Community court booking rules template

Six decisions to make first

What the template contains

• Scope, included facilities and eligible users.
• Opening hours, duration, booking window and household or user limits.
• Peak-time allocation and waitlist rules.
• Guests, minors, safety and responsibility during use.
• Cancellations, no-shows and bookings made for third parties.
• Commercial activity, basic care and incident reporting.
• Graduated responses to breaches, always subject to valid approval.
• Approval date, effective date and periodic review.

Adapt it in 20 minutes

Editable template text

Read it here or download it and replace the bracketed fields.

OPERATIONAL TEMPLATE FOR COMMUNITY COURT USE AND BOOKING RULES

Version 1.0 · 20 July 2026

IMPORTANT
This document is an operational starting point, not legal advice. It must be adapted to each community's governing documents, existing resolutions and applicable rules. Every [bracketed] field must be completed before adoption. Validate voting thresholds, authority and possible measures with the property manager or a qualified professional when appropriate.

1. IDENTIFICATION AND SCOPE
Community: [COMMUNITY NAME]
Included facilities: [COURTS OR SPACES]
Responsible body or role: [RESPONSIBLE ROLE]
Single incident channel: [EMAIL, APP OR OTHER CHANNEL]

2. PURPOSE
These rules aim to allocate access clearly, predictably and fairly, reduce unused bookings and support good relations. They do not replace any safety, maintenance or conduct rules applying to the facility.

3. ELIGIBLE USERS
The facilities may be used by: [OWNERS / TENANTS / HOUSEHOLD MEMBERS / OTHERS].
The unit used for booking limits is: [HOUSEHOLD / PERSON / OTHER].
Minors under [AGE] must be accompanied by [RESPONSIBLE PERSON].
The person making the booking is responsible for compliance during the slot.

4. OPENING HOURS AND DURATION
General hours: [DAYS AND TIMES].
Slot duration: [MINUTES].
Buffer between slots, if any: [MINUTES].
Seasonal, holiday, noise or maintenance exceptions: [DETAILS].

5. BOOKING WINDOW AND LIMITS
Maximum advance booking: [HOURS OR DAYS].
Simultaneous active bookings per [UNIT]: [NUMBER].
Maximum weekly bookings per [UNIT]: [NUMBER].
The same rule applies to every equivalent unit.

6. PEAK TIME AND FAIR ALLOCATION
Peak times are: [TIME RANGES].
Specific allocation rule: [LIMIT / ROTATION / DRAW / NONE].
Bookings may not be chained through another account or household to bypass a limit.

7. GUESTS AND THIRD-PARTY BOOKINGS
Guests are: [ALLOWED / NOT ALLOWED].
Maximum guests per slot: [NUMBER].
Accompaniment requirement: [DETAILS].
The booking must be made by the eligible user who will attend or supervise the slot. Fictitious or third-party bookings intended to bypass limits are not allowed.

8. CANCELLATIONS, NO-SHOWS AND WAITLIST
Cancellation without incident is allowed until [TIME] before the slot.
A no-show is recorded when [OBJECTIVE CRITERION].
Response to repeated no-shows: [REMINDER / REVIEW / APPROVED MEASURE].
If a waitlist is used, a released slot is offered by [ORDER AND TIME LIMIT].

9. COMMERCIAL ACTIVITY AND COACHING
Commercial use, paid coaching or transfer to third parties is: [ALLOWED / NOT ALLOWED / SUBJECT TO AUTHORISATION].
Applicable conditions or authorisation: [DETAILS].

10. SAFETY, CARE AND INCIDENTS
Every user must leave the facility in suitable condition, report damage through the designated channel and respect maintenance closures.
Allowed or prohibited equipment: [DETAILS].
Specific safety and access rules: [DETAILS].
For an emergency, use the channel established by the community or emergency services; the ordinary booking channel is not a substitute.

11. DATA AND VISIBILITY
The booking system will display only the information needed to identify and manage a booking.
Administrative access is limited to: [ROLES].
Retention period or criterion: [PERIOD / POLICY].
Sensitive data must not be included in booking titles, notes or messages.

12. BREACHES AND GRADUATED RESPONSE
Facts will be reviewed before any measure is applied, and the affected person will be informed through [CHANNEL].
Agreed sequence: [REMINDER] → [WRITTEN NOTICE] → [REVIEW BY THE AUTHORISED BODY].
Any temporary restriction on booking or use will apply only if validly adopted, proportionate and compatible with applicable rules.

13. EXCEPTIONS AND ACCESSIBILITY
Exceptions may be authorised only by [RESPONSIBLE ROLE] under documented criteria applied to equivalent cases.
Accessibility adjustments or justified needs: [PROCEDURE AND CHANNEL].

14. ADOPTION, COMMUNICATION AND REVIEW
Approving body: [BODY].
Adoption date: [DATE].
Effective date: [DATE].
Communication to eligible users: [EMAIL / NOTICE BOARD / APP / OTHER].
Next review: [DATE OR CRITERION].

VERSION CONTROL
Version: [NUMBER]
Main changes: [SUMMARY]
Role responsible for retaining the adopted version: [RESPONSIBLE ROLE]