Last Review Date: September 2026
Next Review Date: September 2027

1. Cancellation Notice

Unless otherwise agreed by NXT Level Sport and Education Ltd in writing, customers must provide at least 14 clear days’ notice to cancel, reduce or amend a booking.

The reason for cancelling does not change this. Bookings cancelled with less than 14 clear days’ notice remain chargeable in full, whatever the reason. This includes, but is not limited to, illness, injury, low attendance, weather, transport problems, opponents withdrawing, league or fixture changes, changes to your organisation, or any other circumstances outside your control.

All cancellation requests must be made by emailing bookings@nxtlevelsportsed.co.uk or by calling our bookings line on 020 3011 3530 and selecting option 1 to be put through to the Bookings Team. Our Bookings Team is available Monday to Friday, 9:30am to 2:30pm.

Your cancellation is not confirmed until it has been received and acknowledged by a member of the NXT Level team.

Failure to attend a booking does not constitute cancellation, and the booking remains chargeable in full.

2. Regular Bookings

Customers are responsible for checking their own booking schedule and ensuring that all dates, times and facilities booked are correct.

If you do not require a particular booking, you must provide at least 14 clear days’ notice to cancel it.

This applies to all bookings, including those falling during school holidays, half terms, Christmas, Easter, summer holidays, bank holidays, religious festivals, personal holidays, tournaments, periods of reduced participant numbers or temporary breaks in your activities.

NXT Level is not responsible for identifying dates on which you may not wish to attend. Unless cancelled in accordance with this policy, your booking remains active and chargeable.

Where less than 14 clear days’ notice is provided, the booking remains chargeable in full, because NXT Level will have reserved the Facility, staffing and operational capacity for you.

3. Changes and Reductions to Bookings

A request to move a booking to another date, change to a different Facility, reduce its duration or remove part of a recurring booking will be treated as a cancellation of the original booking and the creation of a new booking.

The 14-day cancellation period therefore also applies to reductions and amendments.

Where a change is requested with less than 14 clear days’ notice, the original booking remains chargeable in full, even if NXT Level is able to accommodate an alternative booking.

Additional bookings or extensions may be accepted subject to availability.

4. One-Off Bookings

One-off bookings are also subject to the 14-day cancellation period, unless alternative cancellation terms have been expressly agreed in writing when the booking is confirmed.

Where at least 14 clear days’ notice is provided, any refund due will be processed in accordance with the agreed booking terms.

Where less than 14 clear days’ notice is provided, the booking remains chargeable in full.

Where a non-refundable booking deposit has been expressly agreed at the time of booking, that deposit will remain non-refundable in accordance with the agreed booking terms.

Ending an event or booking early does not entitle the Customer to a refund for the unused time.

5. Camp Bookings

Due to the duration and operational requirements associated with camp bookings, the following cancellation terms apply:

• More than four weeks before the start date: any agreed booking deposit will be retained.

• Between two and four weeks before the start date: 50% of the total booking cost, together with any agreed booking deposit, will be retained.

• Two weeks or less before the start date: the full booking cost remains payable.

Any alternative cancellation arrangements specifically agreed in writing for an individual camp will take precedence over this section.

6. Customer Responsibility for Booking Times

Customers must book the actual time they require.

For example, if your booking is from 18:00 to 19:00, your right of access begins at 18:00. If you require access from 17:45 for setup, registration, changing, participant arrival or any other reason, your booking must begin at 17:45.

Customers and their Attendees have no automatic right to enter the site before their confirmed booking time or remain onsite after it.

Where your booking is the first booking onsite, NXT Level staff will ordinarily be scheduled to arrive up to 15 minutes before the first booking to open and prepare the site. This does not provide Customers or Attendees with a right to access the site before their confirmed booking time.

If additional time is required, it must be booked in advance and is subject to availability.

Customers may only use the specific Facility they have booked. The fact that another Facility appears vacant does not provide permission to use it. Unauthorised use of a different or additional Facility may result in the applicable hire charge being added to your account.

7. Invoices, Payment and Late Payment Fees

Recurring monthly invoices will normally be generated around the middle of each month for bookings taking place during the following month and must be paid in full by the 1st of the relevant booking month, unless otherwise agreed in writing.

The invoice date or payment date does not replace the 14-day cancellation requirement.

For example, if a booking is due to take place within the next 14 days, it may already fall within the chargeable cancellation period, regardless of whether the relevant monthly invoice has yet been paid.

Failure to pay an invoice does not constitute cancellation of the bookings included on that invoice.

Invoices not paid within 7 days of the due date will incur a late payment administration fee, charged once per overdue invoice:

• Invoices under £100: £25

• Invoices of £100 or more: £50

Where payments become overdue, NXT Level may suspend future bookings or refuse access to NXT Level managed Facilities until all outstanding amounts, including any late payment fees, have been paid in full.

Suspension of access due to non-payment does not remove liability for bookings or other amounts already due.

8. Cancellation by NXT Level or the School

NXT Level manages Facilities within operational schools and educational establishments. Schools may occasionally require Facilities for examinations, school events, maintenance, safeguarding, security, emergencies or other operational requirements.

We understand the disruption that cancellations can cause and will always aim to provide as much notice as reasonably practicable.

Where possible, NXT Level will seek to provide a suitable alternative Facility, date or time before cancelling a booking entirely.

Where NXT Level or the School cancels a booking and a reasonable alternative cannot be provided, the Customer will not be charged for the affected booking. Any amount already paid for that booking will normally be credited to the Customer’s account or refunded as appropriate.

9. Outdoor Facilities and Weather

NXT Level or the School may close or restrict the use of outdoor Facilities where weather, ground conditions, maintenance requirements, safety considerations or the risk of damage make use inappropriate.

Customers must not use a pitch or outdoor Facility after being informed that it has been closed.

Where NXT Level cancels an outdoor booking because the Facility is not reasonably usable, NXT Level will determine whether a suitable alternative, credit or refund can be provided in accordance with the booking circumstances.

A Customer choosing not to attend because of the weather does not constitute cancellation by NXT Level. Unless NXT Level or the School has confirmed that the Facility is closed or the booking is cancelled, the booking remains active and chargeable in full.

10. Re-Letting Cancelled Bookings

If a booking is cancelled with less than 14 clear days’ notice, NXT Level may try to offer the space to other customers. Whether a space is re-let is entirely at NXT Level’s discretion.

The fact that a cancelled slot is later booked by another customer does not entitle the original customer to a refund, credit or reduction. Re-letting a space at short notice takes additional staff time and administration, and the original booking remains chargeable in full.

NXT Level is under no obligation to re-let a cancelled booking, or to offer the original customer an alternative date, time or Facility.

11. Consumer Rights

Nothing in this Cancellation Policy or the NXT Level Facility Hire Terms and Conditions affects any statutory rights which cannot lawfully be excluded or restricted.

Where applicable consumer law applies, cancellation charges will be applied consistently with those statutory rights and will not exceed an amount NXT Level is legally entitled to recover.

12. Contact Us

If you need to cancel, amend or discuss a booking, you must let NXT Level know as soon as possible by emailing bookings@nxtlevelsportsed.co.uk or by calling our bookings line on 020 3011 3530 and selecting option 1 to be put through to the Bookings Team.

Our Bookings Team is available Monday to Friday, 9:30am to 2:30pm.

Cancellation requests are not confirmed until they have been received and acknowledged by a member of the NXT Level team.

For urgent operational or access issues on the day of your booking, please call 020 3011 3530.

This Cancellation Policy should be read alongside the NXT Level Facility Hire Terms and Conditions. Where specific alternative cancellation arrangements have been expressly agreed in writing for a particular booking, those agreed arrangements will apply.