Booking Terms

The following rules apply to any group or district borrowing equipment from Nottinghamshire Scouts. By making a booking request, you accept and agree to abide by these terms.

1. Eligibility

• • Equipment is available to all Groups and Districts within Nottinghamshire Scouts.
  • Groups and Districts may become ineligible for future equipment loan if these terms are not adhered to.

2. Booking and Approval

• • All equipment must be booked at least 48 hours in advance via the online booking system on the Nottinghamshire Scouts website.
  • Availability of the equipment is managed by the online booking system.
  • Your booking will be automatically approved by the system but may be subject to manual approval too.
  • Nottinghamshire Scouts reserves the right to decline any booking request at any time and for any reason. Where this happens, as much notice as possible will be given to the borrower.

3. Collection and Return

• • Borrowers are responsible for collecting and returning the equipment at agreed times.
  • Unless otherwise stated, please collect the equipment on the day of your booking from the Nottinghamshire Scouts Office (Unit One, Trinity House, Robey Close, Linby, Nottinghamshire, NG15 8AA). Collection and drop off is only available during our office business hours, which are Tuesday, Wednesday and Thursday, 9:30am to 5pm.
  • Late returns may render their group or district ineligible for future borrowing.
  • Equipment must be returned clean, dry, and in good condition.

4. Usage

• • Equipment must be used responsibly and only for its intended purpose.
  • The borrower must ensure competent supervision and proper training where required.
  • Borrowed equipment must not be sub-hired or lent to third parties.
  • Example risk assessments may be provided by Nottinghamshire Scouts as a guide, but they will need to be updated to account for the risks of your location and participants.

5. Damage, Loss, and Liability

• • The borrower is responsible for any damage or loss occurring during the loan period.
  • Any faults or issues must be reported immediately.
  • If equipment is lost or damaged beyond reasonable repair, the borrower may be charged for replacement costs.
  • Nottinghamshire Scouts accepts no liability for injury, loss, or damage resulting from use of the equipment.

6. Inspection and Maintenance

• • All equipment is maintained regularly by Nottinghamshire Scouts.
  • Borrowers are responsible for checking the equipment before each use and reporting any concerns. If in doubt, the equipment should not be used.

7. Cancellations

• • Cancellations must be made at least 48 hours in advance or as soon as practicable.
  • Late cancellations may render the group or district ineligible for future borrowing.

8. Charges and Deposits

• • A deposit may be required for certain items.
  • Some equipment may require consumables in order to be used correctly (eg. First Aid mannequin lungs, or badge machine materials). Where these are required, hirers are responsible for purchasing these resource packs through the shop on the Nottinghamshire Scouts website (https://shop.notts-scouts.org.uk).

9. Agreement

• • By borrowing equipment, you agree to these terms and conditions.
  • Nottinghamshire Scouts reserves the right to amend these rules at any time and to refuse future loan requests if conditions are not met.