STUDIO HIRE TERMS
- Booking Confirmation and Payment Terms
1a. A booking is considered as confirmed after The PO Art Y Therapy Centre receives cleared balance payment or min 50% deposit.
1b. Clients must make a full balance payment (including any agreed security deposit) on or by 3 days (72 hours) before booking start time, and failure to do so will result in termination of scheduled shoot without refund or notice.
Full balance payment is required to secure and confirm bookings made with 3 days (72 hours) of booking start time.
We do not take bookings over the phone. All reservations must be made via our website or email through the space bookings team whose usual office hours are Monday to Friday between 09.00 and 15.00 and occasional evenings/weekends.
- Booking times
2a. Bookings times start as per confirmed time and if a client is late, booking fees are incurred from the agreed booking time.
- Set Up and Take down time
3a. Clients must include set up and take down/clean up time within the hours booked, to avoid overtime charges.
- Cleaning & leaving the studio in reasonable state
4a. Studio or venue space must be left in reasonable state at the end of clients booking to avoid additional cleaning charges (at discretion of The PO Art Y Therapy Centre).
4b. For events and large shoots with 4+ people, we have a standard cleaning charge of £20-£50 (rate to be agreed prior to booking and is depending on size and nature of the booking, and space being booked). The cleaning charge is based on leaving the space in reasonable state and a higher rate is chargeable if the space is left particularly dirty. Any additional cleaning charges are taken out of security deposit payments.
- Number of Attendees.
5a. We have a Maximum number of attendees which depend on space being hired and this is to be advised prior to bookings. The specified maximum attendees must not be exceeded for security and safety reasons and we reserve the right to refuse entry or terminate a booking if a venue space is at capacity.
- Security Deposit
6a. For events and large shoots with 6+ people, we have a Holding/Security Deposit of £250- The security deposit will be returned at the end of the booking (minus any deductions due to damage, additional cleaning fee, additional attendees or overtime).
6b. Security deposits are held as security against breach of terms and the full amount will be lost if any stated terms are breached by the client or their guests.
7a. Clients must ensure that all minors under the age of 16 are always accompanied by a chaperone. Minors must have parent’s or guardian’s permission to be at our premises, and/or to be photographed or filmed as relevant.
- Use of Equipment
8a. If your booking comes with lighting, sound or other equipment, all equipment used must be returned promptly at the end of the hire period in the original condition, and the client is liable for repair or replacement cost for any missing or damaged equipment.
8b. Clients may not without the written consent of The PO Art Y Therapy Centre; remove the equipment from the studio premises; modify or alter or tamper with the equipment in any way; use the equipment in a manner not recommended by the manufacturer; nor allow the equipment to be used by any untrained or unauthorised personnel.
8c. Any required equipment, prop or studio booking add-ons must be requested and added to booking in advance to ensure availability. We cannot guarantee the availability of any equipment or prop where it has not been specifically requested, confirmed and added to your booking.
- Breakages, Losses and Damages
9a. Clients are responsible for any breakages, losses or damages caused to the premises or equipment by the client, or any other person(s) during booking time.
9b. All equipment used is at the risk of the client and The PO Art Y Therapy Centre shall not be liable to the client for any loss, damage, expense, or for any consequential loss (including loss of profit) arising out of or in connection with; any damage to or loss of property by the client or third party; any breakdown, stoppage or failure of the facilities/equipment provided by The PO Art Y Therapy Centre.
9c. Alterations or an addition to our premises or equipment is not permitted without prior written consent.
9d. Clients must check any equipment provided and must notify The PO Art Y Therapy Centre at the time of supply if equipment is damaged or if the condition of the equipment is not acceptable. The client is responsible for any breakages or damage if The PO Art Y Therapy Centre was not notified at the time of supply.
- Booking Changes and Cancellations
10a. Studio hire booking times can be changed with RE-BOOKING FEES as stated below, which depend on notice time provided:
- 7 days (168 hours) or more notice time provided (from start time of booking): Rebooking fee equal to 10% of total booking fee.
- Less than 7 days and more than 3 days (168 hours to 72 hours) notice time provided (from start time of booking): Rebooking fee equal to 25% of total booking fee.
- Less than 3 days (72 hours) notice time provided (from start time of booking): Rebooking fee equal to 50% of total booking fee.
10b. Studio hire bookings can be cancelled with CANCELLATION FEES as stated below, which depend on notice time provided:
- 7 days (168 hours) or more notice time provided (from start time of booking): Cancellation fee equal to 25% of total booking fee.
- Less than 7 days and more than 3 days (168 hours to 72 hours) notice time provided (from start time of booking): Cancellation fee equal to 50% of total booking fee.
- Less than 3 days (72 hours) notice time provided (from start time of booking): Cancellation fee equal to 100% of total booking fee.
11a. The PO Art Y Therapy Centre may terminate any booking or hire contract if the client is found to be in breach of any of the terms and conditions.
12a. Speakers are provided and Music can be played inside premises at a moderate and reasonable (at discretion of The PO Art Y Therapy Centre). Noise levels outside of our premises must be kept to a reasonable level during bookings. Clients are asked to consider other occupants and neighbour residents when using our facilities.
12b. Music must be turned off by 9pm and noise levels must be minimised to a low and reasonable level after this time in order to not disrupt or cause inconvenience to nearby neighbours
- Littering and Waste Disposal.
13a. Clients must not litter and drop waste on the inside or outside of our premises, and must put all litter in internal bins or in specified rubbish and recycling skips which are located outside of our premises. Additional bin bags will be provided and clients are responsible for ensuring all waste is disposed off and outside spaces are kept clean and litter free. Failure to do so will result in additional charges.
- Event Bookings
We have the following licence terms for event bookings:
14a. Ensure music is turned off music by 9pm from Sundays to Thursdays and by 11pm Fridays and Saturdays.
14b. Ensure any events finish and guests have left by 11pm (midnight).
14c. Play music at reasonable levels (at discretion of The PO Art Y Therapy Centre) so that our neighbours are not inconvenienced.
14d. Ensure event guests do not disrupt or cause inconvenience to nearby neighbours during events as well as when arriving and leaving.
We would advise a viewing of the space so that you can access suitability for your event, and during the viewing we can also advise on what clarifies as reasonable sound levels.
- Any video/photo shoots outside the property in communal and car park areas must be confirmed with us in advance.
16a. Clients will not directly, indirectly, or on behalf of others; solicit, induce, recruit, encourage or otherwise endeavour to cause or attempt to cause any employee, previous employee or consultant of The PO Art Y Therapy Centre to perform any business/services to the Client, or to terminate their relationship with The PO Art Y Therapy Centre.
17a. These Terms and Conditions are valid at time of booking and are subject to variation. Clients will be notified of any variations prior to booking.
- Damage to the Studios:
18.a You will be liable for any damage caused to the studios. This includes (without any limitation) damage to the studio’s floors, walls, or audio-visual system. You are responsible for informing reception if you notice anything unusual in the condition of the studio you are using before commencing your booking.
- Health & Safety, Best Practice and Public Liability Insurance:
19.1 You are responsible for ensuring your session is run in line with current health and safety legislation and best practice guidelines. A risk assessment should be carried out and be available for Place staff in advance and on the day. The PO Art Y Therapy Centre takes no responsibility for the content or health and safety of classes run by external hirers.
19.2 The first aid kit and accident book is kept at reception. Should a participant in your session sustain an injury, reception staff are first aid trained but please note they can only assist you on site and will not be able to leave the premises.
19.3 All hirers must tell us in advance if they are expecting any wheelchair users.
19.4 All hirers must make themselves familiar with the fire evacuation procedures and must make sure class participants are briefed on course of action in case of fire.
19.5 The PO Art Y Therapy Centre’s insurance will only cover defects with the building. We are not liable for and cannot cover loss of your personal property.
19.6 Hirers need to have their own insurance to cover any situation involving loss or injury to a member of the public as a result of their own activities.
19.7 If a session involves participants who are under the age of 18 or classed as vulnerable adults the hirer is responsible for ensuring that the relevant DBS checks have been obtained.
19.8 Hirers are advised not to exceed the recommended studio maximum capacity.
- Marketing & Publicity Guidelines:
20.1 Studio hirers are only allowed to mention The PO Art Y Therapy Centre in their advertising as the venue where their activity is taking place and must not use the words “The PO Art & Therapy Centre or The Post Office Art & Therapy Centre” in the title of their event. Location must be listed as “The PO Art & Therapy Centre or The Post Office Art & Therapy Centre” with no other suffixes.
20.2 All studio users must be directed to the entrance on The Post Office, Prince Street, Blaenavon, – Pontypool (Torfaen ) NP4 9XA. The PO Art & Therapy Centre website has directions, travel information and a map which can be used on advertising material: https://thepostofficeartcentre.co.uk/how-to-find-us/
20.3 The PO Art & Therapy Centre logo must not be used in connection with any hire, unless the performance or workshop has been directly commissioned by The PO Art & Therapy Centre. Studio hirers are not allowed to post information about their events on The PO Art & Therapy Centre’s social media pages unless The PO Art & Therapy Centre agreed to do so.
20.4 You can display information about your activity on the noticeboard. We do have a place to display your own posters. Please note we do not allow any flyers for external activity to be left at reception.
- Applicable Law
21a. The laws of the United Kingdom shall govern all agreements.