Procedures for Sport Events

This procedure should be followed for any event other than club practice times and league matches. In the event of league matches, Sports Administration must have a copy of the league fixtures and any changes that occur.

Procedure: All requests for use of sports facilities must be put in writing to Sports Administration at least 14 working days prior to the event taking place. This should be on the official letterhead of the company or sports body concerned. Telephonic bookings are not accepted.

The request is processed at the Facilities Meeting held every Monday morning at 08h30. All clubs, grounds staff and sports officers concerned with the booking are consulted and the availability of the facilities is looked into. Once the decision has been taken the party wishing to use the facility will receive a reply in writing. This letter acts as your confirmation of use of the facility and must be taken with you on the day and presented to the staff on duty by request.An invoice will accompany this letter if payment is required, i.e. for non-Wits events. 
If written or telephonic cancellation is not received 36 hours prior to the event taking place it will be assumed that the event is on and all arrangements will continue as planned. In the event of the hiring group not arriving at the given time and date, that organisation will be responsible for paying the overtime of the staff member/s on duty.

The organisation using the Wits sports facilities will be held responsible for any damage to Wits property or facilities. The organisation using the facilities is expected to leave the facilities in a neat and tidy condition. If the competition / tournament is running over the allocated time the organiser of the event must put in writing the time that they finished, sign it and hand it to the member of staff on duty. Due to transport difficulties experienced by our staff we would obviously request that you finish on time.