This is our working agreement for Event space hire. It covers the date, spaces, hours, staffing and equipment we have agreed, and it sits alongside the accepted proposal (and any later written updates we both approve). If something is not written down in those documents, please do not assume it is included. We would rather answer the question early than untangle it during load-out.
What we provide
We provide Event space hire for your booked date and times, based on the schedule we sign off with you before the event. What is included in your hire, and what is optional or chargeable, is set out in the accepted proposal. Your booking can include, if agreed, the following items:
Indoor space dry hire Courtyard space dry hire Duty manager on site Licensed bar provision PA and basic lighting hire Furniture and equipment hire
* Indoor space dry hire * Courtyard space dry hire * Duty manager on site * Licensed bar provision * PA and basic lighting hire * Furniture and equipment hire
Holding your date
We only hold a date once two things are done: this agreement is signed and the 40% retainer is paid. Until then, we may keep talking with you, but we can also take another booking for the same date.
The retainer is what takes the date off the market. If you later cancel, the retainer is not automatically refundable. What we keep, and what (if anything) we refund, depends on how close your cancellation is to the event date and what costs we have already committed to for your booking. We confirm the cancellation bands for your booking in writing.
Payment
You pay 40% of the agreed price as a retainer when you sign this agreement. We invoice that retainer on signing. The remaining 60% is due before the event, based on the final numbers, by a date we set and confirm to you in writing.
Every invoice is payable within 14 days of its invoice date. If payments fall due close to the event, the “payable within 14 days” window does not move the event deadlines. We do not hand over access for load-in, keys, codes, or open the space for your crew until the balance due has been paid in full.
Final numbers
For every booking we set a final-numbers deadline. By that deadline you confirm your final guest count, your run-of-show schedule, and anything we need to plan safely and smoothly, such as access needs, allergies for any agreed catering elements, and any high-risk moments (confetti, pyros, large set pieces, vehicle movements).
We charge the balance on the final numbers you confirm at that deadline, even if fewer guests attend on the day. If your numbers go up after the deadline, we will tell you what we can still accommodate, and we will confirm any extra staffing, bar planning, furniture, or charges in writing before we treat it as agreed.
Changes to your plan
If you want to change the plan after signing, email it to our venue bookings manager so we can track it properly. Typical changes are: revised timings, room set-ups, equipment adds, bar changes, or guest numbers. We will price the change (if it affects cost) and confirm any knock-on effects to access, staffing, noise plan, or licensing.
Nothing changes on the day because it was mentioned in a call or in a group chat. We only act on changes once we have confirmed them back to you in writing, including any extra cost and any new cut-off times. Closer to the event, some changes stop being possible because crew and suppliers are already booked in. We will be straight with you about what can and cannot move.
Using the space
Your hire period, including load-in, the event itself, and load-out, is set by the signed schedule. Please plan to arrive, build, and clear within those times. Tom, our duty manager, is the on-site lead for access, safety and hand-back. If something on the ground does not match the schedule, tell Tom straight away so we can fix it early.
We may require a damage deposit for your booking. If we do, we will confirm the amount, when it is due, and when we return it. You are responsible for damage beyond fair wear and tear caused by your guests, crew, or suppliers. Tom will log any issues on the day and we will share notes and photos where helpful, then we invoice repair or replacement costs where needed. You must leave the space as you found it, including removing your items and waste unless we have agreed a disposal service in writing.
Your suppliers
You can bring your own suppliers such as production, decorators, caterers, security teams, photographers, and ticketing staff. Unless we have agreed otherwise in writing, you book them, brief them, and pay them directly. That means you are responsible for what they do in our space, including damage, overstays, and any breaches of the agreed noise plan or access routes.
We are used to working alongside external teams. We will share our access plan, house rules, and any venue restrictions we need your suppliers to follow. We may ask for key contacts, arrival times, risk paperwork where relevant, and confirmation they carry appropriate cover for their work. If a supplier’s plan conflicts with the signed schedule or our safety rules, we will ask you to resolve it before we allow them to start on site.
Extra time
The signed schedule sets your hand-back time. If you think you might overrun, tell Tom as soon as you can so we can confirm what is possible on the night. We cannot promise extra time if it would break licence conditions, agreed noise limits, staffing limits, or a next-day booking.
Any time beyond the agreed hand-back needs sign-off from Tom on the night and is charged at our agreed hourly rate. We charge from the scheduled end until the site is handed back and cleared, including clearing guest areas, packing down, and removing your items. If your booking includes suppliers, make sure they understand the hand-back time. Waiting for a late pick-up or a slow pack-down still counts as occupied time.
Moving the date
If you need to move the event, email us as soon as you can with your preferred new date options. If we can accommodate the change, we will confirm the revised date, schedule and any price differences in writing before anything is treated as moved. Where we have already committed staffing or third-party costs for your original date, we will tell you what can be transferred and what cannot.
If something outside anyone’s control means the event cannot go ahead (for example, a major incident, a venue closure, or a restriction that makes your event illegal or unsafe to run), we will talk with you promptly about next steps. Depending on the situation, this may mean moving the booking to a new date, issuing a credit, or refunding amounts we have not already had to pay out. We keep it practical and we put the agreed outcome in writing.
What we are responsible for
We are responsible for providing the spaces and any agreed venue staffing and hire items in a safe, workable condition at the start of your hire period. If something we control fails on the day, we will act quickly to put it right and to reduce disruption.
We are not responsible for losses that sit outside our control, such as your ticket sales, sponsor income, travel costs, or the actions and equipment of your guests and suppliers. We are also not responsible for sound restrictions, outdoor-use limits, or a requirement to reduce volume when that is needed to comply with the agreed plan, licensing, or to prevent nuisance. You are responsible for your event content and for running it within the agreed schedule and capacity.
If you cancel
If you need to cancel, tell us in writing as soon as possible. Your cancellation date is the day we receive your written notice. We will then confirm, in writing, what payments are kept and what (if anything) is refunded, based on how close the cancellation is to the event date.
Our cancellation terms use bands that step up as the date gets closer, because we turn away other work and commit staff, planning time, and supplier costs. We set the bands for each booking and share them with you in writing so you can sign off knowing where you stand. If you cancel, we will also add any non-recoverable costs we have already paid out specifically for your event, where those were agreed with you in advance.
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