Booking confirmation and Payment terms

A booking is considered as confirmed only after we receive a cleared balance of payment. Bookings are subject to our policy on cancellations and refunds, as detailed below.

Booking description

Your booking constitutes of up to three elements: room hire, food and drinks and add-ons, relating to your request(s) during the enquiry process. Provision of food and drinks and add-ons is subject to availability and substitutions may be made due to operational reasons or in the event of unavailability. The room or suite provided for your booking is offered based on your needs and the room or suite may be changed at any time due to operational reasons. The start and end time of your booking are as per the confirmed booking times in your confirmation email and fees are chargeable for the agreed duration of hire.

Set Up and Take Down time

You will be able to access your space 15 minutes prior to your agreed booking time. Clients must include set up and take down/clean up within the hours booked to avoid overtime charges. Any overstays beyond 30 minutes will invoke extra charges automatically at a rate of £100 p.h. + VAT.

Cleaning & leaving the space in reasonable state

Our spaces must be left in a reasonable state at the end of a booking to avoid additional cleaning charges (at our discretion).

Number of Attendees

The maximum number of attendees is to be advised prior to the commencement of bookings. The specified maximum attendees must not be exceeded for security and safety reasons and we reserve the right to refuse entry or terminate a booking if a venue space is at capacity.

Minors

Clients must ensure that all minors under the age of 18 are always accompanied by a chaperone. Minors must have parent's or guardian’s permission to be at our premises, and/or to be photographed or filmed as relevant. No minors are allowed in the venues after 7 p.m.

Use of equipment

If your booking comes with AV, office or other equipment, all such used must be returned promptly at the end of the hire period in the original condition, and the client is liable for repair or replacement cost for any missing or damaged equipment;

Clients may not, without our written consent, remove the equipment from the premises; modify or alter or tamper with the equipment in any way; use the equipment in a manner not recommended by the manufacturer; nor allow the equipment to be used by any untrained or unauthorised personnel;

Any required equipment including add-ons must be requested and added to a booking in advance to ensure availability. We cannot guarantee the availability of any equipment where it has not been specifically requested, confirmed and added to your booking and listed as confirmed in your booking confirmation. email.

Breakages, Losses and Damages

Clients are responsible for any breakages, losses or damages caused to the premises or equipment by the client, or any other person(s) during booking time;

All equipment used is at the risk of the client and we shall not be liable to the client for any loss, damage, expense, or for any consequential loss (including loss of profit) arising out of or in connection with; any damage to or loss of property by the client or third party; any breakdown, stoppage or failure of the facilities/equipment provided by us;

Alterations or an addition to the premises or equipment is not permitted without prior written consent;

Clients must check any equipment provided and must notify us at the time of supply if equipment is damaged or if the condition of the equipment is not acceptable. The client is responsible for any breakages or damage if we were not notified of such at the time of supply.

Booking Changes and Cancellations

Guests may change or cancel their Booking until 7 days before the event start time and will receive a full refund of all charges, less 5% administration fee. Guests may change or cancel their Booking between 7 days and 48 hours before the event start time and receive a 50% refund of all charges, less 5% administration fee. Changes or cancellations submitted less than 48 hours before the event start time are not refundable.

Venue finding service 

When you make a request for a space through the Here Spaces website, you agree to be bound by our venue finding service conditions. All requests for spaces and event types will be considered. Any initial charges or pre-search fees will be disclosed and invoiced for upfront. Any searches which fall out of our scope will be rejected and you will be informed accordingly.

Once Here Spaces has found a space or spaces, or booked an event or events, this/these suggestion(s) will be sent to you for your consideration. You may decide to proceed or not proceed at this time. However, once you have confirmed that you would like to go ahead with the booking, a commission fee of 10% (15% in some circumstances) + VAT becomes due, to be paid following the completion of your booking. This commission covers our work for liaison with you and the venue(s) or event(s). Should your booking fall through following this stage, the commission to us will still be due, except by agreement with Here Spaces. We will endeavour to work on your behalf through the venue finding service and help you book the venue or in some circumstances, book the venue directly for you. Please note that once the initial venue finding is completed and we have presented a venue to you which is confirmed by you, commission is due, whether or not the booking is made through ourselves, directly with the venue or via a third party.

We work with venues and the venue industry to help prevent fraud and ensure that everyone in our business gets their fair share of any deal. By instructing us to conduct venue finding, you agree to these conditions, and any additional conditions imposed by the venue(s) or event(s) organiser(s). In the case of multiple agency involvement, Here Spaces shall be due its standard venue finding service fee of 10% (15% in some circumstances) + VAT, regardless of any other agency(ies) fees or conditions of booking. Here Spaces works with multiple venues and agencies and reserves the right to cancel any booking where these conditions are not honoured. 

Termination

We may terminate any booking or hire contract if the client is found to be in breach of any of the terms and conditions.

Noise

If requested, speakers can be provided and music can be played inside premises at a moderate and reasonable (at our discretion). Noise levels outside the premises must be kept to a reasonable level during bookings. Clients are asked to consider other occupants and our neighbours when using our facilities;

Music must be turned off by 11 p.m. and noise levels must be minimised to a low and reasonable level after this time in order to not disrupt or cause inconvenience to our neighbours.

Security

You are advised that we accept no responsibility for any possessions or items of value brought to or stored in any of our spaces. CCTV is in use for the purpose of public safety, crime prevention, detection and prosecution of offenders.

Variations

These Terms and Conditions are valid at time of booking and are subject to variation. Clients will be notified of any variations prior to booking.

Applicable Law

The laws of the United Kingdom shall govern all agreements. By booking with Here Spaces, you agree to be bound by these conditions.