Policies
Tournament Organiser Terms
These Terms & Conditions apply to all organisers who book and use Smart MBS Arena, Seremban 2 for tournaments, competitions, leagues, football events or other sports-related activities.
1. TOURNAMENT RENTAL RATES
1.1. Tournament rental rates are based on the number of slots booked and the rental rate for each slot.
1.2. The total rental amount depends on the event date, time, duration and number of slots booked.
1.3. All rental rates are based on the current rates set by Smart MBS Arena at the time of booking.
1.4. Any additional facilities, equipment or services requested by the organiser may be charged separately.
2. PITCH RENTAL DISCOUNT
2.1. A 15% discount is given to tournament organisers who book the pitch together with goalposts.
2.2. The 15% discount applies only to the pitch rental fee for tournament bookings between:
8:00 AM to 6:00 PM
2.3. For bookings after 6:00 PM, the normal pitch rental rate will apply and the 15% discount will not be given.
2.4. Pitch-only bookings without goalposts are not eligible for any discount.
3. GOALPOST RENTAL
3.1. Goalpost rental is charged separately based on the size and quantity required by the organiser.
3.2. Goalpost rental is not eligible for any discount, including the 15% pitch rental discount.
3.3. The organiser must confirm the required goalpost size and quantity when making the booking.
4. GOALPOST AVAILABILITY
4.1. Goalpost availability depends on previous bookings and availability on the event date and time.
4.2. Smart MBS Arena does not guarantee the availability of any specific goalpost size or quantity unless it has been booked and confirmed in advance.
4.3. Any additional goalpost request on the event day is subject to availability and management approval.
5. PAYMENT & BOOKING CONFIRMATION
5.1. A booking is only considered confirmed after the required payment has been received by Smart MBS Arena.
5.2. Smart MBS Arena may require either a deposit or full payment, depending on the type, duration and size of the event.
5.3. A quotation, invoice or booking request does not confirm the booking until the required payment has been received.
5.4. The organiser must pay any remaining balance within the payment period given by Smart MBS Arena.
5.5. If payment is not made within the given period, Smart MBS Arena has the right to cancel or release the booking without further notice.
5.6. The organiser must provide proof of payment when requested by the management.
6. CANCELLATION & REFUND POLICY
6.1. Any request to cancel or change the event date must be made in writing to Smart MBS Arena.
6.2. Cancellation or date changes are subject to the cancellation policy and availability of the new date.
6.3. Deposits or payments already made may be non-refundable, depending on the cancellation period.
6.4. Any refund, if approved, will depend on the amount paid, cancellation notice period and costs already incurred by Smart MBS Arena.
6.5. A date change is not automatic and will only be valid after written confirmation from Smart MBS Arena.
6.6. Additional charges may apply if the new date has a different rental rate.
7. EVENT DURATION & OVERTIME
7.1. The organiser may only use the pitch and facilities during the confirmed booking period.
7.2. The booking time must include all tournament activities, including preparation, matches, breaks and clearing of the area.
7.3. Any use of the pitch or facilities beyond the booked time will be considered overtime and may be charged at the applicable rate.
7.4. Overtime use is subject to pitch availability and management approval.
7.5. The organiser is not allowed to continue using the pitch after the booking period without permission.
7.6. The management may require the organiser to leave the pitch and related areas once the booking period has ended.
8. EVENT SETUP & DISMANTLING
8.1. Any setup activities such as tents, tables, chairs, booths, banners, PA systems, electrical cables and other event equipment must be informed to and approved by Smart MBS Arena management.
8.2. Setup and dismantling must be carried out within the time agreed with Smart MBS Arena.
8.3. Setup and dismantling time will be included in the booked period unless additional time has been approved in writing by Smart MBS Arena.
8.4. All event structures, equipment and materials must be removed after the event within the time given by the management.
8.5. Any installation involving the pitch, fence, poles, walls, lights, electrical supply or other Smart MBS Arena facilities requires prior approval.
8.6. The organiser is responsible for ensuring that setup and dismantling activities do not damage the pitch or any Smart MBS Arena facilities.
9. BANNERS, SIGNAGE & ELECTRICAL EQUIPMENT
9.1. No banners, buntings, posters, signs or promotional materials may be displayed in any part of the pitch area without prior approval from Smart MBS Arena management.
9.2. All promotional materials must be installed only at locations approved by Smart MBS Arena.
9.3. Electrical cables or power lines must not extend across or outside the pitch area without prior permission from management.
9.4. The organiser is responsible for ensuring that all cables, extension wires and electrical equipment are safely installed and do not create a safety risk.
10. ORGANISER'S RESPONSIBILITIES
10.1. The organiser is fully responsible for any damage, loss or costs caused by negligence, misuse or actions by the organiser or anyone under the organiser's responsibility.
This includes but is not limited to:
● Pitch;
● Goalposts;
● Sports equipment;
● Smart MBS Arena facilities;
● Fences;
● Lights;
● Toilets;
● Furniture; and
● Other Smart MBS Arena property.
10.2. The organiser must ensure that all players, officials, coaches, managers, volunteers, vendors, spectators and other event participants follow the rules and instructions given by Smart MBS Arena management.
11. TRAFFIC & PARKING MANAGEMENT
11.1. The organiser is responsible for traffic management and control throughout the event.
11.2. The organiser must ensure that players, parents, spectators, officials and visitors follow the designated parking arrangements.
11.3. Improper parking is strictly prohibited, including parking on access roads, emergency routes or areas that may affect safety and operations.
11.4. The organiser must take reasonable steps to control traffic and avoid unnecessary congestion, especially during arrival and departure times.
11.5. If Smart MBS Arena receives complaints from Majlis Bandaraya Seremban (MBS), local authorities or any related party due to poor parking or traffic management during the event, the organiser is responsible for taking the necessary action to resolve the matter.
12. CLEANLINESS & WASTE MANAGEMENT
12.1. The organiser is responsible for keeping the event area clean and organised throughout the event.
12.2. All rubbish must be collected and placed at the designated rubbish collection area provided by Smart MBS Arena.
12.3. The organiser must not leave rubbish, equipment, materials or personal belongings at Smart MBS Arena after the event.
12.4. Additional cleaning charges may be imposed if extra cleaning is required due to the organiser's failure to maintain cleanliness.
13. EVENT EQUIPMENT, DECORATION & ADDITIONAL STRUCTURES
13.1. Any tables, chairs, tents, booths, backdrops, PA systems, generators, promotional equipment or additional structures brought into Smart MBS Arena must be informed to and approved by management.
13.2. The organiser is fully responsible for the safety and condition of all equipment brought by the organiser or third parties.
13.3. Smart MBS Arena is not responsible for any loss or damage to items belonging to the organiser, participants, vendors or third parties.
13.4. Any equipment that may damage the pitch surface, facilities or Smart MBS Arena equipment is not allowed.
14. PROHIBITED ITEMS & ACTIVITIES
For safety, cleanliness and protection of the pitch, the following items and activities are STRICTLY PROHIBITED:
14.1. Smoking or the use of tobacco products in prohibited areas.
14.2. Bringing or using flammable, dangerous or hazardous materials.
14.3. Bringing pets into the pitch or event area. Pets are not allowed, unless special permission is given by management.
14.4. Bringing foldable chairs or any items that may damage the pitch surface or Smart MBS Arena equipment without prior approval.
14.5. Using footwear or equipment that is not suitable for the pitch and may cause damage to the surface.
14.6. Any activity that may endanger players, officials, spectators, staff or Smart MBS Arena facilities.
14.7. Any illegal activity or activity that violates instructions from the authorities.
15. PITCH & FACILITY CONDITION
15.1. The organiser must return the pitch, goalposts, equipment and facilities in the same condition as before use, subject to normal wear and tear from reasonable use.
15.2. Any damage caused by negligence, misuse or actions by the organiser or persons under the organiser's responsibility may be charged to the organiser for repair or replacement.
15.3. Smart MBS Arena management has the right to inspect the pitch and facilities before and after the event.
16. SAFETY & EVENT CONTROL
16.1. The organiser is responsible for the safety of players, officials, spectators, vendors and all persons involved in the event.
16.2. The organiser must provide sufficient event staff or marshals where necessary, depending on the size and type of tournament.
16.3. Emergency access routes and safety areas must remain clear at all times.
16.4. Any accident, injury, damage or serious incident must be reported to Smart MBS Arena management immediately.
17. PARTICIPANTS & THIRD-PARTY RESPONSIBILITY
17.1. The organiser is responsible for the management and conduct of players, teams, coaches, officials, spectators, vendors and other third parties involved in the event.
17.2. The organiser must ensure that all persons under their responsibility are informed of and follow Smart MBS Arena's rules and regulations.
17.3. Any claim, loss or damage caused by the organiser or persons under the organiser's responsibility may be charged to or become the responsibility of the organiser.
18. WEATHER, INTERRUPTION & FORCE MAJEURE
18.1. Smart MBS Arena has the right to delay, stop or change the use of the pitch if weather conditions, pitch conditions, safety concerns, technical problems or other circumstances make the use unsafe or unsuitable.
18.2. The management's decision regarding the safety of pitch use must be followed by the organiser.
18.3. In circumstances beyond the reasonable control of Smart MBS Arena, including extreme weather, natural disasters, government or authority orders, utility interruptions or emergencies, management may take appropriate action.
18.4. Any rescheduling or refund arising from such circumstances will be subject to Smart MBS Arena's decision and applicable policy.
19. MEDIA, PHOTOGRAPHY & PROMOTION
19.1. The organiser must inform Smart MBS Arena if professional photography, commercial filming, media coverage or promotional activities will be carried out at the venue.
19.2. Any promotional materials, backdrops, banners or signage must receive prior approval from management.
19.3. Use of the Smart MBS Arena name, logo or branding for promotional purposes requires prior approval from management.
20. COMPLIANCE WITH RULES
20.1. The organiser must follow all Smart MBS Arena rules, safety guidelines and management instructions.
20.2. Smart MBS Arena management has the right to take action against an organiser who breaches any of these Terms & Conditions.
20.3. Smart MBS Arena may stop the use of the pitch or facilities if there is a serious breach that may affect safety, property or venue operations.
21. MANAGEMENT RIGHTS & CHANGES
21.1. Smart MBS Arena reserves the right to change, add or update rental rates, rules and Terms & Conditions from time to time.
21.2. Any changes will take effect on the date determined by management.
21.3. For matters not specifically covered in these Terms & Conditions, Smart MBS Arena management has the right to make a reasonable decision based on venue safety, operations and the interests of Smart MBS Arena.
22. ACCEPTANCE OF TERMS & CONDITIONS
22.1. By making a booking and/or using the facilities at Smart MBS Arena, the organiser is considered to have read, understood and agreed to all Terms & Conditions stated above.
22.2. The organiser is responsible for informing all players, officials, coaches, managers, vendors, volunteers, spectators and other relevant parties about these rules.
22.3. Failure to comply with these Terms & Conditions may result in action being taken by Smart MBS Arena, including termination of facility use and/or additional charges or compensation, where applicable.