It covers the space, the hire period, what’s included on site, and how we plan access, layout, and handover so the day runs to time.
When you sign and we receive the retainer, we stop offering the date to other clients and we start locking in the run-of-show, supplier windows, and room set. These terms sit underneath the proposal you accepted. If something is unclear, we’ll confirm it in writing before it becomes part of the plan.
What you get
We provide event venue hire for the agreed date and hire period, including the walkthrough and planning needed to run the space on a timed access plan. We’ll confirm the practical details with you in writing before the event, then host the handover, manage agreed load-in windows, and support the event during the hire.
Your proposal lists what’s included for your booking. It covers:
* Exclusive venue access * Furniture and layout set * Load-in and load-out windows * On-site event technician * Keys, alarm, and handover * Basic on-site support
Holding the date
We can pencil in a date while you’re deciding, but we only treat it as booked once two things are done: we have your signed agreement, and we have the 30% retainer.
That retainer is what reserves the space against other enquiries and lets us commit our team time for the access plan, room set, and supplier coordination. If you later cancel, the retainer is not automatically refundable. What we keep, and what (if anything) we refund, depends on how close the cancellation is to the event date. We will confirm the cancellation schedule with you in writing before you sign so you can make decisions with confidence.
Payment
You pay for event venue hire in two stages. First, you pay a 30% retainer when you sign this agreement. That is what holds the date for you.
The remaining 70% is due before the event, based on your final numbers, by a date we set in writing once the event plan is taking shape. We invoice as we go, and each invoice is payable within 14 days of its invoice date. If you expect your company to need a purchase order or internal approval, tell Mikkel (our bookings coordinator) early so we can time invoices around your process without putting the event at risk.
Final numbers
Before the event we need your final guest count, agreed room set, and any key requirements that affect safety and flow, like accessibility needs, dietary notes for your caterer, or a timetable that changes when people enter and leave. We set a final-numbers deadline in writing for each booking.
We use the final numbers to confirm staffing, furniture layout, and supplier windows. Your balance is charged on those final numbers even if fewer people attend on the day, because the space, team, and setup are already committed. If you miss the deadline, we may have to freeze the layout and access plan so the day still runs to time.
Changes
Plans shift. If you want to change timings, layout, access, or what you need from us after you sign, email it to us and we’ll confirm what it changes, including any price impact, before we go ahead. We only work from changes we have in writing, because verbal updates are where run-times slip.
Changes are only possible up to a point before the event. Once we’re inside the final planning window, we may need to say no to changes that affect staffing, the room set, supplier routing, or the agreed music stop time. If we can still make it work, we’ll confirm the revised plan and any extra charges in writing first.
Using the space
Your hire covers the agreed start and end times, including the time needed for setup and pack-down within the access plan. We agree the music stop time and wrap-up timing before you sign, and we run the day to that plan. If music continues past the agreed stop time, we may need to end it so we meet building and neighbour requirements.
We may take a damage deposit. If we do, we’ll tell you the amount and when it’s due in writing before you sign. We do a walkthrough with you at handover and again at key return. Please leave the venue as you found it. If there’s damage, missing items, or cleaning beyond normal use, we’ll invoice the cost after the event and return any remaining deposit once costs are known.
Your suppliers
Unless we agree otherwise in writing, you book and pay your own suppliers, such as catering, bar, florals, furniture add-ons, photographers, and entertainment. Your contracts with them are directly with you, and you’re responsible for their deliverables and insurance.
We’ll work alongside your suppliers so the site runs smoothly, but we need them to follow the access plan: load-in and load-out only in the windows we set, using the route we confirm at the viewing. If a supplier arrives outside their window or blocks access, it can delay the schedule. If that creates extra time on site for our team or affects other bookings, you cover the additional cost.
Extra time
If you want time beyond what you booked, tell us as early as you can. Where possible we’ll confirm availability and the cost in writing before the day. On the day itself, we can sometimes extend, but only if it doesn’t affect neighbour limits, staffing, or another booking.
Overtime is charged at our rate for additional venue time and any extra staffing time needed to keep the site safe and organised. If the event is running long and you ask to extend, we’ll confirm the decision with you on site before the booked end time. If we can’t extend, we’ll help you close on schedule, including stopping music at the agreed time.
Moving the date
If you need to move the event, contact us as soon as you know. We’ll check alternative dates and hold one for you for a short time while we sort the details. Whether the retainer can move to the new date depends on how close the request is to the original date and whether we can rebook the space. We’ll confirm the move terms in writing for your situation before we agree the change.
Sometimes events can’t go ahead for reasons outside anyone’s control, like building access being restricted, a power outage, or public safety issues. If that happens, we’ll work with you to reschedule where we can. If rescheduling is not possible, we’ll talk you through what costs we’ve already committed and what we can reasonably refund, based on what has been spent and what can be recovered.
Problems and limits
We’re responsible for running the venue as agreed: giving you the space for the hire period, providing what’s included in your proposal, and following the access plan and handover checklist. If we make a mistake that causes a direct loss you can clearly tie to us, tell us promptly and we’ll work to put it right.
We can’t take responsibility for things outside our control, like issues caused by your guests or suppliers, weather impacts on travel and arrivals, or failures in third-party equipment you bring in. We also can’t cover knock-on losses like lost profits or reputational harm. Our practical promise is this: if something goes wrong on site, Ida (our event technician) and the duty lead will focus on keeping the event safe, timed, and workable, then we’ll deal with follow-up costs fairly afterwards.
Cancelling
If you cancel the booking, tell us in writing as soon as possible so we can stop planning work and try to rebook the date. What you owe depends on how close the cancellation is to the event date. The closer it is, the more of the total price we keep, because the date becomes harder to resell and more costs are already committed.
We set the cancellation schedule for each booking and confirm it with you in writing before you sign. That schedule explains what happens to the retainer and what, if anything, is due beyond it at each stage. If you cancel after we’ve ordered or committed to anything on your instruction, you also cover those non-recoverable costs, even if they sit outside the venue hire itself.
Signature
