Studio & Treatment Room Hire
Hirers are asked to respect our premises and understand that they are used by a range of different groups.
1. DEFINITIONS & INTERPRETATIONS - In these conditions the following expressions shall have the following meaning:
1.1 OSS refers to Open Space Studios
1.2 Studio Manager means the Authorised representative for OSS
1.3 Hirer means the person who has signed the Booking Form.
1.4 Hired Space means the part of the premises used by the Hirer as specified in the Booking Form.
2. BOOKING FORMS - All applications for the hire of a space at OSS must be made in writing on the prescribed BOOKING FORM OR BOOKING LINK. It shall be the responsibility of the person named on the booking form to ensure that the conditions hereunder are adhered to be all persons making use of the premises under the terms of hire. Any notice, demand or request by OSS to the Hirer shall be sent by email, addressed to the Hirer and shall be deemed to have been received.
3. GENERAL - OSS Manager reserves the right to refuse any application to hire space without stating reasons for doing so.
3.1 PARKING – OSS has 2 parking spaces available for the sole use of teachers and studio staff ONLY. At no time must the hirer allow their class attendees to use these private parking spaces. If OSS becomes aware of the possible breach of this Term and Condition, with or without physical proof, OSS reserves the right to cancel any future use by said Hirer and any fees paid in advance for that calendar month will be forfeited.
3.2 PARKING AVAILABILITY – OSS does not offer the studio hire on condition of parking spaces being available. These spaces may or may not be available to teachers, but where possible we will try and have 2 spaces available, one for the class teacher in session and one for the class teacher directly after. Please do not assume these will always be free. There is metered street parking available to all.
3.3 PARKING FOR STUDENTS -
We have 2 spaces available to rent on Your Parking Space, if these spaces are already reserved, then there is metered parking in the area.
3.4 DRIVEWAY SECURITY - It is mandatory for you to lock the gate on entry and exit of the studio driveway. If you have external teachers using the studio to host your classes, you MUST make them aware of this change. Hires who forget to lock up and secure the area more than once in a calendar month, will have their hire agreement cancelled and all classes removed from our studio schedule with immediate effect, with no refunds in this instance.
4. PRICES & CANCELLATIONS -
Open Space Studios is hired by the hour at £24.00p/hr.
Discounted rates for:
4-hours - 3 hours full price and 4th hour half price - £84.00
8-hours - 7 hours full price and 8th hour free - £168.00
These fees are subject to revision from time to time as OSS sees fit.
Further charges may be levied if additional costs are incurred by the hiring of the space.
4.1 Payment is due in full before your booking begins unless you have a special arrangement with Open Space Studios.
4.2 New customers will be asked to pay in full when booking with a 50% non-refundable deposit in order to secure the space
4.3 Regular Hires: If you cancel or change your booking less than a week in advance, you will be charged 50% of the rental fee. Please note; we are happy to offer a credit note for another time in this instance.
4.4 All Hires: If you cancel your booking less than 48hrs in advance, you will be charged 100% of the rental.
4.5 You booking is confirmed once we have received payment. If we receive an enquiry for the same date as your hire, and have not received payment, we will contact you via an outstanding reminder invoice emailed through QuickBooks, you’ll have 24 hours to make payment before we accept the new booking and cancel yours. OSS assumes all email correspondence received in this instance.
4.6 Your hire times are as stated in your booking form. You will not be able to access the space before the start time on your booking. If you require setup/close downtime, please book extra time at the start/end of your session. If you overrun, causing another class to start late, you will be charged for the time accordingly.
4.7 With COVID safety measures in place, there is now a 15-minute window between each booking
5. The Studio Manager may suspend or cancel any hiring of premises without stating the reason for doing so. If a hiring is cancelled by OSS any hire fee previously paid for the cancelled hiring shall be reimbursed to the Hirer, unless clause 3.2, 3.4, 27 and or 29 have been breached. Such reimbursement shall be the only liability that OSS shall incur as a result of any cancellation or suspension. Should OSS for any reason beyond its control be unable to fulfil its commitments, it will not be liable for damages or compensation, i.e. Travel costs etc.
6. ROOM RESTRICTIONS - Where the hired space forms only part of the overall Studios, access is strictly restricted to those rooms forming the hired space. The Hirer shall be liable to pay such additional fees as the Studio Manager may prescribe if a different area is used. Access to and use of the hired space shall be strictly restricted to the hired space and to the hours stated in the Hire Agreement, (i.e. the Hirer should not have access prior to or after the stated time) and the Hirer shall be liable to pay such additional fees as the Studio Manager may prescribe if the hired space is used by the Hirer outside the agreed times.
7. BLOCK BOOKINGS - Maximum 8 week block bookings only. Bookings will be reviewed before the end of each term. There shall be no variation to these conditions of hire without the prior agreement of the Studio Manager. There shall be no variation in the conditions of a regular Hire Agreement without the approval of the Studio manager. Failure to comply may incur additional charges.
8. COPYRIGHT - No copyright work shall be performed without the licence of the owner of the copyright and the payment of any appropriate fee. The Hirer shall indemnify OSS against any infringement of copyright which may occur during the hiring.
9. LICENCES - The Hirer shall not use the hired space for any purpose for which a licence is necessary (e.g. sale of alcohol) unless such a licence is in force in respect of the premises. The Hirer shall strictly observe the conditions of any licence granted in respect of the hired space and the Hirer shall be deemed to have notice of any condition attached thereto. The hirer shall be responsible for the observance of all regulations appertaining to the premises stipulated by the City and County Licence Agreement, Licensing Justices & the Fire Authority.
10. PERSONAL SALES - The hired space shall not be used for the sale or display of goods and services, or for any public entertainment, without the prior written approval of OSS.
11. FOOD & DRINK - The Consumption of food and drink is permitted in the waiting areas of OSS. Only water (in a sealable bottle or container) is permitted in any of the studio spaces. If food & drink is required as part of the hire then written permission must be sought from OSS.
12. SMOKING - A no-smoking policy is in force within OSS studios, meeting with current British legislation.
12.1. NAKED FLAMES - no candles or naked flames are allowed in the studio at anytime. Anyone found using naked flames will have their bookings cancelled immediately with no refunds in this instance.
13. VIDEO/FILM/PHOTOGRAPHY - Hirers may not make television, film or radio recordings or take photographs on the premises without prior written approval from OSS. Film & TV Production rates are available on request. Hirers shall not show films, videos or perform plays without the prior written approval of OSS.
For any professional filming or photography work, we require that the studio name, address and logo is included in the credits of said film.
We reserve the right to use any images taken in the studio for marketing purposes.
14. INSURANCE - The Hirer must ensure they have public liability insurance, including any teachers they send to OSS studios. You must produce proof upon request. The Hirer may be asked to submit a Risk Assessment at the discretion of OSS.
15. HEALTH & SAFETY - The Hirer is responsible for the Health and Safety of all persons using the hired space. The Hirer must therefore ensure, prior to the hiring that the hired space and all access and egress thereto is suitable for the proposed use by the Hirer and are safe for persons using the premises. The Hirer must, prior to the hiring, be fully aware of the fire precautions procedure in existence for the hired space, including identifying the fire doors and emergency means of escape from the premises. It is the hirer's responsibility to record members present at the Hirers booking. This process will enable accountability for all members of the hired booking in the event of an emergency evacuation.
16. CHILDREN - OSS accepts no responsibility for children on its premises, any children permitted to enter the building in connection with a room hire must be accompanied by a responsible chaperone to the drop off front door ONLY. With social distancing in place, we have no room for observers.
16.1 No spectators/parents in the building (we have no space to accommodate them), drop off at the front door - Hirer staff will need to be present to guide children safely into the studio and ensuring washing/sanitising of hands on entry
17. STUDIO EQUIPMENT - The hire of premises can include the use of OSS equipment within the premises including music system/s. No such equipment shall be hired out without the written approval of the Studio manager who may specify conditions and charge such fees in respect of such use as she/he sees fit.
18. PERSONAL EQUIPMENT - No bolts, nails, tacks pins or other like objects shall be driven into any part of the hired premises nor shall any placards or other articles be affixed thereto. Any exhibits used must be free-standing and not attached to any part of the building or furnishings by any means unless permission is given by the studio manager. The Hirer shall ensure that all scenery draperies used in OSS Studios are treated with a fire-resisting solution that will not constitute a fire risk to the Centre.
19. ELECTRICAL EQUIPMENT - no portable electrical equipment may be used in the studio without written permission of the studio management.
20. HIRED EQUIPMENT - Equipment, if available, may be hired from OSS for the advertised fee. The arrangements of chairs, tables and the setting up of equipment will be discussed with the Hirer and every effort will be made to recognise the Hirers requirements. Unless a particular room setting is specified, the room will be prepared in the usual way for a similar function. It may not be possible to reset the room or make major changes at short notice.
21. DAMAGES - The Hirer shall be liable for all damage howsoever and by whomever caused to the premises arising out of the hiring and shall indemnify OSS against all loss, damage and expense, whether direct or indirect, arising there from unless due solely and directly to the negligence of OSS. Any damage caused shall be reported to OSS as soon as possible.
21.1 The Hirer shall be liable for and shall indemnify OSS against any expenses, liability, loss, claim or proceedings whatsoever arising under statute or of common law in respects of personal injury to or death of any person whomsoever or damage to any property real or personal arising directly or indirectly from the hire of the space at OSS.
21.2 The Hirer is required to be insured against its legal liabilities to third parties, for both personal injury and property damage, including damage to the occupied space. Such insurance should be effected with a reputable Insurance Company and have a limit of indemnity of at least £l, 000,000 for any accident. When so required the Hirer must furnish evidence that such insurance is in force and produce the Insurance Policy. The Hirer, during the period of the hire, shall take all reasonable steps to ensure that no noise nuisance is created, respecting other users of OSS Studios and surrounding business’ and private residences.
22. PERSONAL LOSS / DAMAGES - OSS will not under any circumstances accept responsibility or liability in respect of any damage to or loss of any goods, articles or property of any kind brought into or left at the premises either by the Hirer for his/her purpose or by any other persons or left or deposited with any Officer or employee of OSS.
24. ENTRY TO BUILDING - If the Hirer is provided with an entry code, key or other pieces of information as part of our internal security procedures you must treat such information and property as confidential and you must not disclose it to any third party.
25. CLEANLINESS - The Hirer shall at the expiration of the hire, leave the premises in a clean and orderly state. The disposal of refuse bags containing function waste is the responsibility of the Hirer. If the Hirer fails to leave the area clean and tidy after use, the cost of additional cleaning will be charged to the Hirer.
25.1 COVID-19 cleanliness - the entering teacher is to sanitise studio and entranceway touch points for safe entry of your attendees and the exiting teacher to make sure the studio and entranceway, toilets are left in a clean and orderly state. Sanitiser and cleaning products are available for your use in the changing room cleaning cupboard.
27. SUBLETTING - The hirer shall not sublet or assign the hired space or any part thereof. Should she/he do or attempt to so do the Hire Agreement shall be cancelled and all fees paid forfeited. This agreement may be determined at any time by either party giving to the other notice which is in all circumstances of reasonable length of time. There is no need for either party to give reasons for terminating the agreement and in the event of terminating the agreement all fees paid shall be forfeited.
28. FOOTWEAR – The hirer agrees to only use the Studio in suitable footwear - this must be either; Indoor court trainers, ballet shoes or barefoot. No outdoor footwear or dance shoes that may damage the floor (ie. Tap shoes) may be worn.
28.1 Resin/Rosin MUST NOT be used in the studio - if we find a hirer has used it during their hire time, you will be charged a fee for the floor to be deep-cleaned and any future bookings will be cancelled with no refunds or credits in this instance.
29. ANIMALS – At absolutely no time may any animals be allowed in the studio. If the Hirer, or a student of the Hirer brings an animal to class, they must not be allowed to enter any part of the studio, or be tied up outside the studio. If OSS becomes aware of the possible breach of this Term and Condition, with or without physical proof, OSS reserves the right to cancel any future use by said Hirer and any fees that were paid in advance for that calendar month will be forfeited.
