CSIR Sports and Recreation Facility: Facility Terms and Conditions

CSIR Sports Club 

Facility Terms and Conditions

Please read all sections carefully, complete the required fields, and submit to sportsrec@csir.co.za.

Asterisk (*) indicates a required field. By signing this form you confirm that you have read, understood, and agree to abide by all terms and conditions set out below.

Terms and Conditions Form

1. Terms and Conditions

Please expand and read each section carefully before agreeing below.

  1. The venue must be booked at least 10 working days prior to the event. Bookings must be made via email: sportsrec@csir.co.za.
  2. A quotation will be sent to you via email within three to five business days. Should you wish to move forward with the booking, a Booking Request Form, our Terms and Conditions, Indemnity and Privacy Statement will be sent to you. We will also require a PDF list with the names and surnames, identity numbers / birth dates of the guests who will require access into the facility, as well as details of the event.
  3. Full payment must be deposited into the bank account provided on your invoice. Please use the invoice number as the reference when making payment.
  4. A booking confirmation notification will be emailed to you within two to three business days of receiving proof of payment.
  5. Wristbands must be collected from the Club Office prior to the event. Guests who are without a wristband will not be allowed entry into the facility. In the absence of wristbands, guests will be granted access through the guest list.
  6. All guests must always carry their identification document.
  7. A compulsory cleaning levy will apply for each booking; where the event has more than 50 guests, an additional cleaner will be sourced at the applicable CSIR Facilities rate (1:50 ratio). An additional security guard is required if more than 50 guests are attending an event; for every 50 guests, one additional guard will be deployed at the applicable CSIR Security rate.
  8. The CSIR Sport Office reserves the right to levy the following charges should a reservation not be cancelled well in advance:
    • One to seven days prior to the day of arrival – 100% of the reservation fee.
    • Seven to 14 days prior to the day of arrival – 50% of the reservation fee.
    • Fourteen to 30 days prior to the day of arrival – 25% of the reservation fee.
  9. If the event is cancelled due to poor weather conditions, the CSIR Sport Office can be contacted to book an alternate available date. There shall be no refunds payable for bad weather.
  10. No refund will be payable should the number of persons booked for an event decrease after the booking has been confirmed.
  11. A corkage fee will be charged for guests more than 50. A security check will be done at the entrance to the facility.
  12. No glass bottles are allowed on the premises.
  1. The event organiser and guests are confined to the facility that has been booked. Bookings do not extend to any other club buildings or grounds.
  2. All persons shall enter and leave the CSIR Sports and Recreation grounds using the authorised entrances and exits.
  3. Motor vehicles must be parked in the car parking areas and must not be driven or parked on any part of the playing or grass areas of the CSIR Sports and Recreation grounds unless directed by the CSIR Sport Office.
  4. No furnishings, fixtures or fittings of CSIR Sports and Recreation grounds may be removed or altered without prior consent of the CSIR Sport Office. Should the furnishings, fixtures or fittings not be returned to their original places, the event requester will be liable to pay moving charges after the event.
  5. Any use of decoration for the event must be authorised by the CSIR Sport Office prior to the event.
  6. Music may only be played if arranged with the CSIR Sport Office and is only to be played at a moderate level as background music. Guests who do not comply will be asked to leave the premises.
  7. The event requester must provide the relevant compliance certificates of service providers operating during the event three days before the event.
  8. Change and restrooms must be left clean and tidy. If the facilities are not in a satisfactory state, and/or there is damage to fixtures and fittings, an incident report will be raised and submitted to the Sports Office for further action.
  9. Guests are not permitted to bring animals, e.g. dogs, onto the premises.
  10. Guests are not permitted to sell alcohol on the premises.
  11. The use of illegal drugs is prohibited.
  12. Smoking is not permitted, other than in areas designated for this purpose.
  13. The event organiser is responsible for the safety of his/her guests.
  14. Children under the age of 18 must always be accompanied by an adult/parent.
  15. All personal belongings and refuse must be removed after the event has concluded.
  16. The event organiser and guests are responsible for properly disposing of their refuse.
  17. The event requester shall be liable for all damages caused by any guests / club members / team members during their event.
  18. The decision of the CSIR Sports and Recreation Office regarding the assessment of the damage and the cost thereof to the responsible event requester shall be final and legally binding.
  19. Permission must be sought from the Sports Office before anything is attached to the walls or any part of the buildings.
  1. Intoxicated individuals will not be permitted and will be removed from the premises. Guests shall be considered intoxicated if they appear to be inebriated or have consumed sufficient alcoholic beverages that it would be considered illegal to drive.
  2. No glass containers are permitted on the premises.
  3. Children under the age of 18 years must be accompanied by an adult/parent.
  4. The event organiser and guests must ensure that all fires are put out before leaving the premises.
  5. Guests must bring their own wood/charcoal and any other materials required for a braai. Guests are not permitted to collect any wood on the CSIR Sports and Recreation grounds.
  1. A maximum of 80 guests is allowed at the Lapa facility.
  2. The Lapa is a self-catering facility, and no kitchen facilities are provided.
  1. No food or breakable objects are permitted in the volleyball court area.
  2. Volleyball court users must not hang, swing, or bounce on, or otherwise abuse, the court nets.
  3. All refuse must be placed in containers provided for this purpose.
  4. The event requester and guests are urged to keep the volleyball court area and the surrounding areas clean.
  5. Use of the volleyball court must be conducted in a safe manner with due respect and consideration for others sharing the court, as well as for those using the surrounding facilities.
  6. The use of profane or obscene language is prohibited.
  7. Rough play or abusive conduct is prohibited.
  8. The event organiser is responsible for cleaning up after volleyball events.
  9. Smoking is prohibited on the premises, other than in areas designated for this purpose.
  1. No food, glass or alcoholic beverages are allowed on the courts.
  2. No bicycles, roller blades, skateboards or ball playing are allowed on the courts.
  3. Do not abuse the nets or other equipment.
  4. Talk quietly if you are near courts that are in use.
  5. Wear proper tennis trainers with non-marking soles.
  6. After play and when leaving the court, remove all items you brought in.
  1. Guests are to ensure that the field is left in the condition it was found in.
  2. No glass is allowed on the playing field.
  3. Should you find the field is not clean prior to holding your event, please inform the Sports Office immediately.
  4. The event requester and guests are confined to the soccer field. Bookings do not extend to any other club buildings or grounds.
  5. Guests who would like to make use of any other facilities must make bookings prior to the event.
  6. No fires are allowed on or around the field.
  7. Assembling any structures on the field, e.g. marquees or jumping castles, must be pre-arranged with the CSIR Sports Office five days prior to the event, and relevant compliance certificates must be submitted.
  8. Lights must be switched off before leaving the field.
  9. No cars are allowed on the grass area of the soccer field. Parking is available next to the field.
  10. No hanging, swinging or any other abuse of the field’s goal posts is permitted.
  11. If the junior goal posts are used, they must be moved back to where they were originally found.
  12. Only two playing teams can book at a time. If more than two teams are playing, this will be considered a tournament and priced accordingly.
  1. No food, glass or alcoholic beverages are allowed on the courts.
  2. No bicycles, roller blades or skateboards are allowed on the courts.
  3. Abuse of the nets or other equipment will not be tolerated.
  4. Only netball trainers with non-marking soles are permitted on the courts.
  5. After play and when leaving the court, remove all items you brought in.
  1. No food, glass or alcoholic beverages are allowed on the courts.
  2. No bicycles, roller blades or skateboards are allowed on the courts.
  3. Abuse of the nets or other equipment will not be tolerated.
  4. Only netball trainers with non-marking soles are permitted on the courts.
  5. After play and when leaving the court, remove all items you brought in.

2. Emergency Information

Keep these numbers on hand during your event.

Medical Emergency: Call Netcare on 082 911

Security & Other Assistance: Call CSIR Security on 076 576 7812

3. Indemnity and Agreement

Please read the indemnity carefully and confirm your agreement.

The CSIR Sports and Recreation Club does not accept any responsibility whatsoever for any article lost, stolen or damaged on the premises, including all forms of vehicular conveyances which shall be parked at the driver's/owner's own risk.

Non-compliance with any of the abovementioned Terms and Conditions could lead to security asking the organiser and their guests to leave the premises immediately.

By signing the Terms and Conditions, I confirm that I have read and understand the CSIR Sports and Recreation Office Terms and Conditions, and I accept and agree to abide by them fully. Furthermore, I hereby indemnify the CSIR Sports and Recreation Club and the CSIR from any loss, claim, or damages to any person or property that may arise out of the hire of the CSIR Sports and Recreation facility for the elected purpose above and further agree to be liable for all and any costs, including legal costs, associated with such claims.

I undertake to get the necessary authority from the persons who hire the property and to provide the indemnity on their behalf in accordance with the indemnity I have agreed to herein.

I enter into the agreement voluntarily, with full knowledge of its effect and without inducement.

4. Personal Information