FAQs

General

Where can I find the Club's policies and procedures?

The Club is registered with the LTA which means it has policies and procedures in place so that it provides the righ environment to ensure the welfare of members and encourage everyone to enjoy sport and stay involved through their lives. The policies and procedures for members to view are here.



What are the Club's Rules?

The Club's rules are published here.



Who runs the Tennis club?

The Hartswood Committee run the club on a voluntary basis for the benefit of the members. You can see a list of the the current members of the Committee and what their job descriptions on the Club Officers page here.



How can I help out at the tennis club?

As a voluntary organisation the Club is always grateful for any offers of help. If you are interested in serving on the Committee or helping out in some other way then please approach a Committee Member.



Does the Club have any social events?

Periodically the club committee organises social events, such as Barbeques, Wine tastings and the annual Christmas party. As this is a volunteer run club, we gratefully receive offers of help in organsiing these events, selling tickets and helping out with the food.



How does the Club communicate with members?

When you join you will be added the Club's Google Group email distribution list. We use this for sending messages on an occasional basis to inform members of news, events and also maintenance work that may affect court availability. Make sure your email is set up to allow emails from hartswoodmembers@googlegroups.com and not send them to your spam or junk folder. How can I submit a suggestion or feedback? You can send us ideas via our feedback form. It's helpful if you leave your name and email so a response can be sent to you but you can leave a message anonymously if you prefer.



How can I submit a suggestion or feedback?

You can send us ideas via our feedback form. It's helpful if you leave your name and email so a response can be sent to you but you can leave a message anonymously if you prefer.



Facilities

What is the Court Surface?

Six all weather courts, newly resurfaced with PKK heavy duty cushioned matting system that has an acrylic textured coat finish. PKK gives a faster more competitive game and is classed as an ITF category 4 medium - fast pace play. It offers excellent slip resistance and grip underfoot, but also gives more energy back to the body through the patented acrylic matting. Excellent for all standard of players.



What facillties are available in the Clubhouse?

A small bar area, where you can buy drinks and pay by cash or card, can be opened up for you by a committee member.



When are courts available to play?

Courts are available to book online 365 days of the year from 8 am to 9.30pm. Some courts will be blocked out for pre-organised activities such as group coaching, matches and junior squads.



How much does it cost to book a court?

Booking courts is free to members. The only cost is for floodlights and you have to bring your own tennis balls.



How do I operate the floodlights?

How to use the floodlights is fully described here. How do I buy floodlight tokens? Members can purchase floodlight tokens from the token dispenser which is in an outside cabinet to the right to the clubhouse doors. The dispenser accepts £5, £10 and £20 notes and does NOT give change. For more details see the How to Use the Floodlights page of this web site. Where can I buy balls? Balls can be bought from a Committee Member during Club Tennis sessions. What facilities are available when the clubhouse is locked As the club is run by volunteers and the clubhouse might be locked during the day. It is open during Club Tennis sessions and on weekday evenings when coaching or matches are taking place. The clubhouse has an outside toilet facility just on the right as you come in the entrance gate. A first aid kit is kept in this facility. The control box for the floodlights is on the outside wall of the club and can hence be used when the clubhouse is locked.



How do I buy floodlight tokens?

Members can purchase floodlight tokens from the token dispenser which is in an outside cabinet to the right to the clubhouse doors. The dispenser accepts £5, £10 and £20 notes and does NOT give change. For more details see the How to Use the Floodlights page of this web site. Where can I buy balls? Balls can be bought from a Committee Member during Club Tennis sessions. What facilities are available when the clubhouse is locked As the club is run by volunteers and the clubhouse might be locked during the day. It is open during Club Tennis sessions and on weekday evenings when coaching or matches are taking place. The clubhouse has an outside toilet facility just on the right as you come in the entrance gate. A first aid kit is kept in this facility. The control box for the floodlights is on the outside wall of the club and can hence be used when the clubhouse is locked.



Where can I buy balls?

Balls can be bought from the club house via Committee Member during Club Tennis sessions. What facilities are available when the clubhouse is locked As the club is run by volunteers and the clubhouse might be locked during the day. It is open during Club Tennis sessions and on weekday evenings when coaching or matches are taking place. The clubhouse has an outside toilet facility just on the right as you come in the entrance gate. A first aid kit is kept in this facility. The control box for the floodlights is on the outside wall of the club and can hence be used when the clubhouse is locked.



What facilities are available when the clubhouse is locked?

As the club is run by volunteers and the clubhouse might be locked during the day. It is open during Club Tennis sessions and on weekday evenings when coaching or matches are taking place. The clubhouse has an outside toilet facility just on the right as you come in the entrance gate. A first aid kit is kept in this facility. The control box for the floodlights is on the outside wall of the club and can hence be used when the clubhouse is locked.



Membership

Who can be a member?

Anyone can join the Club provided they agree to abide by the Club's Rules & Regulations and the LTA's Code of Conduct.



Do you operate a 'pay and play' scheme for non-members?

Hartswood is a private members only club so only members and their paying guests can use the club.



It is possible to hire the courts and/or clubhouse for a private event?

The terms of our lease prohibit the Club from hiring out its facilities.



My child is a member, can I have a hit with them?

We encourage parents to come to watch and support their children as much as possible and you are always welcome in the clubhouse and on the terrace. However, to go on court with your child you need pay the guest fee and abide but the restrictions on how many times a guest can play. See the rules on guests.



Can I pay electronically or by Direct Debit?

Yes. We can collect your annual membership payment by Direct Debit. Details on how to set this up will be sent to you after you have completed our online New Member Application Form.



Can I pay by monthly Direct Debit?

Membership works on an annual basis, and your shoe tag is valid for the year; therefore we collect a single annual Direct Debit payment to cover the whole period.



Can I pay in instalments?

No, we do not have the systems in place to be able to handle this.



Can I pay by Credit Card?

We regret that we don’t have the ability to support this, and it would be an expensive payment method for the Club. However, you are able to pay easily by Direct Debit.



I'm injured, can I postpone renewing my membership?

No. This would be unfair to people who became injured later in the year. However, see 'Can I freeze membership?'.



I'm away at college most of the year, can I have a reduced fee?

Yes. There is a 50% discount rate for members in the Youth category who attend a college outside the M25. Please contact the Membership Secretary via our contact form to arrange this discount.



I'm a full time student, do I get a discount?

We do not offer a specific discount for students, though the Youth category, which goes up to the age of 26, is considerably less expensive than the full Adult membership. However, if you go to a college outside the M25 and are in the Youth category you can get a 50% discount recognising that you won’t be able to play at the club often during term time.



How does the Family Discount work?

If two adults have a Couple joint membership then they need only pay for the eldest of their children in the Junior membership categories (Junior U16 and Junior 10&U).



What happens if my birthday falls so that I move membership categories during the year?

Use your age as of 1st April at the beginning of the membership year. This defines your membership category for the entire membership year.



Where do I send payment to?

Our preferred method of payment is by direct so payment is made online.



How do I get my shoe tag?

You should have received it in the post along with a letter confirming your membership. If you have not then send an email to the Membership Secretary via our contact form and another one can be sent. Alternatively get it from the Membership Secretary at a weekend club afternoon.



When would I become liable for paying a joining fee again if I lapsed?

11 months after you lapse. See 'My membership has lapsed do I have to pay a joining fee again?'



How does the Senior category work?

Anyone 60 or over on the 1st April of the membership year qualifies for the Senior category.



What happens if I spot a mistake in a payment I made in previous year(s)?

Nothing. The current committee is not responsible for previous committees' actions and events that happened in the past. If you over paid then we can't refund. However, if you underpaid then we won't be asking for payment retrospectively either.



Can I transfer membership from one of my children to another and avoid the joining fee?

No. This would only potentially be relevant for Junior members and they pay no joining fee anyway.



Can I freeze membership?

If you are unable to play for an extended period of time (>11 months) due to long term illness, being posted abroad for work or being pregnant, then yes you can rejoin without having to pay the joining fee again. You must notify the membership secretary and get agreement before freezing your membership in this way. You will not be issued with a shoe tag for the duration of the frozen period but will be included on the club database and mailing lists.



My work will pay for me if the club provides a letter stating its facilities. Will the club provide a letter?

All information about the club can be found on www.hartswoodtennis.co.uk, so your work is able to use this as the source for such information.



Do you offer pro-rata rates for the end of the year?

Yes. Pro-rata membership rates are available if you join between October and March. You will still pay the full joining fee.



Can I get a pro-rata rate if I know I will only be playing for the start of the year?

No. The months from April-September represent the peak playing period and so this represents good value for money. The pro-rata rate at the end of the year is primarily to reflect that this part of the year is the winter off-peak period.



My membership has lapsed do I have to pay a joining fee again?

If you were a member in the previous membership year (1st April->31st March) but you have lapsed and are now rejoining, you do not need to pay a joining fee again. This effectively gives you a grace period of 11 months of non-membership before you have to pay a joining fee again.



When must I renew my membership by?

The membership year starts on 1 April, and renewal letters are sent out in March. If you are paying by cheque, please ensure you do so promptly so that we can supply you with the correct shoe tag.



I've lost my renewal form, can I get a replacement?

Yes, just contact the Membership Secretary via our contact form and we can supply a duplicate. How do I know my membership payment has been received and processed ok? You will receive a letter plus your shoe tag in the post. Renewals should be processed within one week of us having received your renewal. If you haven't had an email or letter by then please either speak to the Membership Secretary or send a message via our contact form. We're engaged but still have we still have two houses, can we join as a couple? Yes, provided you're living primarily at one address. Use this address on the membership form and, if we need to send you anything, we will use that address. I'm pregnant, can I suspend my membership? Congratulations. Please see 'Can I freeze membership?'. I'm being sent abroad for work, can I suspend my membership? Please see 'Can I freeze membership?'. How often can I bring a guest? Each non-member of the club can play up to five times per membership year as a member's guest and needs to pay the relevant guest fee each time. Can non-members have individual coaching lessons? Yes. We encourage non-members to have coaching to see if they enjoy the game and progress to where they think they would like to be a member of the tennis club. A small LOVEtennis annual coaching fee will need to be paid. For more details see our Coaching page. Can non-members participate in group coaching sessions? Yes. We encourage non-members to have coaching to see if they enjoy the game and progress to where they think they would like to be a member of the tennis club. A small LOVEtennis annual coaching fee will need to be paid. For more details see our Coaching page.



How do I know my membership payment has been received and processed ok?

You will receive a letter plus your shoe tag in the post. Renewals should be processed within one week of us having received your renewal. If you haven't had an email or letter by then please either speak to the Membership Secretary or send a message via our contact form.



We're engaged but still have we still have two houses, can we join as a couple?

Yes, provided you're living primarily at one address. Use this address on the membership form and, if we need to send you anything, we will use that address.



I'm pregnant, can I suspend my membership?

Congratulations. Please see 'Can I freeze membership?'.



I'm being sent abroad for work, can I suspend my membership?

Please see 'Can I freeze membership?'.



How often can I bring a guest?

Each non-member of the club can play up to five times per membership year as a member's guest and needs to pay the relevant guest fee each time.



Can non-members have individual coaching lessons?

Yes. We encourage non-members to have coaching to see if they enjoy the game and progress to where they think they would like to be a member of the tennis club. A small LOVEtennis annual coaching fee will need to be paid. For more details see our Coaching page.



Can non-members participate in group coaching sessions?

Yes. We encourage non-members to have coaching to see if they enjoy the game and progress to where they think they would like to be a member of the tennis club. A small LOVEtennis annual coaching fee will need to be paid. For more details see our Coaching section on home page.



Play & Teams

How are Playing standards defined?

Use these guidelines to help identify your general playing standard and which club organised sessions are suitable for you:
Beginner: You are completely new to the game and are working on the basics of how to hit the ball and rally. Improver: You can rally the ball fairly consistently and are now learning how to volley and serve reliably. Intermediate:You can rally, serve and volley consistently and/or could play for one of the 5 womens teams or 4 men's teams. Players of intermediate standard can participate in Club Tennis sessions regardless of age. Advanced: You play for one the Hartswood 1st teams.



Can I play in Weekend Club Tennis Sessions?

A minimum standard of tennis ability is required for you to participate in teh mix-in Club Tennis sessions. These are held on weekend afternoons, Bank holidays and the 1st & 3rd Wednesdays of each month. This ensures thaat everhing gets a good game during Club tennis. To be eligible to play in these sessions, you will first need to have a hit with one of the coaches who will assess your level. The easiest way to do this is to come to one of our monthly " Welcome to Hartswood' sessions.



I am a Junior, can I play in Club Tennis sessions?

You are more than welcome to play in Club tennis sessions, if you are over 12 years of age and as long as you meet the playing standard as the adults and have come to one of the monthly ' Welcome to Hartswood' sessions.



When Juniors can play at the Club?

Except for Saturday mornings and during Club Tennis sessions, juniors can book courts to play on at any time using the online booking system just as any other member. On Saturday mornings there provisions specifically for juniors and their non-junior friends and family: During term time the courts are exclusively reserved for juniors from 8.30-12.30 every Saturday morning. The front courts will usually be in use for junior group coaching sessions but there will be courts available at the back for juniors to just turn up and play. However, note that you must play with another junior and not an adult as during term this is exclusive junior time at the Club.
Outside of term time from 8.30-12.30 on Saturday mornings the front three courts are available as Junior Family Time for junior members to use, on a pitch up and play basis, with other juniors or their adult friends and family who are also members. We encourage families attending these sessions to mix in as a good way of getting to know other family members. During this time the back three courts are available for non-junior members book and play on.



How do I join a Team?

Approach a team captain for a game to see if your standard is suitable for one of the teams. To play for a team you must have a British Tennis number. You can also express your interest to the Coach at the club.



I am a junior, can I play in one of the Senior Teams?

You are welcome to try out to play for a senior team in the same way as any member. We encourage you to do so, you are the future of the Club and British Tennis and the more real match practice you get the better.



I'm a weekday member, can I join a team?

Team coaching and practice sessions are in the evenings. Matches are also in the evenings or at weekends. As a Weekday member you would not be eligible to play at those times and so to play for a team you would have to change your membership category.



How do I contact someone I have to play a match against?

The web page for any tournament will have a link to the Hartswood 'Contact Initiation System' which you can use to send a request for contact details for any non-junior member of the club.



How can I join the Club's tennis ladder/box league?

Sometimes the Club will be running either a mixed singles box league or ladder. These are open to all members to join, including Juniors. To participate in the box league or ladder you must have a British Tennis number and also an LTA rating. Details can be found on the Tournaments page.



I'm a beginner/improver, how do I get some coaching?

Send a message to the Club's head coach using our contact form under the 'contact us' section and the coach will get back to you with suggestions for either group or individual coaching.



Miscellaneous

What should I do if I have an accident?

A First aid kit is available by the entrance to the kitchen in the clubhouse or, if the clubhouse is locked, then there is also one in the outside toilet. If you have an accident then you should record details of this on an Accident/Incident Report Form. These are available by the first aid boxes. Seal your completed form in one of the envelopes provided and post it into the Club's post box by the entrance gate. For insurance reasons it's important for the Club to have a record of any accidents or incidents.



Can I bring a guest to play at the club?

You can bring guests as often as you like with the proviso that no one guest can play more than three times in any membership year. The current guest fees are displayed by the gate on Court 2 and also on the clubhouse letterbox. Fees should be posted into the Guest Fees letterbox on the clubhouse door. Don't forget to sign your guest in on the sheet in the outside noticeboard to the left of the clubhouse doors. Guests must abide by the LTA Code of Conduct.



Wimbledon Ballot

How do I enter the Club's ballot for Wimbledon tickets?

The Club's Wimbledon ballot generally takes place in late April and full details of how to enter are emailed out to members in March.

To be eligible for the ballot you must meet the following criteria: Be a paid up member of Hartswood Tennis Club Be signed up to British Tennis and have a British Tennis number. If you don't have one apply here, it's free. Have your British Tennis profile on www.lta.org.uk linked to Hartswood. Have indicated in your British Tennis profile that you wish to opt in for the ballot. You will need to be aged 11 or over on the day of the ballot.