification before the booking can be confirmed.

Guest Fees

• A £1.50 guest fee per attendee must be paid at reception.
• Hirers must inform their clients of this charge.
• Failure to pay individual guest fees will result I hirer being charged a flat fee equivalent to 15 guests.

Cancelation Policy

• A cancellation fee will apply unless at least 48 hours’ notice is given.
• No-show bookings will be charged the full booking fee.