Terms and Conditions for room hire and additional services

Definitions:

‘No. 4 The Core’ means The Core (Swindon) Ltd whose registered office is 2 Old Bath Road, Newbury, Berkshire RG14 1QL.

‘The Venue’ shall be 1st Floor, No. 4 The Core, 4 Devizes Road, Swindon, SN1 4BJ

‘The Customer’ means the Company, Institution, Organisation or individual on whose behalf this legally binding Contract is made.

‘Charges’ means the amounts payable by the Customer for the hire of a room or rooms, consumables and Audio Visual/Media services as set out in the Agreement between the Customer and No. 4 The Core.

‘The Event’ means the function, conference or special occasion, the date of which has been agreed by the parties and at which No. 4 The Core is engaged to provide the Services.

‘The Caterer’ is No. 4 The Core, or any other caterer who is contracted by No. 4 The Core to provide catering services at the Venue, unless Customer is providing their own catering.

‘Consumables’ means the food, drink, wines and spirits supplied at the Event.

‘Hire Period’ means the period of time to hire room or rooms as agreed between No. 4 The Core and the Customer.

‘Package’ means the combined services supplied by No. 4 The Core to the Customer.

1) ROOM HIRE

1.1 Any rooms or areas of No4 Studios made available to the Customer are by prior agreement and subject to payment of the designated Room Hire Charge or Package.

1.2 Applications for venue hire will only be accepted if the nature of the function is deemed appropriate by No4 Studios and aligns with its ethos. No4 Studios reserves the right to refuse a booking at its sole discretion.

1.3 The Customer shall ensure that the Event and its attendees do not engage in any activity that breaches the law, causes a nuisance, or infringes upon any licence held by No4 Studios.

1.4 No4 Studios reserves the right to exclude or remove any individual from the Event if deemed objectionable, including any person hired by the Customer for entertainment or other duties. The Customer shall be liable for any claims or liabilities arising as a result, except where negligence or bad faith by No4 Studios is proven.

1.5 At the end of the Hire Period, the Customer must remove any items brought into the Venue for the Event and ensure that all rooms used are left clean, undamaged, and free from rubbish.

1.6 If, in the opinion of No4 Studios, the Customer has not complied with clause 5.5, No4 Studios reserves the right to carry out any necessary cleaning or removal at the Customer’s expense.

1.7 No4 Studios reserves the right to turn down or stop entertainment if it is deemed too loud or disruptive to other users of the building.

1.8 No4 Studios reserves the right to withdraw the use of event spaces if the Customer has misrepresented the purpose of the booking. The Customer may not sub-let or further offer for hire any part of the Venue.

2). ATTENDEES

2.1 At the time of booking, the Customer shall provide details of the guaranteed minimum and maximum number of attendees on the front page of these Terms and Conditions.

2.2 The Customer must confirm the expected number of attendees no later than seven working days prior to the Event and final catering numbers (if applicable) no less than five working days prior to the Event. Charges for the Services will be based on the confirmed number or the actual number attending, whichever is greater. If No4 Studios provides the Services for fewer than the guaranteed minimum number, the Customer will still be charged based on the previously advised guaranteed minimum.

2.3 The Customer agrees to commence the Event promptly at the time agreed with No4 Studios and must ensure that all attendees vacate the designated event space by the time stated on the booking form.

2.4 No4 Studios reserves the right to charge additional fees for evening events that overrun at a rate of £100 per hour (or part thereof), plus any applicable taxi fares for staff.

2.5 The Customer must ensure that attendees are ready to be served at the agreed time and that meals are completed within the pre-agreed time period.

2.6 The Customer agrees to reimburse No4 Studios for any additional expenses incurred as a result of the Customer’s failure to meet these obligations, including (but not limited to) additional staff costs.

3). CHARGES

All charges for the Services will be those quoted by No4 Studios at the time of booking, subject to any adjustments in accordance with these Terms and Conditions.

All payments must be made in pounds sterling and are due on the date specified on the invoice.

No4 Studios reserves the right to require a deposit at the time of booking, equal to 20% of the estimated total catering cost and room hire charge (the ‘deposit’). The deposit and room hire charge are non-refundable, and the remaining balance will be payable as specified on the first page of this contract. A booking is not considered confirmed until No4 Studios has received a signed contract along with full payment of the required deposit and room hire charge. Timely payment of all amounts due is essential, and No4 Studios reserves the right to cancel the provision of Services for any Event where payment has not been received by the specified due dates.

No4 Studios reserves the right to apply additional charges for Events that commence earlier or extend beyond the times stated on the first page of this contract (please refer to clause [2(D)] above).

Customers must pay any outstanding balance within 30 days of the invoice date. No4 Studios reserves the right to charge interest on overdue accounts beyond 30 days at a rate of 4% per annum above the Bank of England base rate.

Any queries regarding invoiced amounts must be submitted in writing within seven days of the Event invoice date.

If the Customer fails to make payment of any charges by the due date, No4 Studios, without prejudice to any other rights or remedies available, shall be entitled to cancel the provision of Services and any future bookings without liability. The Customer will remain responsible for any outstanding charges, including any costs incurred in recovering overdue payments.

Payment via BACS is preferred. Payments made by credit card will incur a surcharge of 3% of the total gross amount.

4). CANCELLATION BY NO. 4 THE CORE

No4 Studios reserves the right to cancel the provision of the Services for an Event and immediately terminate this Agreement, along with any rights granted to the Customer, if No4 Studios is required to close due to circumstances beyond its control.

5) CANCELLATION BY THE CUSTOMER

A confirmed booking shall only be deemed cancelled when No4 Studios receives written notification from the Customer.

  1. If the Customer cancels the provision of the Services, the following charges shall apply, in addition to the forfeiture of the Deposit. The Customer shall pay No4 Studios the following amounts in respect of the Services, with credit given for any Deposit already paid:

    Notice of cancellation received:

    • Less than 7 days prior to the Event – 100% of the pre-booked total.

    • Between 8-30 days prior to the Event – 80% of the pre-booked total.

    • Between 31-60 days prior to the Event – 60% of the pre-booked total.

    • Between 61-100 days prior to the Event – 40% of the pre-booked total.

    • Between 101-180 days prior to the Event – 20% of the pre-booked total.

  2. Where a room hire booking is cancelled for any reason:

    a) No4 Studios shall be entitled to retain the Room Hire Charge paid by the Customer.

    b) If the booking is cancelled less than 9 months before the Event and No4 Studios is able to hire all or part of the room(s) for the same period to another Customer, then the amount received from that Customer shall be refunded to the original Customer. However, such a refund shall be limited to a maximum of 50% of the original Room Hire Charge.

6). LIABILITY

Force Majeure:
a. No. 4 Studios shall not be liable to the Customer for any delay or failure in performing its obligations under these Terms and Conditions where such delay or failure arises from causes beyond its reasonable control. These include, but are not limited to, government intervention, industrial action, acts of God, national or local disasters, war, or any event resulting in the full or partial closure of No. 4 The Core to the public.
b. In such circumstances, the charges payable by the Customer may be adjusted fairly and reasonably to reflect any reduction in services provided.

  1. Loss or Damage to Property:
    a. No. 4 Studios accepts no liability for the loss of or damage to any object, equipment, furniture, stock, or other property brought onto the premises by the Customer, their guests, or any third party acting on the Customer’s behalf, unless such loss or damage is the direct result of negligence by No. 4 Studios.
    b. All such property remains under the care and control of the Customer and is brought onto the premises entirely at the Customer’s own risk.

  2. Limitation of Liability:
    a. No. 4 Studios shall not be liable for any consequential loss suffered by the Customer in connection with the provision of services under these Terms and Conditions.
    b. The total liability of No. 4 Studios for any other loss suffered by the Customer shall not exceed the total amount payable by the Customer for the Services.

  3. Customer Liability & Indemnity:
    a. The Customer shall be liable for any loss, damage, personal injury, or death arising from or in connection with the Event, except where such loss, damage, injury, or death is caused by the negligence of No. 4 Studios, its employees, or agents.
    b. The Customer agrees to indemnify No. 4 Studios against any claim made against it in relation to such matters.

  4. Damage to Venue & Property:
    a. The Customer shall be liable for any damage caused to the Venue, including its property, furnishings, paintings, or objects, as a result of any act or omission by the Customer, their sub-contractors, guests, or any third party associated with the Event.
    b. The Customer shall be required to pay the full cost of any repairs, cleaning or replacements demanded by No. 4 Studios to rectify such damage.

7) HEALTH AND SAFETY

  1. Venue Authority & Event Management:
    a. The Customer must follow all instructions issued by No. 4 The Core’s Events Manager (or their nominated deputy) during the event.
    b. No. 4 Studios reserves the right to provide additional security for events exceeding 50 guests, with associated costs chargeable to the Customer.
    c. In the event of a security concern, including but not limited to fire, bomb threats, or disruptive behavior, No. 4 The Core staff on duty shall assume full control, including initiating evacuation procedures if necessary.

  2. Health & Safety Compliance:
    a. The Customer must adhere to all Health & Safety regulations applicable to the Venue.
    b. Any accident, injury, or hazardous incident occurring at the Venue must be reported immediately to No. 4 The Core.
    c. Where an event requires special services (e.g., additional electrical provisions), the Customer must comply with any additional safety measures imposed by No. 4 The Core.
    d. Blocking of access routes is strictly prohibited during delivery, setup, or breakdown of events.

  3. Electrical Equipment & Compliance:
    a. Any electrical equipment brought into the Venue must possess a valid Portable Appliance Test (PAT) Certificate.
    b. The PAT Certificate must be presented to the Events Manager on the day of the event. In the absence of certification:

    • The Customer will be required to use Venue-provided equipment (if available) and will be charged accordingly.

    • No. 4 The Core accepts no responsibility for disruptions caused by the unavailability of compliant equipment.

  4. Prohibited Items & Activities:
    a. The Customer shall not use or permit the use of:

    • Gas-supplied heaters

    • Helium balloons

    • Naked flames

    • Any other potentially hazardous items within the Venue.

8) CCTV Recording & Insurance Compliance

  1. Use of CCTV:
    a. The venue operates a CCTV system for security, safety, and insurance purposes.
    b. CCTV cameras may record video footage in key areas, including but not limited to entry points, common areas, and designated event spaces.

  2. Purpose & Legal Basis:
    a. CCTV footage is recorded to:

    • Ensure the safety and security of all guests, staff, and property.

    • Assist in the prevention, detection, and investigation of incidents, including damage, theft, or misconduct.

    • Comply with insurance requirements for liability and risk management.
      b. The processing of CCTV recordings is conducted in line with applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.

  3. Storage & Access:
    a. CCTV footage is stored securely and retained for a limited period, typically 30 days, unless required for investigative or legal purposes.
    b. Access to recorded footage is restricted to authorised personnel and may be shared with law enforcement, insurance providers, or legal representatives if necessary.

  4. Disclosure & Requests:
    a. Individuals may request access to footage in which they appear, subject to legal limitations. Requests should be made in writing to Kris Talikowski, No4 Studios, 4 Devizes Road, Swindon, SN1 4BJ and may require verification of identity.
    b. The venue reserves the right to deny requests where disclosure would infringe on the privacy rights of other individuals or compromise legal obligations.

  5. Liability & Insurance:
    a. CCTV recordings may be used as evidence in insurance claims related to damage, liability disputes, or incidents occurring within the venue.
    b. Guests and event organisers are responsible for ensuring appropriate event insurance coverage where necessary, as the venue accepts no liability for personal losses, damages, or injuries beyond statutory obligations.

9) GENERAL

The Customer shall not use No. 4 The Core’s logo in any of its advertising or publicity for the Event without the prior written approval of No. 4 The Core. The Customer will ensure that advertising and publicity material for the Event does not imply that the Event is endorsed or organised by No. 4 The Core without the prior written approval of No. 4 The Core. An invitation (or equivalent documentation) and a guest list must be made available to the Events Manager at least 5 working days prior to the Event.

No variation to these Terms and Conditions shall be effective unless agreed in writing and signed on behalf of No. 4 The Core and the Customer.

Any notices to be given under these Terms and Conditions must be scanned and sent by email to the addresses of the parties stated on the front page of these Terms and Conditions.

These Terms and Conditions shall prevail over any Conditions offered by the Customer.

The Customer may not assign, transfer or sub-contract its rights and/or obligations under these Terms and Conditions without the prior written consent of No. 4 The Core.

If the expression ‘the Customer’ includes more than one person those persons shall be jointly and severally liable under these Terms and Conditions.

These Terms and Conditions shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or matter arising.

No. 4 the Core is a non-smoking venue and e-cigarettes must not be used within the Venue. This policy will be strictly enforced.

No alterations may be made to the appearance of the hired space without the prior agreement of the Events Manager. Affixing to walls/surfaces is not permitted. The Events Manager reserves the right to remove any unauthorised items and charge at cost for any damage incurred.

All deliveries must be pre-arranged within the agreed hire period. Company name and to be delivered items must be provided to the Events Manager at least 24 hours in advance of the Event.

The Customer acknowledges that no relationship of landlord and tenant is created between the Customer and No. 4 The Core by this Agreement and that No. 4 The Core retains control possession and management of the Venue and the Customer has no right to exclude No. 4 the Core from the Venue.

The Customer agrees and undertakes:

(i) to indemnify No. 4 The Core and keep No. 4 The Core indemnified against all losses,

claims, demands, actions, proceedings, damages, costs, expenses or other liability in any

way arising from:

(a). This Agreement;

(b). Any breach of the Customer’s undertakings; and/or

(c). The exercise of any rights given to the Customer.