Paddington Works Event, Meeting Room, Day Office, Coworking & Production/Podcast Facilities Bookings
1. Terms & Conditions
1.1. These are the terms and conditions that shall apply to our supply of our Coworking Space, Event Space, Meeting Rooms, Production/Podcast Studio, Day Office Facilities and other services to you. These terms tell you who we are, how we will provide the Services to you, how you will pay for the services, how you may cancel a Booking and other important information.
1.2. Please read these terms and conditions carefully. By proceeding with your booking, you agree to accept these Terms and Conditions.
1.3. In particular, your attention is drawn to the provisions of paragraph 10 (Limitation of Liability).
2. Definitions and Interpretation
2.1. In these Terms and Conditions, the following words and phrases shall have the following meanings: –
“Booking” means your booking of any of the mentioned Spaces in accordance with Paragraph 3 below;
“Booking Confirmation” means the booking confirmation sent to you with these Terms and Conditions prior to any Booking;
“Business Day” means a day (other than a Saturday or Sunday) when banks in the City of London are open for routine banking business.
“Cancellation Fee” means any Fee payable in connection with the cancellation by you of a Booking in accordance with paragraph 6;
2.2 references to “you ” or “your” shall be deemed to include references to any of your subsidiary or associated companies to whom we provide any of the Services and, where the context requires, to any persons permitted or invited by you to use any of the mentioned spaces with the subject of a Booking.
2.3 where the context requires, words denoting the singular include the plural and vice versa and words denoting any gender include all genders;
2.4 references to persons include any person, firm, company, group of persons or unincorporated body;
2.5 references to “writing” shall exclude electronic messages or text, and must be sent via email or letter.
3. Bookings
3.1. Coworking Space, Event Space, Meeting Rooms, Production/Podcast Studio & Day Office Facilities enquiries are considered to be placing an online booking through your registered account, calling, emailing or walking into one of our buildings to submit your request for a Booking.
3.2. We will send you a Booking Confirmation recording the details of (including price payable for) that Booking. By proceeding with your booking you agree to be bound by these Terms and Conditions in respect of that Booking
3.3. A Booking is only confirmed once we issue a Booking Confirmation and payment is received in full. Until this time your booking is provisional, and we may cancel it, without liability, by sending you written notice of cancellation.
3.4. Final balance payment will also be due in advance of your Booking. Payment will be taken at the time of booking or in advance of the booking via invoice. Until payment is received, your Booking is provisional only.
4. Fees and payment
4.1. The Fees payable for a Booking and our other Services (which excludes VAT) will be the prices set out in our fee list in force at the date of any Booking made by you unless we have agreed another price in writing with you at the time you make a Booking.
4.2. When placing bookings via email or over the phone, the Booking Confirmation sent to you shall be accompanied by an Invoice for our Fees in connection with that Booking. You must pay this Invoice (together with VAT on our Fees) on or before the date stated on the invoice. Each Invoice submitted to you will contain our bank account details and instructions for payment of our Fees.
4.3. In the event that you require any additional Services that are notified to us following the date that you make your Booking, any Fees in respect of such Services shall be payable at the time in which such Services are requested.
4.4. In the event that you do not make payment in full on or before a Booking we reserve the right to cancel your Booking without compensation..
4.5. Additional Services (as set out in our fee list, paragraph 15) may not be available for purchase on the date of the booking and should be pre-arranged and pre-paid before your event. It is at the Event Manager’s discretion whether the Additional Services you requested can be provided or fulfilled on the day of the event.
4.6. Confirmation of the final number of attendees must be given to the Event Manager no later than 7 business days before the booking unless otherwise stated in the booking contract. We reserve the right to levy additional charges if the number of guests exceeds the final number provided by you.
4.7. For catering the minimum number of food covers per the booking contract will be the minimum you will be charged and is not transferable. If the number of food covers exceeds the agreed minimum number of food covers per the booking Contract, notice must be given to the Paddington Works Team no later than five business days before the booking for which you will be charged. You shall be responsible for bringing to the attention of the Paddington Works Team no later than 5 business days prior to the booking any special dietary requirements of attendees of the booking and for any additional costs incurred by us in catering to such requirements.
4.8. Under no circumstances may food or beverage be brought into the space, unless by prior written agreement with management. We reserve the right to impose a ‘corkage’ charge, which will be agreed with you in advance.
4.9. We reserve the right to make a charge for bookings that run outside the agreed booking times (as set out in our overrun charges, paragraph 16)
5. Changes to Bookings
5.1. If there are any changes to your requirements you must notify us immediately and a new contract and/or confirmation with the updated requirements will be issued for your signature (if necessary). You must have written confirmation from the Paddington Works teams for any changes made to your booking. Fees may be payable in respect of such changes.
5.2. We reserve the right to change the allocated and confirmed event space to an alternative room of similar size and quality to the one originally booked in the event that the original space is unavailable.
5.3. There may be occasions where, due to circumstances beyond our control (see paragraph 11), the Services may be affected. We reserve the right to make any changes necessary to your booking until such time as we are able to resume normal performance.
5.4. If we need materially to change your booking, we shall notify you of such change as soon as practicable and you shall be entitled to cancel your booking accordingly. In such an instance, no cancellation fee shall be payable in accordance with paragraph 6.
5.5. Prices are subject to revision at any time in the event of any increases in our costs for hosting the event.
6. Cancellation, Amendments and Rescheduling Policy
6.1. If you need to cancel, amend or reschedule your booking, Cancellation and Amendment Fees may apply.
6.2. Cancellations, amendments and rescheduling requests must be made in writing, but will not be effective unless and until, we confirm acceptance of that cancellation in writing.
6.3. In the event that you need to cancel, amend or reschedule your booking, you must give notice to Paddington Works in writing to reception@paddingtonworks.com within the time frames listed below. If notice is given later than the stated cancellation, amendment and rescheduling policy time frame you will be charged the full rate of the booking:
Our Cancellation and Amendment timeframe policy:
Day Passes:
Members & Non-Members: 1 full business day
Auditorium:
Non-Members: 14 full business days
Members: 10 full business days
Seminar Room:
Non-Members: 5 full business days
Members: 4 full business days
MR1 MR2 & The Glass Room:
Non-Members: 2 full business days
Members: 1 to 2 full business days: 50% charge
1 full business day or less: 100% charge
Production Studios (LIVE & CONTROL):
Members & Non-Members:
Dry hire only: 1 full business day
With Sound Engineer: 3 full business days
6.4. On the rare occasion we should incur any additional cancellation fees through the suppliers we’ve collaborated with, we reserve the right to invoice you for these additional charges.
7. Use of our Coworking, Event, Meeting Room, Production/Podcast Studio and Day Office Spaces:
7.1. You will use the Coworking, Event, Meeting Rooms, Production/Podcast Studio and Day Office Space strictly for the purpose of and in accordance with the details (including length of time) for your Booking.
7.2. You will not use the spaces for any unlawful, fraudulent, criminal, immoral or similar purposes or in connection with any business or activity that is in breach of any applicable legislation (primary and subordinate), rules, regulations or orders of applicable authorities. 7.3. You will not damage in any way the spaces (including walls, carpets, blinds and furniture) or remove any of the furniture or effects from the spaces.
7.4. You will not during the use of the spaces knowingly do anything that may damage the goodwill or reputation of our business or may bring our business into disrepute.
7.5. You will not do anything that causes damage in any way to the premises or nuisance or annoyance to other users of the Premises or remove any of the furniture or effects from the premises.
7.6. You will give us adequate advance warning of any unusual activities taking place within the spaces. We reserve the right to refuse such activities taking place should they be deemed to interfere with our members, clients or the building itself.
7.7. We reserve the right to eject from, or refuse admission to the venue, any visitor or guest deemed in the reasonable opinion of our staff or security personnel to be intoxicated, unruly, threatening, violent or dangerous. We will not in any circumstances permit the number of guests to exceed the capacity of the spaces.
7.8. You undertake to comply (and to ensure that your guests comply) with all applicable laws, licences, regulations and policies in force at the venue from time to time, including, but not limited to, ensuring that no fire exits and routes are obstructed at any time.
8. Catering Services
8.1. In addition to the making available of the spaces used, we may make available to you catering services. Prior to the date of your booking, we will let you have details of the catering services available in the space that you have booked, from which you may pre-order any food or beverages required.
8.2. If catering services are provided by us at the spaces then, unless we agree otherwise at the time of a booking, any food and beverages to be consumed in the space must be purchased through our catering services.
8.3. If you do not choose to book catering services through us, we reserve the right to apply a charge for any such food or beverages provided by you or by any third party brought into the spaces.
8.4. Any amounts payable in connection with the Catering Services ordered or any charges applied will be payable in accordance with paragraph 4.
8.5. Some facilities will not permit the consumption of food and beverages in the spaces. Failure to follow these terms of use will lead to eviction from the space and may incur fees in line with damage charges in paragraph 9.
9. Damages
9.1. You are responsible for the spaces used for the duration of your booking. Any damage to the spaces or its contents (or any other part of the premises) incurred as a result of you or your invitees (or representatives of either) behaviour or negligence will result in a charge based on:-
(a) the cost of the repair; and
(b) the value to us of any subsequent loss of business or trade or other commercial activity suffered by us.
9.2. You or any contractors you hire may not enter, and shall not make any alterations to, the venue without prior approval from the Paddington Works Management Team. Nothing may be fixed to walls, ceilings, floor or pillars of any room by nails, screws, drawing pins, tape or other means without prior written approval. You shall indemnify us against any costs or damages incurred through the use of decorations or equipment by you or your contractors at the venue.
9.3. If you do not vacate the spaces booked by the agreed time we reserve the right to make additional charges for the booking based on:-
(a) the prices set out in our fee list in force at the date of the booking made by you; and
(b) any payments made or subsequent loss of business incurred by us in respect of other persons who had booked the spaces to the extent that we are unable to honour their bookings.
10. Limitation of liability
10.1. Nothing in these Terms and Conditions shall limit or exclude liability for:
(a) death or personal injury caused by negligence, or the negligence of any of our or your employees, agents or subcontractors; or
(b) fraud or fraudulent misrepresentation.
10.2. Subject to paragraph 10.1, we shall not be liable to you, whether in contract, tort
(a) loss of profits;
(b) loss or damage to goodwill; and
(c) any indirect or consequential loss.
10.3. This paragraph 10 shall survive termination of the Contract.
11. Force Majeure
We shall not be liable for any breach of these Terms and Conditions or any losses resulting therefrom caused by circumstances beyond our reasonable control, including but not limited to acts of God, fire, lightning, flood or extremely severe weather, explosion, war, disorder, industrial disputes (whether or not involving our employees) network failures, or acts of local or central Government or other competent authorities.
12. Assignment
12.1. We may at any time assign, transfer, subcontract or deal in any other manner with all or any of our rights under this Agreement and may novate in any manner any or all of our obligations under the Agreement to any third party or agent.
12.2. You shall not, without our prior written consent, assign, transfer, mortgage, charge, subcontract, declare a trust over or deal in any other manner with any or all of your rights or obligations under this Agreement.
13. Severance
13.1. If any provision of these Terms and Conditions is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision shall be deemed deleted. Any modification to or deletion of a provision shall not affect the validity and enforceability of the rest of the Agreement.
14. Notices
14.1. Any notice or communication under or in connection with these Terms and Conditions shall be in writing.
14.2. Any notice or communication under or in connection with these Terms and Conditions shall be delivered personally, or by post (using registered mail) or electronic mail (but not facsimile) to the respective addresses, or electronic mail addresses given below or such other address, or electronic mail addresses as either party may notify to the other from time to time.
In the case of notices or communications sent by post, proof of delivery using registered mail shall constitute proof of receipt, in the case of notices or communications delivered by electronic mail, an electronic delivery report shall constitute proof of receipt. The date of receipt shall be:
(a) in the case of a notice delivered personally, upon delivery to the relevant addressee;
(b) in the case of a notice sent by post, on the date of delivery, as confirmed by the proof of delivery from the registered postal service provider;
(c) in the case of electronic mail on the date on which the electronic mail is transmitted by the sender according to the electronic mail delivery report.
14.3. The addresses for notice under this paragraph shall be those set out on the Booking Confirmation.
15. Fees List
Additional products/services:
- Still water: free of charge
- Tea & Coffee: £5.95 per person
- Soft drinks: £5.95 per person
- Fruit selection: £3.50 per person
- Biscuit selection: £3.50 per person
- Breakfast from £4.50 per person
- Lunch from £17.50 per person
- Canapes from £16.95 per person
- Corkage charge: £5.00 per person
- Flip Charts: £25
- Audio Visual services from external supplier from £2000
- (All exclusive of VAT subject to availability and booking terms)
16. Overrun and early, late and weekend charges
16.1 If you overrun your booking, you will be charged according to the room that has been booked.
16.2 Meeting Room 1, Meeting Room 2, the Glass Room & the Seminar Room bookings between 8am and 6pm on weekdays are charged in accordance with the hourly rate. 16.3 The Auditorium and the Production/Podcast Studio have different additional overrun charges:
- Auditorium Overrun charges: £100 ex VAT per each 15 minutes
- Production/Podcast Studio: Applicable for both dry room hire & engineer hire. Any time over the original booking session times will see a charge for an additional full hour
16.4 There is an additional charge on top of our regular hourly room rates for bookings made before 8am and after 6pm on weekdays and at the weekend. In addition to the hourly rate the following fees apply:
- Auditorium +£50 per hour
- Seminar Room Glass Room MR1 & MR2 + £30 per hour
17. Use of your personal information
17.1. We will use the personal information you provide to us by you to:
(a) provide the Services; and
(b) process your payment for such Services.
18. Governing law and jurisdiction
These Terms and Conditions shall be interpreted in accordance with English law and any disputes (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English courts.
All times are in GMT Standard Time
