Standard Booking Contract Terms and Conditions
Customer First Venue Services 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 account.
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 their loss.
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
2.5 Any increase in numbers over and above the events minimum agreed number will become contractual 7 days before the date of the event and in the event of a cancellation, postponement or reduction in these numbers will be charged as per the above cancellation charges.
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.
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 was due.
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. Charges will be as follows:
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
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.
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 without thestudio prior written consent, which will incur a charge.
6.7 Not affix any material or any kind to any floors, walls, or cellings, without prior written consent from thestudio.
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.
6.13 To comply with health and safety and emergency evacuation regulations thestudio Manchester has an overall maximum capacity which cannot be exceeded. For the purpose of any booking in at thestudio Manchester we will base the anticipated numbers for your event on the numbers provided at the time of confirmation. If you feel there is likely to be a significant difference, then we ask that you please advise us immediately. We reserve the right to refuse an increase in numbers should the overall capacity of the venue be exceeded.
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 circumstance.
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 you.
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 Negligence).
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 event.
15.3 thestudio do not hereby exclude or restrict their liability in respect of death or personal injury resulting from their negligence.
15.4 Neither party shall 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.
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 event.
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 We will endeavour to meet our client’s dietary requirements, should you have a guest attending with a food allergy, it is the bookers responsibility to inform thestudio 48 hours in advance of the event to allow us to cater for that individual.
20.2 If a dietary requirement is not pre-booked or requested on the day, we will make every effort to cater for your guest, 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 some allergies a separate plate of food will be prepared and identified to the client with the individual requirement catered for.
20.4 In the case of very severe allergies we will make an exception that a guest can bring their own food into our venues for their consumption, we request the booker informs us 48 hours in advance.
20.5 Our catering team make every effort to identify allergens used as a deliberate ingredient and prevent contact contamination throughout our food production. However due to the possible risk of cross-contamination in our kitchen and public areas, we cannot guarantee that food prepared here does not contain allergens other than those intended.
20.6 Our buffets are labelled with main allergens and indicate if they are suitable for a meat free, gluten free or diary free diet
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 discretion.
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)
23. Force Majeure
23.1 In the event of a force majeure incident that prevents the venue from operating, neither party will be liable to the other for failure to fulfil its duties as outlined in this agreement. For the avoidance of doubt a force majeure incident would be defined as fire, flood, strikes, the passing of acts of government, declared or undeclared war or threat of war or other hostilities, acts of terrorism or a declared pandemic directly affecting the country in which the venue is located.
23.2 In such instances the venue would make every reasonable endeavour to source an alternate venue for the event or reschedule the event to a future agreeable date at no further cost to the client.
23.3 In the event that an alternate venue cannot be found and/or the event cannot be rescheduled any prepayment, whether it be as a deposit or in full will be, depending on the client’s preference, either:
- i) held on account to be used towards a suitable alternate event
- ii) refunded in full
24. Privacy Notice
24.1 During the normal course of business we will collect personal data provided to us by you
24.2 Our lawful basis for collecting data include, legitimate interest, consent, legal or contractual
24.3 We collect data, when you enquire with us, when you fill in any of our forms, google analytics track our website, when you engage with us on social media, at our venues on CCTV, if you deal with a 3rd party to book with us, for example an event finding agency
24.4 The data we collect includes but is not limited to, your name, phone number, email address, business address.
24.5 We use your data to process any events you have with us, to respond to feedback or enquiries, to protect our business from fraud and crime, to process payments.
24.6 We keep your personal data for as long as necessary for the purpose it was collected, or for as long as we need to, to comply with the law
24.7 We share your data with some 3rd party suppliers in order to process and service your event. The data is not held by them, it is held on Customer First Venue Services Limited systems. They are contractually obliged to keep your data safe.
24.8 You have the following rights over your personal data: to view the data, to correct anything that may be wrong, to withdraw consent for marketing, to have your data deleted. Our legal and contractual obligations may prevent us from this in some circumstances. If we cannot action your request for any reason we will let you know why.
24.9 With your consent we may send you details of special offers and events. We will only send you marketing information if you have opted-in. You are free to opt out at any time.
24.10 For further information please see our privacy notice
24.11 You can contact us here