Definitions
For the purpose of this contract, “The Hirer” refers to the individual or entity that initiated and completed the booking. “Sciontec” refers to “Sciontec” Developments Limited, the party entering into this agreement with “The Hirer”. “The Space” refers to the specific venue/service you selected during the booking process, and “The Venue” refers to the building in which that space is located.
1. General
1.1 Booking Process
1.2 Payment Terms
1.3 Cancellations & Refunds
1.4 Amendments
1.5 Use of Space and Restrictions
1.6 Health & Safety
1.7 Code of Conduct
1.8 Liability and Indemnity
1.9 Data Protection
1.10 Governing Law
1.11 Force Majeure
2. Event Space & Meeting Room Bookings
2.1 Licensing, Alcohol, and Music
2.2 Insurance and Permits
2.3 Catering
2.4 AV Support
2.5 Damage and Cleaning
2.6 Noise and Conduct
3. Hot-Desking & Day-Hire Bookings
3.1 Access
3.2 Operating Hours
3.3 Meeting Rooms & Event Space Hire
3.4 Wifi
4. Agreement to Terms
4.1 Agreement to Terms
1. General
1.1 Booking Process
- Bookings must be made via our official booking platform, email, or in person.
- All bookings are subject to availability and are not confirmed until a confirmation email or written notice is issued.
- “The Hirer” must provide accurate details regarding the nature of the booking (e.g. meeting, workshop, social event).
1.2 Payment Terms
- Payments must be paid in full at the time of booking via the online payment system to confirm the booking.
- Requests to amend or cancel bookings will be subject to the conditions below.
1.3 Cancellations & Refunds
- “The Hirer” may use “The Space” only during the agreed rental period, including setup and breakdown time.
- Use of “The Space” beyond the agreed hours will incur overtime charges of £50 per hour.
- “The Hirer” is responsible for ensuring that all guests and vendors comply with “The Venue”’s rules.
- Smoking and the use of electronic cigarettes is not permitted indoors or around the perimeter of “The Venue”.
- The use of open flames, confetti, glitter, or fog machines is prohibited.
- No permanent fixtures may be altered or damaged. Blu-tack and tape may only be used with prior approval.
- Cancellations made more than 7 days before the booking date will receive a full refund.
- Refund requests made within 7 days of the booking date will be reviewed on a case-by-case basis.
1.4 Amendments
- Bookings may be amended to another time, subject to availability, no less than 7 days before the original booking.
- Rescheduling may incur additional charges.
- Amendment requests made within 7 days of the booking date will be reviewed on a case-by-case basis.
1.5 Use of Space and Restrictions
- The maximum number of guests permitted in any given space is as per your signed contract with “Sciontec”.
- “The Hirer” shall use “The Space” only for the purpose stated above.
- “The Hirer” must not use the premises for any unlawful purpose or activity.
1.6 Health & Safety
- Fire exits must be kept clear at all times.
- “The Hirer” must ensure that maximum capacity is not exceeded.
- Electrical equipment brought in must be PAT tested.
- Any accident or incident must be reported to “Sciontec” immediately.
1.7 Code of Conduct
- Attendees must conduct themselves professionally and respectfully at all times.
- Disruptive behaviour, harassment, or abuse (verbal, physical, or digital) will not be tolerated and may result in removal from “The Venue” without refund.
1.8 Liability and Indemnity
- “The Hirer” agrees to indemnify and hold harmless “Sciontec” from any claims, damages, or liabilities arising on the premises.
- “Sciontec” is not liable for injury, loss, or damage to persons or property during the rental period.
1.9 Data Protection
- “Sciontec” will collect and process personal data by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1.10 Governing Law
- This agreement shall be governed by and construed by the laws of England and Wales (or Scotland/Northern Ireland, as applicable).
1.11 Force Majeure
- “Sciontec” is not liable for cancellations due to bookings beyond its control, such as natural disasters, government restrictions, or other emergencies.
2. Event Space & Meeting Room Bookings
2.1 Licensing, Alcohol, and Music
- If alcohol is to be sold, “The Hirer” is responsible for obtaining a Temporary Event Notice (TEN) from the local authority, and “Sciontec” must be notified in advance.
- “Sciontec” may require a copy of any relevant licence at least 7 days before the event.
- Any live or amplified music must comply with local noise regulations and must end by 10.00pm.
2.2 Insurance and Permits
- If using an external supplier for services not provided by “The Venue”, “The Hirer” must provide any relevant Risk Assessment and Insurance documents.
2.3 Catering
- “The Hirer” is responsible for arranging catering for the event, through one of our approved caterers, and for ensuring all leftover food and rubbish are properly disposed of afterwards.
- Our approved caterers are:
- Abjak
- Blackburne House
- Cuthberts
- Delifonseca
- Miles Coffee (hot drinks only)
- 92 Degrees (hot drinks only)
- All food and beverage vendors must be licensed and insured.
2.4 AV Support
- All event and meeting room bookings are provided with a TV screen, cables, and a remote clicker.
- Enhanced AV support is available via our preferred supplier, Jamescape. Prices start from £75.00 and services include:
- Trained audio/visual technician for the duration of your event
- Professionally mixed sound, including multiple wireless microphones and background music before/after your event (including networking sessions)
- Signage takeover of the building, with your name and branding (you provide the artwork) across the video wall and digital screens on the floors you use
- Support configuring presenter devices for multimedia presentations in the event space.
- Additional services are quoted on a case-by-case basis depending on time and the number of technicians required.
2.5 Damage and Cleaning
- “The Hirer” is responsible for any damage to “The Venue” or its contents during the rental period.
- “The Hirer” must leave “The Space” and “The Venue” in a clean condition. Failure to do so will result in a cleaning fee of £50.
2.6 Noise and Conduct
- Events must comply with local noise ordinances.
- “Sciontec” reserves the right to end the event if guests are disruptive, if unlawful activity is occurring, or if safety is compromised.
3. Hot Desking & Day Hire Bookings
3.1 Access
- Once your booking has been confirmed, “Sciontec” will contact “The Hirer” with further information about accessing “The Venue” and “The Space”.
- Upon arrival, a Temporary Access Pass(s) will be issued to the individual(s) working in “The Space”. Failure to return any Temporary Access Passes will result in a £10 charge.
- Users are only permitted to use “The Space” selected during the booking process and as instructed by “Sciontec” upon arrival. The use of other spaces without prior approval may result in further charges being occurred.
3.2 Operating Hours
- The use of a Hot-Desking pass and Day-Hire Office is only permitted between the hours of 8am-8pm, Monday-Friday, on the date(s) specified during the booking process.
3.3 Meeting Rooms & Event Space Hire
- Hot-desking and Office-Day Hire bookings do not include the use of the on-site meeting/event spaces. However, the use of any available breakout spaces is permitted on a first-come, first-served basis.
- Headphones are required during the use of phone calls or online meetings to minimise the disruption of other users within “The Space”.
3.4 Wifi
- Free Guest WiFi is available throughout the building, and instructions for access will be provided upon arrival.
- “Sciontec” will not be held liable for any connection issues during your visit; however, we will endeavour to resolve any issues within our control as soon as possible.
4. Agreement to Terms
4.1 Agreement to terms
By clicking the box during the booking process, you confirm that you have read, understood, and agree to be bound by these terms and conditions.
This agreement constitutes the entire understanding between the parties and supersedes any prior arrangements or representations.