Terms And Conditions

TERMS, CHARGES & VENUE RULES

Version: 1.0

Effective Date: [INSERT DATE]

These Terms, Charges & Venue Rules apply to all hires of any Clear Frame-managed venue, studio, gallery, rehearsal, event, or related space.

These Terms must be read together with the relevant:

  • Booking Confirmation / Hire Agreement

  • Invoice

  • Access Instructions

  • and, where applicable, any Recurring Hire Agreement or Activity Waiver

By signing the Booking Confirmation / Hire Agreement, the Hirer confirms they have read and agreed to these Terms, Charges & Venue Rules.

1. Booking Status

1.1 A booking is not confirmed until:

  • Clear Frame has issued the Booking Confirmation / Hire Agreement,

  • the Hirer has signed and returned it where required,

  • and payment has been received in line with the agreed payment terms.

1.2 Clear Frame may release or cancel a provisional booking if payment or signed documents are not returned by the stated deadline.

1.3 The Hirer must ensure that all details given to Clear Frame are accurate, including:

  • the purpose of hire,

  • number of attendees,

  • whether the booking is private or commercial,

  • whether the Hirer is teaching, filming, rehearsing, holding an event, or bringing clients,

  • and whether any extras are required.

2. Use of the Space

2.1 The Hirer may only use:

  • the booked venue or studio,

  • on the agreed date,

  • during the agreed booking time,

  • and for the purpose declared in the Booking Confirmation / Hire Agreement.

2.2 The Hirer must not:

  • arrive early without written approval,

  • stay beyond the booked end time,

  • access any other room, studio, storage area, corridor, waiting area, or equipment not included in the booking,

  • allow another business, teacher, or user to take over the booking without written approval,

  • or use the space for a different activity than the one declared.

2.3 For all self-access or dry-hire bookings, any code, key-safe code, lockbox code, or access code:

  • is for the Hirer only,

  • must not be shared without written permission,

  • and may only work during the booked access window.

2.4 Clear Frame reserves the right to suspend access, refuse entry, or end a booking if the Hirer breaches these rules.

3. Setup, Breakdown, and Time Use

3.1 The Hirer’s booked time must include:

  • setup,

  • rehearsal,

  • teaching,

  • use,

  • filming,

  • pack-down,

  • cleaning,

  • and exit.

3.2 If the Hirer requires extra setup or breakdown time, this must be added to the booking in advance.

3.3 y overrun, delayed exit, or unauthorised early entry may be charged under the Standard Charge Schedule below.

4. Standard Charge Schedule

The following standard charges apply unless otherwise stated in writing in the Booking Confirmation / Hire Agreement.

4.1 Access, Lock-Up, and Timing

  • Failure to secure / lock up the premises properly: £90

  • Early entry 6–15 minutes: £20

  • Early entry 16–30 minutes: £40

  • Early entry 31–60 minutes: full hourly hire rate

  • Early entry over 60 minutes: charged in full hourly increments

  • Overstay 6–15 minutes: £20

  • Overstay 16–30 minutes: £40

  • Overstay 31–60 minutes: full hourly hire rate

  • Overstay over 60 minutes: charged in full hourly increments

A discretionary grace period of up to 5 minutes may be allowed where no back-to-back booking is affected, but this is not guaranteed.

4.2 Cleaning, Resetting, and Waste

  • Cleaning / reset fee: £30

  • Waste removal charge: £15

4.3 Damage and Alterations

  • Mirror replacement: £320 per panel

  • Unauthorised alterations / fixings: minimum £30

  • Wall repainting due to unauthorised use: £75

  • Surface refinishing / repair: £100

  • Hardware reinstatement: £50+

4.4 Additional / Variable Charges

The following are not fixed-rate items and will be charged at actual cost where applicable:

  • repair or replacement of damaged items not covered above,

  • contractor call-out,

  • specialist cleaning,

  • staff overtime,

  • loss of earnings caused by disruption to subsequent bookings,

  • unauthorised use of additional space, charged at the applicable ad hoc hire rate,

  • and any other direct loss reasonably caused by the Hirer’s booking.

5. Venue Condition and Return Requirements

5.1 The Hirer must leave the space:

  • tidy,

  • safe,

  • clear of rubbish,

  • reset where required,

  • and ready for the next user.

5.2 This includes:

  • removing all personal items, props, décor, costumes, packaging, and equipment brought in by the Hirer,

  • returning any moved furniture or approved equipment to its original position,

  • clearing floors of tape, glitter, confetti, food waste, spills, or debris,

  • and ensuring the space is not left in a condition requiring extra staff intervention.

5.3 Any large, commercial, or event-related waste must be removed from site by the Hirer.

6. Damage, Reporting, and Liability for Condition

6.1 The Hirer is financially responsible for any damage to:

  • mirrors,

  • floors,

  • walls,

  • fixtures,

  • furnishings,

  • rigging infrastructure,

  • sound equipment,

  • and any other venue property damaged during or in connection with the booking.

6.2 The Hirer is also responsible for damage caused by:

  • guests,

  • participants,

  • contractors,

  • assistants,

  • staff,

  • clients,

  • or anyone attending in connection with the booking.

6.3 All damage must be reported to Clear Frame as soon as possible, and in any event no later than 3 hours after the booking ends.

6.4 If multiple users have occupied the space in close succession, Clear Frame may determine liability on the basis of:

  • access records,

  • staff checks,

  • photographs,

  • CCTV where lawfully used,

  • timing,

  • and any other reasonable evidence available.

6.5 Late reporting may result in suspension of future bookings, removal of priority booking rights, or further enforcement action.

7. Equipment and Alterations

7.1 The Hirer must not, without prior written approval:

  • drill, screw, tape, glue, fix, suspend, or attach items to walls, mirrors, ceilings, floors, poles, hoops, rigging points, or furniture,

  • reconfigure equipment,

  • remove venue equipment,

  • unplug sound systems,

  • move poles or hoops,

  • or alter the space structurally or cosmetically in any way.

7.2 Any approved equipment use beyond the standard hire must be agreed in writing in advance and may be charged separately.

8. Insurance, Risk, and Responsibility

8.1 The Hirer is responsible for their own use of the space and for the conduct of all persons attending in connection with the booking.

8.2 ublic liability insurance is required where the booking is:ommercial,

  • instructor-led,

  • client-facing,

  • recurring,

  • workshop-based,

  • event-based,

  • or otherwise designated by Clear Frame as requiring insurance.

8.3 Where insurance is required, access will not be granted until proof of insurance has been provided.

8.4 For physical, aerial, movement-based, instructor-led, or otherwise higher-risk bookings, Clear Frame may require a separate Activity Waiver or additional risk documentation.

8.5 Clear Frame makes no warranty that any venue, studio, or equipment is suitable for the Hirer’s particular purpose. The Hirer must satisfy themselves that the booked space is appropriate for their use before proceeding.

9. General Liability

9.1 The Hirer uses the space at their own risk, except where loss or injury is caused by the proven negligence of Clear Frame or by liability which cannot legally be excluded.

9.2 The Hirer is responsible for:

  • their own property,

  • the property of their guests or attendees,

  • and any losses, claims, or costs arising from their booking.

9.3 Clear Frame accepts no liability for:

  • lost or stolen items,

  • damage to the Hirer’s own property,

  • unlicensed music use by the Hirer,

  • or consequential losses such as lost sales, marketing spend, travel costs, production costs, or ticket income,

    except where such liability cannot lawfully be excluded.

9.4 The Hirer agrees to indemnify Clear Frame against third-party claims, losses, damages, and costs arising from the Hirer’s booking, except where caused by Clear Frame’s proven negligence.

10. Behaviour, Noise, and Shared Use

10.1 The Hirer must ensure that all users behave appropriately and do not:

  • cause nuisance,

  • create unsafe conditions,

  • disturb neighbouring tenants or other venue users,

  • damage reputation,

  • act aggressively or unlawfully,

  • or misuse shared spaces.

10.2 Sound must be kept at a respectful level.

10.3 External amplification, percussion, drumming, or other high-impact noise-making activity is not permitted unless approved in writing.

10.4 Clear Frame may require any person to leave, suspend the booking, or refuse future access where conduct is unsafe, disruptive, abusive, or inconsistent with the agreed use.

11. Music Licensing

11.1 The Hirer is responsible for ensuring that any music used during the booking is properly licensed where required.

11.2 If he Hirer believes their use is exempt, they must notify Clear Frame in writing if requested.

11.3 Any claim, fine, or dispute arising from unlicensed music use during the Hirer’s booking will be the responsibility of the Hirer.

12 Cancellations, Rlcations, and Refunds

12.1 Hirer cancellations must be made in writing.

12.2 The applicable cancellation terms will be those stated in the Booking Confirmation / Hire Agreement or invoice.

12.3 If Clear Frame must cancel, relocate, or reschedule a booking due to building issues, safety concerns, maintenance, emergency, or other operational reasons, Clear Frame will try to offer:

  • an alternative date,

  • an alternative space,

  • account credit,

  • or a refund.

12.4 Clear Frame is not responsible for the Hirer’s indirect or third-party losses arising from cancellation, relocation, or disruption.

12.5 No refund will be due where access is refused or a booking is ended because the Hirer:

  • failed to pay,

  • failed to provide required documents,

  • failed to provide required insurance,

  • used the space in breach of the booking,

  • or breached these Terms, Charges & Venue Rules.

13. Repeated Breaches and Suspension

13.1 Repeated breaches, even where individually minor, may lead to:

  • loss of priority booking,

  • mandatory deposits,

  • refusal of future hires,

  • suspension of self-access,

  • or termination of the Hirer relationship.

13.2 Clear Frame may also suspend or terminate bookings immediately for:

  • non-payment,

  • lock-up failures,

  • repeated overtime,

  • unauthorised use of other spaces,

  • damage,

  • abusive conduct,

  • or safety breaches.

14. Evidence and Recovery

14.1 Clear Frame may rely on:

  • staff reports,

  • time records,

  • access system records,

  • photographs,

  • video,

  • contractor invoices,

  • CCTV where lawfully used,

  • and other reasonable evidence

when deciding whether a charge applies.

14.2 Any post-hire charges may be invoiced after the booking and must be paid by the due date shown on the invoice.

15. Priority of Documents

15.1 If there is any inconsistency between documents, the following order applies:

  1. Booking Confirmation / Hire Agreement

  2. Recurring Hire Agreement, where applicable

  3. These Terms, Charges & Venue Rules

  4. Access Instructions

  5. Activity Waiver, where applicable, for risk/participation matters onl

16. Governing Law

16.1 These Terms, Charges & Venue Rules are governed by the law of England and Wales