Terms and Conditions

Newark and Sherwood Active Cards are normally FREE OF CHARGE unless damaged by misuse then there will be a replacement charge of 2 pounds for residents and 5 pounds for non residents.


  1. References to Newark & Sherwood District Council also include Southwell Leisure Centre Trust.
  2. The Active Card is at all times the property of Newark & Sherwood District Council and Southwell Leisure Centre Trust and must be surrendered to the organisation on demand.
  3. The Active Card is not transferrable and must be used only by the person for whom it was issued. If transferred it will be forfeited. A PHOTOGRAPH FOR IDENTIFCATION PURPOSES WILL BE REQUIRED.
  4. All changes to personal details must be disclosed to Newark & Sherwood District Council.
  5. Newark & Sherwood District Council reserves the right to refuse to issue or renew an Active Card.
  6. The Active Card must be available for inspection at any time. If it cannot be produced or is in any way not valid, the full price for the activity may be required without the right of refund.
  7. The Active Card photograph must at all times be a true likeness of the holder. In the event of a change in the appearance of the cardholder, the Council reserves the right to request a new photograph or refuse admission.
  8. Any loss of an Active Card shall be reported immediately to Newark & Sherwood District Council.
  9. Any breach of these conditions will render the cardholder liable to forfeiture.
  10. Completion of the Active Card or Membership Application form will be held to constitute acceptance of these conditions including the requirement for a photograph.
  11. Active Card and Membership Application forms will be stored, whether paper based or electronic.
  12. Facilities may be withdrawn or restricted from time to time to perform essential repairs and refurbishment - where possible two weeks' notice will be given. Other facilities in Newark and Sherwood may provide the same or similar facilities.
  13. Sessions may be limited over Christmas and other holiday periods. Please see notices at the time.
  14. All prices are payable in advance and are subject to an annual increase.
  15. To avoid disappointment, please pre-book all applicable sessions. Bookings may be made up to 7 days in advance by quoting your Active Card number. For certain courses/educational and outreach programmes, see information at the time. For cancellations, 24 hours notice must be given for casual bookings and 7 days notice in writing must be given for block bookings. Failure to do so MAY result in the full charge being applicable. See Reception Services for further details.
  16. The minimum age to join ACTIVO (see separate leaflet for further information) is 16 years unless stated otherwise. The minimum age to join XPERIENCE is 3 months. Please note that the minimum age to access the XPERIENCE membership programme including classes, sport and educational programmes will vary and be dependent upon programming.
  17. 8 to 15 year olds who have completed an induction, may only use the Family Zone of the fitness suites during specified periods - contact the Leisure Centre for details. At all other times, 8 - 15 year olds must be accompanied in the Family Zone by a responsible adult aged 16 years or over. In some circumstances, a certificate of competence may be obtained and this will allow 14 and 15 year olds to train in the Family Zone without an adult needing to be present.
  18. Please note under 16s are not permitted to use free weights outside the Family Zone.
  19. Newark & Sherwood District Council reserve the right to refuse entry and/or to withdraw membership at any time.
  20. In the event of a class/session being cancelled or substituted for another class/session, unfortunately no refunds are available.
  21. Newark & Sherwood District Council reserve the right to alter the programme of activities and services at facilities.
  22. Use is subject to bookings and availability.
  23. We reserve the right to change this agreement at any time. Changes will be displayed on the facility/venue notice board.


  • If the card needs to be replaced through normal wear and tear, a replacement card will be issued free of charge.


  1. If applicable all belongings should be kept in the lockers provided. All belongings are left at the customer's own risk. We strongly recommend that no valuables be left in lockers.
  2. Newark & Sherwood District Council accept no responsibility whatsoever for customers' property.


  • You must have an Active Card to access internet bookings.
  • There may be limitations on the number of bookings that can be made per day.
  • The activity/session period includes the setting up and taking down of equipment.
  • Cancellation notice by telephone or online (where the booking has been made online) is required as per clause 16 of the general section of the terms and conditions. Bookings may be made up to 7 days in advance for some activities.
  • The internet booking service does not list all activities available.
  • Not all services are bookable on line.
  • Failure to attend for a pre-booked activity may result in the fee still being charged.


  • Carers of people with registered disabilities who hold an Active Card will be admitted free of charge where this is for the purpose of assisting the disabled person only. Proof of identity may be required. Any other visits will require payment in full.


  • All membership fees are inclusive of Bank Holidays. For Xperience One and Xperience Energy customers, where a lesson or coached activity is missed due to essential maintenance, closures, up-dating services or Bank Holidays at Leisure Centres, customers can access an alternative activity/session during the same week of a Bank Holiday closure. Customers will need to inform Reception Services within 7 days so arrangements can be made with the Instructor on duty. We will aim to accommodate customers wherever possible. Reception Services personnel will allow one additional place on each session on a first come first served basis.


  • It is the responsibility of the applicant to provide suitable evidence of their status in respect of any concessions. Any difficulties obtaining suitable evidence should be taken up with the issuing department of the relevant body.


  • We review all refund requests on a case-by-case basis and reserve the right to refuse any application for any reason which the Council/Trustees shall in their absolute discretion think fit. No refunds for Newark & Sherwood District Council and Southwell Leisure Centre Trust Active Cards will be given.
  • Any refunds over £50 must be authorised by the Facility Manager. Refunds over £300 require the Business Unit approval. This may result in a delay in payment of up to 30 days.
  • Refunds requested after 30 days have lapsed from the activity taking place will not be reimbursed. No refunds will be given in the event of breach of facility rules, regulations or conditions of hire.


All children participating in any activities or courses must abide by the following rules at all times:
  1. NO bullying or fighting
  2. NO foul and abusive language
  3. Always play fair and by the rules
  4. Listen to and follow instructions from staff
  5. Do not leave the activity/workshop areas without permission from a member of staff
  6. Do not wear jewellery or bring mobile telephones/i-pods/i-pads or other expensive equipment
  7. Instructors will ensure that appropriate sports attire is worn at all times
  8. Respect other people, the facilities and the items of equipment


  1. We don't charge customers who fall ill
  2. We don't charge customers who have encountered unforeseen circumstances
  3. We charge customers who do not provide a valid reason for cancellation
  4. We will try and re-let a cancelled place wherever possible
  5. There is a £3 cancellation charge in place for direct debit members
  6. The full price is payable for 'pay and play' members