The Studio Venue Company Limited trading as thestudio ask clients to be aware that these conditions
shall apply to all contracts for the provision of goods and services to the exclusion of all other terms and
conditions including any which you may purport to apply or which may appear in promotional literature.
All reference in days means calendar days.
1.1 Your booking will remain provisional until a signed copy of the contract has been received.
Please ensure we have all correct details and information for invoice and billing of your event.
1.2 When confirming numbers on the booking form, please ensure that they are realistic in relation
to your event. The delegate numbers for which you contract will be used as the basis for your
final account and will be subject to our cancellation policy as detailed below. If you are uncertain
of the number of guests attending then we would advise you to base your booking on the
minimum number of guests you feel are likely to attend. Certain rooms can only be reserved on
the basis of a minimum number of guests attending, should this be the case we will notify you at
the time of booking. Once your booking is confirmed any further reduction in this number will be
chargeable as per our cancellation terms and may require us to re-allocate your meeting room.
1.3 Should you contract with thestudio be through an agent, the agent acts in that capacity for the
customer, and not thestudio. You therefore accept full responsibility for payment of thestudio
2. Cancellations, postponements and reduction in numbers
2.1 Should you have to cancel, postpone or reduce the numbers for your booking, a charge will be
made, calculated as a percentage of the total booking value, according to the scale below:
Notification Period for Cancellations
From 6 – 3 months to the event 25%
3 months – 6 weeks prior to the event 35%
6 weeks – 28 days prior to the event 65%
28 days – 8 days prior to the event 80%
7 days or less prior to the event 100%
2.2 All cancellations, postponements or reductions in numbers must be confirmed in writing.
2.3 In the event of a cancellation or postponement any additional costs incurred for a particular event,
that otherwise would not have been incurred will be charged, unless thestudio are able to mitigate
2.4 Cancellations by you due to bad weather must be confirmed in writing. If the Studio is open for
business cancellation charges as above will apply. We recommend you take out insurance against
this as per clause 14
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3 Deposits and Payments
3.1 Invoices are issued at the end of the event and sent direct to the invoice contact which will have
been provided in the contract. Invoices being paid by cheque or by bacs transfer will receive 30
days for payment, details stated in clause 4. Invoices that are to be paid by credit card must be
settled on departure or within 48 hours of the end of the event
3.2 thestudio reserves the right to require payment of a deposit at any time prior to the holding of a
function, the amount of which will be determined by thestudio. Should you fail to pay such a
deposit within 7 days of request thestudio may treat the bookings as cancelled by you.
3.3 All deposits are non-refundable
3.4 For larger events thestudio may request that a schedule of payments is made.
3.5 In certain circumstances full payment may be required prior to the event.
3.6 Where full payment is required prior to the event, the amount as invoiced must be received
within 7 days of request.
4.1 Credit facilities with thestudio may be obtained on application to thestudio (subject to the
agreement of thestudio and a credit check). Credit facilities must be agreed at least 2 weeks
prior to the function.
4.2 All accounts incurred against this agreement will be invoiced immediately after the function.
4.3 All invoices are due for payment within 30 days of the date of the invoice unless paying with a
credit card whereby payment terms are 48 hours.
4.4 Any queries raised will not affect the immediate payment of the outstanding balance.
4.5 In the instance that the payments remain outstanding beyond the 30 day payment terms, late
payment charges will be accrued daily as detailed in clause 5.
4.6 In the event of credit being declined or insufficient time being available to process your
application an interim invoice for all known costs will be raised in advance and such invoice must
be paid 30 days prior to the event.
4B: Re-issued invoices
Once a contract has been signed and an invoice raised against that event any request by you to
re-issue the invoice to another person or address other than stated on the contract will incur a 3%
administration charge on the total value of the original invoice. Any other amends requested by
you after the invoice has been raised may also incur a 3% charge. We strongly advise you carefully
check including but not limited to invoice contact, invoice address, payee details and provide any
necessary purchase orders required.
5: Late payment charges
5.1 Our contracted terms of payment are strictly 30 days unless paying with a credit card whereby
payment terms are 48 hours.
5.2 In the event of you using a purchase order system for allocating invoice costs you will need to
arrange these to cover the cost of late payment charges.
5.3 Failure to pay late payment charges for any reason will result in legal recovery action.
5.4 In the event of invoices being outstanding for longer than 60 days, we shall be entitled to cancel
all your outstanding bookings and all outstanding invoices will become immediately due and
5.5 Should you fail to meet these terms the following late payment charges will accrued daily and
charged on a separate invoice that will be sent at the end of each month after the original invoice
5.6 Failure to pay an invoice on time will always result in a late payment charge and as such you
should ensure you can achieve the payment terms prior to signing this contract.
Between 1 and 30 days late £10 per day will be charged regardless of invoice value
Between 31 and 90 days late £20 per day will be charged regardless of invoice value
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For invoices over 90 days late a charge of £30 per day will be made
6. Your Obligations
6.1 You and persons attending your function event shall:
6.2 Not act in any improper or disorderly manner, leaving promptly at the appropriate time, and shall
obey any reasonable request by thestudio employees.
6.3 Not carry out any electrical or other works at the thestudio, including amplification and lighting,
without thestudio prior consent.
6.4 Not bring any dangerous or hazardous items into thestudio and remove any items promptly when
requested by thestudio.
6.5 Comply with liquor licencing and health and safety regulations required by thestudio
6.6 Not consume any food or drink at thestudio not supplied by thestudio or its authorised caterer
without thestudio prior written consent, this will incur a charge.
6.7 Not affix any material or any kind to any floors, walls, or ceilings, without prior written consent
6.8 Not use any naked flames or do any type of cooking within thestudio premises, without prior
written consent from thestudio.
6.9 Any person or item in breach of the above conditions may be refused admission to or removed
from thestudio and the thestudio shall have the right to terminate the contract with immediate
effect. You shall be fully liable for any contracted charges.
6.10 If the hire of a room or suite is for an exhibition, you shall submit plans and schedules of all
materials relating thereto, to the appropriate authorities for the proper consent, with respect to
health and safety and fire regulations as necessary prior to setting up the exhibition.
6.11 If as a company you are providing your own security, it is the responsibility of the organiser to
provide security staff with current licences for the task / duties they are going to perform. The
company should provide thestudio with the names of the guards and the relevant licence number
with relevant licence type ie: Man guarding /Door supervision / CCTV operator, Prior to
commencement of duties on studio company property and a copy of any relevant assignment
instruction for the period of the contract undertaken.
6.12 It is your responsibility to inform us of any person under the age of 18 whom will be attending
your event and to ensure that a parent or adult guardian supervises their conduct whilst in the
studio. We require that all guests behave in a manner that is appropriate for a business centre
and gives consideration to other users of the venue.
7. Damage / Loss / Liability
You are responsible to thestudio for any damage caused to the allocated rooms or the furnishings,
utensil’s and equipment therein or to thestudio generally by an act, default or neglect by you, your
subcontractor, your employee’s or your guests and shall pay to thestudio on demand the amount
required to make good or remedy any such. Thestudio accepts no liability for the loss or damage
to any equipment or personal belongings brought onto the property by you, your guests,
employees or associated third parties.
8 Finishing Times
Functions are required to finish at the time agreed when the booking is made. Extensions to this
time may not be possible unless previously agreed with the thestudio Manager.
9 Price Variations
In the event of circumstances beyond thestudio control (e.g. increases in the standard rate of VAT),
thestudio reserve the right to vary the prices quoted to an extent which reflects such changed
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10 Health and Safety
All clients running or organising a function at thestudio are responsible for, and must ensure
compliance with, Health and Safety and Fire regulations.
11 Clothing and Personal Property
thestudio do not accept responsibility for the property of you or your guests. Cloakrooms are
provided for you and your guests’ convenience but any goods deposited in the cloakrooms or
items left unattended on thestudio premises are deposited at the owner’s risk and without any
liability on the part of thestudio. Insurers can be recommended by thestudio to cover any events
12 Equipment Storage
thestudio will assist you, where reasonably possible, with the storage of equipment, etc. Please
contact us to make arrangements for delivery of any items you may require storing prior to your
event. thestudio does not accept any liability for loss or damage to any item of equipment,
furniture, stock or the like. We request that all property is removed at the end of your event,
however if collection is to be made post event either by the event booker or courier this should be
pre-arranged and agreed with the venue. If collection is not made within 7 days we reserve the
right to dispose of said items.
13 Professional Bodies and Performing Rights
thestudio reserve the right to object to the employment by you and your guests of any
photographer, toastmaster, band, musician or other persons in connection with any function. It
shall be your responsibility to ensure that where applicable, performing rights society forms and
phonographic performance limited forms are completed by the band or musicians employed by
14 Third Party Personal Insurance
You may like to consider taking out an insurance policy to cover cancellation, damage, third party
liability, bad weather and other eventualities beyond your control.
15 General Liability
15.1 thestudio shall not be liable, whether in contract, tort or otherwise for any indirect,
consequential or economic losses or loss of profits howsoever arising (Including
15.2 In no event will thestudio’s liability for any losses or damage in contract or tort (including
negligence) or howsoever otherwise arising, exceed the total amount paid by you for the
15.3 thestudio do not hereby exclude or restrict their liability in respect of death or personal
injury resulting from their negligence.
15.4 thestudio shall not be liable for any breach of the terms and conditions or delay or failure
in providing services as a result of causes beyond our control including but not limited
to fire, floods, strikes, embargoes, delays in transportation, failure of services or inability
to obtain necessary information or regulations from any authority.
This contract shall not be assignable by you but may be assigned by thestudio.
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17 Governing Law
This contract shall be governed by and construed in all respects in accordance with the laws of
England and Scotland
It is thestudio’s aim to provide you with the service you have requested for your function, but in
the unlikely event that thestudio for any reason need to change any aspect of the function they
reserve the right to do so at any time. thestudio will notify you immediately if this happens and
will use their reasonable endeavours to provide alterations to an equal or higher standard.
19 Health and Safety Statement
thestudio Health and Safety Statement and Fire Evacuation procedures are available on request.
It is the booker’s responsibility to make sure the organiser for the day has received a copy of
these policies and is familiar with our procedures to inform their delegates on the day of the
In accordance with our Health and Safety statement and evacuation procedures it is the booker’s
responsibility to inform thestudio in writing of any disabled guests attending their meeting that
may require assistance in an evacuation situation.
20 Allergens and special diets
20.1 thestudio endeavour to meet our clients dietary requirements. Should you have a guest attending
with a food allergy, it is the individuals and the booker’s responsibility to inform thestudio team
48 hours in advance of their needs.
20.2 If a dietary requirement is not pre-booked and requested on the day, our catering team will do
their best to provide a suitable meal, however this will then be subject to a £5 ex vat
supplement, as they would have already been catered for in the pre-booked catering.
20.3 In the case of allergies a separate meal will be prepared and identified to the client as fit for their
individual consumption. thestudio cannot be held responsible for items of food consumed by the
individual that is not directly allocated to them. For example, should a client then eat from a
buffet or refreshment area an item of food they feel is not a risk to them we cannot ensure these
items have not been cross contaminated.
20.4 Our buffets are labelled with main item ingredient and show allergen labelling on the reverse of
the menu cards
21 Training/event rooms and facilities
21.1 Delegate numbers will be taken into consideration when allocating your training/event room.
21.2 Delegate packages are available daily from 0830 until 1800. Special arrangements may be made
for events beginning or ending outside of these hours.
21.3 We reserve the right to change allocated rooms and advertised facilities at our absolute
In the event that you become bankrupt, cease to trade, have a receiver appointed or make any
voluntary arrangement with your creditors, we shall be entitled to immediately terminate this
contract by giving notice in writing to you or your representative(s)