Tennis Ball Machine Usage Policy

1. Purpose

The club ball machine (machine) is available for members to support individual practice and player development. This policy sets out the procedures and conditions for safe use, booking, and care of the equipment.

2. Eligibility to use the ball machine

The ball machine may only be used by:

  • Current club members who are listed as approved ball machine users, or

  • Club registered coaches.

Members who are listed as approved ball machine users are members who have completed the ball machine induction session and their membership will be updated to show this ‘role’ in ClubSpark to enable bookings. Members who have not completed the induction may not operate the machine.

Junior members under 16 years of age may only use the machine under the supervision of an adult who is an approved ball machine user.

The club reserves the right to withdraw access if the machine is used improperly or if this policy is not followed.

3. Booking the machine

The machine may only be used when booked. The machine can be booked through the club booking system (Clubspark) once the training has been completed and member ‘role’ updated with ‘Ball Machine User’.

Procedure for booking

To book the machine a player must: A) reserve the machine through ClubSpark by booking ‘Ball Machine’, AND B) booking a free court (court 1 or 2) for the same time. Both bookings must be made for the same period to secure the machine booking.

We advise that players booking the ball machine book court 2 if available to prevent the need for other members to cross the path of the machine to access their court booking - though court 2 is not mandatory.

Time limits and restrictions

The maximum booking duration is 60 minutes. There must be a 60 minute gap between bookings to allow time for machine charging, so please be aware of this when booking and check previous booking periods.

The 60 minutes booking slot includes time for set up and take down. Members should factor 5 minutes before and 5 minutes at the end of their session for this - leaving 50 minutes for usage. Members should factor this into their plans for the session.

Bookings are subject to availability and may be adjusted by the club if charging time is required or paused due to maintenance.

Fees

A rental fee of £3.50 per hour applies. Payment will be taken at time of booking through the club booking system.

Refunds are available only for cancellations made over 1 hour prior to the booked period, in line with existing club court booking policy. 

4. Access and storage

The machine is stored in the [coaching cupboard/club house].

Approved ball machine users will be given the combination lock code for the [coaching cupboard/machine tether] when they [complete the ball machine induction session/each month/at time of booking]. This code must not be shared with non-approved members.

Starting the session

Before starting a session, members must carry out a brief inspection to confirm the machine is in good working condition - the pre-use equipment check. 

Members should check that:

  • The machine shows no visible damage

  • Wheels and casing appear intact

  • The ball hopper and feed area are clear

  • The control panel and switches appear functional

  • The machine balls are present

  • The battery level appears sufficient for the session (above [xx]%)

  • The charger cable is present

If any issue is identified before use, the member must not use the machine and must report the issue immediately by emailing: lanarktennisclub@gmail.com. 

By starting a session, the member confirms that the machine was inspected and found to be in acceptable condition.

Use of machine balls

Only the balls provided with the ball machine may be used.

Members must not place personal tennis balls into the machine as this may damage the feeding mechanism.

All balls must be returned to the hopper before the machine is returned to storage.

Ending the session

At the end of the session, the member must:

  • Switch the machine off

  • Collect and return all balls to the hopper

  • Return the machine to the [cupboard/storage location]

  • Plug the machine battery into the charging dock located in the [kitchen].

If any problems occur during the session, including damage, malfunction, or missing balls, the member must report the issue by email to: lanarktennisclub@gmail.com.

To ensure the machine is ready for the next user:

  • the machine must be switched off after use, and

  • the battery must be plugged into the charging dock in the kitchen before returning it to the [cupboard/storage location].

This applies after every session, regardless of battery level.

5. Safe Operation

Users must:

  • Transport the machine carefully to the court

  • Ensure the machine is positioned safely and aimed toward the opposite side of the court

  • Start with lower feed and speed settings before increasing difficulty

  • Remain present while the machine is operating

The machine must never be left running unattended.


6. Restrictions

The ball machine must not be:

  • Used in wet weather or on overly wet courts.

  • Left unattended while operating.

  • Used with non-machine balls.

  • Removed from club premises.

  • Used on courts that have not been booked.

7. Misuse

Members are responsible for following this policy. The club reserves the right to withdraw access to the machine for any member found to have caused damage as a result of misuse, negligence, or failure to follow this policy.

Any damage or equipment fault must be reported as soon as possible.

8. Suspension of Access

The club also reserves the right to suspend or remove machine privileges for members who:

  • Share access codes.

  • Fail to return or charge the machine.

  • Use the machine unsafely.

  • Cause damage through misuse.

  • Fail to report faults or damage.

END OF POLICY

 
 

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