SOVEREIGN STUDIOS VENUE HIRE AGREEMENT

TERMS & CONDITIONS OF HIRE 

1. Understanding Hire Types

It is essential that clients clearly understand the distinction between general hire and events. General hire applies to smaller uses, such as rehearsals, classes, and other non-event activities. Event hire applies to gatherings with higher footfall or that may require additional setup, amenities, or involve catering, entertainment, or larger groups. These distinctions carry different pricing, with events charged at a flat rate to account for increased resource use and logistical requirements.

2. Acceptance of Terms
By proceeding with your booking, you are deemed to have accepted the following terms and conditions for the hire of Sovereign Studios ("the Venue").

3. Undertaking of the Hirer
The Hirer (referred to as "you" or "your") undertakes to ensure that they understand and comply with these Hire Conditions.

4. Supervision and Responsibility
You must be present, or arrange for responsible adult representatives to be present, throughout the hire period to ensure compliance with these terms. You are responsible for:

- Familiarising yourself with the Venue’s guidelines.
- Ensuring the Venue remains secure during the hire period.
- Supervising the use of the Venue, its fabric, and its contents.
- Ensuring that the hire does not disrupt other activities or hires.
- Leaving the Venue clean and tidy, with all rubbish removed.

5. Cleaning and Tidiness
You must:

- Ensure that the Venue is left in the same clean condition as it was found. All rubbish must be removed from the premises.
- Return all equipment, chairs, and tables to their original storage positions.
- Clear the Venue of all attendees, turn off all lights, and secure the building at the end of the hire.
- If the Venue requires cleaning after your hire, you will be liable for the full cost of cleaning services and will be invoiced accordingly.

6. Use of Premises
You shall not:

- Use the Venue for any unlawful purpose or in any unlawful manner.
- Bring onto the Venue anything that may endanger the premises or invalidate insurance policies.
- Permit the use of drugs or smoking inside the Venue (a designated smoking area is provided).

7. Fire Safety
You must:

- Ensure that “Emergency Exit” signs are illuminated and unobstructed.
- Call the Fire Brigade in the event of any fire, however minor, and report the incident to Venue management.
- Inform attendees of fire exits and the Evacuation Meeting Point at the start of the event.

8. Equipment and Electrical Appliances
Any equipment or electrical appliances brought into the Venue must:

- Be certified as safe and in good working order.
- Be used in a manner that complies with safety standards.
- Be PAT tested where necessary.

9. Insurance and Liability
You are responsible for any damage to the Venue, its fixtures, fittings, or contents, whether accidental or intentional. You agree to:

- Make good or pay for any damage.
- Ensure that your activities do not invalidate the Venue’s insurance.

10. Accidents and Dangerous Occurrences
All accidents or incidents involving injury must be reported immediately to Sovereign Studios management and recorded via email to info@sovereignstudios.co.uk.

11. Stored Equipment
The Venue accepts no liability for any equipment or property stored or left on the premises. All items must be removed at the end of the hire. The Venue reserves the right to dispose of any uncollected items 7 days after the hire.

12. No Alterations
You may not make any alterations to the Venue or install fixtures without prior written approval. Any approved fixtures must be removed after the hire, and the premises must be restored to their original condition.

13. Payments
All bookings must be secured with full payment via our online system. Payments must be made prior to the event.

14. Cancellations and Refunds
To qualify for a refund, you must cancel your booking at least 30 days in advance, via email. Refunds will be processed within 7 working days. Cancellations made less than 30 days before the event are non-refundable. 

• More than 30 days’ notice → 50% refund

• Less than 30 days’ notice → No refund

• Option to reschedule instead of cancel

15. Compliance with Legislation
You must ensure that any activities involving children or vulnerable adults comply with relevant legislation. You are responsible for having appropriate child protection policies in place.

16. Car Parking
Designated parking is available at Sovereign Studios. Please adhere to parking guidelines to avoid obstructing other vehicles.

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17. CCTV and Monitoring
Sovereign Studios employs CCTV monitoring throughout the venue for security purposes and to ensure compliance with booking terms. By accepting these terms, you acknowledge and consent to CCTV recording during your hire period. Footage may be used to verify the nature and extent of venue usage, and in the event of disputes or legal proceedings.