Terms and Conditions of the Venue Hire
1. Definitions
The capitalized words in the Order Form shall have the meanings set opposite them throughout this Agreement. In addition the following definitions apply:
Agreed: agreed in writing
Agreement: the attached Order Form and these Terms and Conditions.
Client: the person signing this contract and entering this hire agreement.
Deposit: a refundable fee, subject to terms of this agreement, of 50% of the Hire Fee to be pre-paid in addition to the Hire Fee to secure the booking.
Hire Fee: the Agreed charge for the duration of hire according to the Access Itinerary.
Notify: provide notice in writing, effective only on actual receipt.
Services: the ancillary services required by the Client for the Event to be provided by Venue pursuant to this Agreement.
Venue: Staffordshire St Studios, 49 Staffordshire Street, London SE15 5TJ. Staffordshire St Studios is a trading name of Staffordshire Street CIC.
2. Eligibility
(a)The Client agrees to provide the Venue with full and accurate particulars of the Event in writing, including timings and any special requests. The Client agrees to notify Venue promptly of any changes no later than five working days prior to the Event.
(b)The Client agrees to ensure all guests vacate the premises used for the Event at the time(s) Agreed with the Venue and in the Access Itinerary.
3. Access
(a) The Client will have access to the Venue for the duration of the hire period according to the Access Itinerary.
(b) If the Client overruns the access itinerary they will be charged at £50 per hour or part thereof.
(c) There will be no access outside of 8am-11pm, without written consent of the Venue.
4. Security & Damage Deposit
(a)On receipt of the Deposit the booking of the Agreed hire period and access itinerary will be confirmed.
(b) The Deposit will be kept for the duration of the hire.
(c)After the hire period the Venue will Notify the Client of any damage during the hire period or of any additional costs for over-run. Any damage caused to any items or property of the Venue will be deducted from the Deposit, which will be reimbursed to the Client, less any charges, within ten working days of the hire period.
5. Payment
(a) The booking will be confirmed with the Client on receipt of the full Deposit.
(b) The Client shall make pre-payment in full of the Hire Fee not less than five working days prior to the commencement of the Hire Period unless Agreed otherwise by Venue along with a 25% refundable damage deposit.
(c) Venue may charge interest on late payments at the base lending rate for the time being of HSBC Bank.
(d) Payment must be made in pounds sterling and may be made by bank transfer only.
(e) Any dispute as to amounts payable does not excuse payment in full of those amounts outstanding that are not in dispute.
(f) All payments must be made payable to:
Hire Fee:
Staffordshire Street CIC
Account Number: 72686430
Sort Code: 40-16-11
Deposit:
Staffordshire Street CIC
Account Number: 62688867
Sort Code: 40-16-11
6. Cancellation by the Client
(a) In the unfortunate circumstances that the Client has to cancel the Event, and the Venue is unable to confirm a replacement booking, the Client will be charged according to the amount of notice given as follows:
∙ more than six months’ notice – no charge.
∙ more than three but less than -six months’ notice – 50% of the Deposit.
∙ more than one but less than three months’ notice – 80% of the Deposit.
∙ one month’s notice or less – 100% of the Deposit.
7. Cancellation by Venue
The Venue reserves the right to terminate this Agreement forthwith by notice in writing to the Client if the Premises or any substantial part is closed due to circumstances beyond Venue’s reasonable control or if the Client has failed to make the required prepayment pursuant to Clause 5 above, or if the Event is, in the opinion of the Venue, prejudicial to the reputation of the Venue or the Client has otherwise failed in any material respect to comply with the terms of this Agreement. If the Venue terminates the Agreement in any such circumstances the Venue will refund any amounts paid by the Client in advance to the Venue but will otherwise have no further liability to the Client.
8. Services
(a) Wifi is available at the venue. The details of which will be provided on commencement of the hire period.
(b)The Client is permitted to use the sink upstairs for access to water. This facility is not open to guests at the event.
(c) The Client is permitted to use all agreed access points for power for reasonable use of electricity. Any use of power deemed by the Venue to be an unreasonable amount will be charged accordingly.
(d) The Client is permitted to use the fluorescent tube lighting, spot lighting or install their own lighting.
(e) The Client is permitted to use the spaces available either side of the back wall in the gallery as storage during the hire period provided they do not restrict access to services and exits.
(f) Deliveries and collections for the event must be arranged to arrive during the hire period and managed by the Client.
(g)A standard cleaning fee is included in the hire fee.
9.Conduct
(a) The Client shall be responsible for any loss of, or damage to, Venue’s property including buildings, fixtures, fittings, furnishings and equipment caused by the Client or any of the Client’s contractors, employees, agents or guests.
(b) The Client must Notify Venue of any installation that may come in contact with the fabric of the premises to acquire consent.
(c) When and where deemed appropriate and necessary the Client will cover the floor of the premises with appropriate material to protect from dirt or damage.
(d) The Client must follow Fire Safety procedures as directed by the Venue staff. All fire exits and safety signs must be left and not blocked.
(e) A member of the Venue’s Staff will be on site or accessible at all times during the hire period incase of emergency and to ensure noise levels and time schedules are kept. Members of the Venue’s staff must always be granted access to the office via the gallery.
(f) The Client is expected to leave the venue as found, if any extra cleaning is required the Client will be subject to the additional charges.
(g) All noise levels need to be kept at a reasonable and respectable level throughout the Hire period.
(h) The Client is responsible for security of its own staff. The Client must outsource security if required.
(i)The Client agrees to ensure that the number of guests does not exceed the capacity of 120 at any one time.
10. Contractors
(a) Should the Client wish to employ the services of any outside contractor the Client must so inform the Venue as soon as practicable. The Venue reserves the right within its sole discretion and without assigning any reason to refuse access to any such contractor.
(b) Installation plans, risk assessments and access times must be approved by the Venue at least two weeks before the Event.
11. Indemnity
(a) The Client will indemnify the Venue against any claims, demands or proceedings brought against the Venue by third parties arising out of or in connection with the Event except to the extent that death or personal injury is caused by the negligent act or omission of the Venue its servants or agents.
(b) The Client will indemnify Venue against any loss, damage or injury resulting from any act or omission of any of its contractors, employees or agents or caused by any equipment supplied by any such contractor.
12. Advertising & Publicity
(a)The Client may use the name “Staffordshire St Studios” for the sole purpose of marketing their event. To indicate where the event is located the Client may use the address as follows ‘Staffordshire St Studios, 49 Staffordshire Street, London SE15 5TJ.’
(b)All promotional material for events must be Agreed by the Venue to ensure the Venue is not misrepresented.
13. Licensing
For licensed activity the Client must Notify Venue for consent.
14. PR, website and social media
The Venue may use the Client’s name in its promotional material, including online and on social media, unless the Client Notifies the Venue prior to the Event. The location can be identified using the address in any publicity.
15. Personal property
The Venue does not accept liability for any personal property or equipment of the Client or the Client’s contractors, agents, guests or invitees.
16. Limitation of liability
The Venue’s maximum liability to the Client in respect of a breach of this Agreement shall be limited to the extent of the total charges that would otherwise have been payable by the Client. Under no circumstances shall the Venue be liable for any consequential losses whatsoever.
17. Law and jurisdiction
This Agreement shall be governed by and construed in accordance with the laws of, and the parties hereby submit to the exclusive jurisdiction of the courts of, England and Wales.
