SoPro Space - Terms And Conditions

General information

  • Rooms available 9.00am to 5.00pm.
  • Half a day is 9.00am to 12.30pm or 1.30pm to 5.00pm. Please be aware that you must be packed up and exiting by this time.
  • Additional hours on day and half day bookings are charged at hourly rate.
  • Hourly bookings only in full hours, not part hours.
  • Multiple day bookings may attract additional discounts – please ask.
  • External catering available upon request from our approved local suppliers.
  • Please park in designated car parking spaces to the rear of the building or road side.
  • Your booking times include set up and break down time. Please account for this when booking the space.
  • Any changes we receive will not be accepted until we have confirmed this via e-mail.
  • Some flipchart paper is provided as part of the room hire cost, additional full flip chart pads are available on request at £8.50 (inc VAT) each.
  • Prices are subject to change without notice.

 

Terms and conditions of room bookings at SoPro Space

This is the legal stuff and small print associated with booking a room or desk at SoPro Space.  The terms in this document apply to all bookings.  We want you to enjoy your visit to SoPro Space, and return often.  If there is anything that is not satisfactory, please let us know.

 

Terms and conditions

  1. If you book a room by telephone or email, once payment is received, and you are sent a confirmation by email or post, then it is booked.
  2. If you ask for confirmation to be delayed, then a ‘provisional’ booking may be made on the understanding that the room remains available to be booked by someone else until you agree to the booking being confirmed. No cancellation fees are payable on ‘provisional’ bookings.
  3. Bookings may only be made for full hours, half days or full days (for example, you cannot book for two and a half hours, only for either two hours, three hours, half a day or a full day).
  4. You must book for all the time you need the room – including setting up and clearing out.
  5. Rooms are normally available from 9am to 5pm weekdays. Additional charges are made for bookings outside these hours.
  6. You can expect to access the premises 15 minutes before your booking time, though we may still be setting it up.
  7. You may be charged extra if you overstay your booking period.
  8. Full payment is required on booking a room, and is required 24 hours before the booking date. If you cancel within 24 hours your booking fees are non-refundable.
  9. At our discretion, we may accept an order and invoice you after the booking. This will normally be acceptable only where you have booked before.
  10. We may require a ‘bond’ payment as security against repairs, cleaning or other additional costs incurred.
  11. We accept no responsibility for losses or damage incurred to property or people on site.
  12. If using the training or meeting space, you may not bring your own food and drink, however external catering is available upon request from our approved local suppliers. An additional charge may be made if external caterers are used without permission. This is because there is always more cleaning up to do when food is consumed on site.
  13. Cancellation charges apply as follows: Where payments are required they are not refundable within 24 hours of your booking date.  Otherwise, the following apply:
    • 14 days or less before the booking date: 100% of charges payable;
    • 28 to 15 days before the booking date: 50% of charges payable;
    • More than 28 days before the booking date: no charges payable.

14. Current terms and charges are:

    • 50% non-refundable deposit required on booking.
    • Balance and Bond payable 24 hours before booking date.
    • Bond payment as security against losses: £150
    • Unauthorised external caterer or own catering charge: £25 + 50p/person
    •  
    • Unauthorised overstaying of the booking period: £15 per 15 minutes or part thereof
    • Invoices payable within 28 days. Interest of 2% a month may be added for late payments.
    • Weekends and evening caretaker / technical support charge: £12.00 an hour or part.

15. Charges and terms are subject to change without notice. Any discounts offered apply only to the individual booking.

Definitions

‘Licensor’ – Social Progress Ltd, Bridge House, 2 Woodhead Road, Honley, Holmfirth, HD9 6PX

‘Licensee’ – The organisation or individual agreeing to book and use a room under these terms and conditions.

‘Room’ – The room, building, space or premises booked by the Licensee.

‘Room booking’ – A room is deemed to be booked when information about a booking is provided to Social Progress Ltd and entered on the room bookings system, payment received and a confirmation sent to the Licensee.

‘Licence period’ – the period the room is booked for.

References to ‘losses’ are references to liabilities, damages or losses, awards of damages or compensation, penalties, costs, disbursements and expenses arising from any claim, demand, action or proceedings

‘The Premises’ means any of the buildings, rooms or property owned by the Licensor.

‘The Rights’ means the right for the Licensee and its employees and agents to use the premises described in the booking.

‘VAT’ means value added tax or any other tax of a similar nature and unless otherwise expressly stated all references to licence fees or other sums payable by the Licensee are exclusive of VAT.

Words importing one gender include all other genders; words importing the singular include the plural and vice versa; words importing persons include a corporate body and a partnership and vice versa

Where any party to this Agreement for the time being comprises two or more persons, obligations expressed or implied to be made by or with that party are deemed to be made by or with the persons comprising that party jointly and severally.

Any agreement by the Licensee not to do anything includes an obligation to use reasonable endeavours not to permit or suffer that thing to be done by another person under its control where the Licensee is aware that the thing is being done.

Unless expressly stated to the contrary, any reference to a specific stature or to statutes generally includes any statutory extension or modification, amendment or re-enactment of it or them and any regulations or orders made under it or them.

Terms

LICENCE

The Licensor grants to the Licensee the Rights (in common with the Licensor and all others authorised by the Licensor so far as not inconsistent with the Rights) during the Licence Period.

LICENSEE’S OBLICATIONS

The Licensee agrees with the Licensor as follow:

Licence fee

The Licensor will issue an invoice to the Licensee for the actual use of the Premises.  The Licensee must discharge such invoices within 28 days of delivery of the same.  Additional fees may be charged if the Premises are occupied beyond the Licence Period, or additional services have been requested and provided at short notice.

The Licensor may require the payment of a Bond, which will be returned if and when the Licensor agrees that the State of Premises at the end of the Licence Period is satisfactory.  Reasonable compensation for any damage caused to any property, or any costs incurred, during the Licence Period may be deducted from the Bond by the Licensor.

VAT

Save where such VAT is recoverable or available for set-off by the Licensor as input tax the Licensee must pay all VAT that may from time to time be charged on the Licence fee or other sums payable by the Licensee under this Agreement, and all VAT incurred in relation to any costs that the Licensee is obliged to pay or in respect of which he is required to indemnify the Licensor under the terms of this Agreement,

State of Premises

The Licensee must keep the Premises clean and tidy and clear of rubbish during and arising from the exercise or purported exercise of the Rights.  Immediately upon the occurrence of any damage to the Premises or any erections, furniture, equipment or other property of any kind on it, or injury to any person on the Premises, in any way attributable to the exercise or purported exercise of the Rights, the Licensee must make good the same, or pay the Licensor or the person injured reasonable compensation in money for such damage.

 

Statutory obligations

The Licensee must comply in all respects with the requirements of all statutes applicable to the Licensee’s use but not the ownership of the Premises during the exercise of the Rights, and use reasonable endeavours to ensure that all persons invited to come onto the Premises by the Licensee comply with such statutes and for the avoidance of doubt nothing in this clause will oblige the Licensee to carry out any remediation of contamination, alterations or improvements to the Premises.

Rules and regulations

The Licensee must comply with any reasonable rules and regulations which the Licensor may make from time to time governing the use of the Premises and exercise of the Rights and of which the Licensor shall notify the Licensee.

Licensor’s rights

The Licensee must not impede in any way the Licensor or their servants or agents in the exercise of the Licensee must permit the Licensor or their servants or agents t enter and view the Premises and the arrangements for security of, and supervision and preservation of order in, the Premises.

 

Nuisance

The Licensee must not do anything on the Premises, nor exercise the Rights, in such a way as to cause damage to the Premises or nuisance, annoyance, disturbance, inconvenience, injury or damage to the Licensor or their tenants or the owners or occupiers of adjacent or neighbouring premises.

Permissions and notices

The Licensee must obtain all permissions, licences and consents from all appropriate authorities and serve or display all notices that may be required in relation to the Licensee’s exercise of the Rights on, at or from the Premises.

Indemnities

Except to the extent that the Licensor may be indemnified by insurance the Licensee must keep the Licensor fully indemnified against all losses arising directly or indirectly out of any act, omission or negligence of the Licensee, or any persons at the Premises expressly or impliedly with its authority and under its control, on the exercise or purported exercise of the Rights, or any breach or non-observance by the Licensee of the obligations, conditions or other provisions of this Agreement PROVIDED that the Licensee ‘s liability in respect of the costs and expenses shall only extend to reasonable costs and expenses properly incurred and the Licensor shall take all reasonable steps to minimise any such liability.

No security warranty or indemnity is provided for vehicles on site and the licensor accepts no liability for damage, theft or other losses incurred by the licensor or those using the premises.

Licensor’s insurance

The Licensee must not do or omit to do anything that could cause an insurance policy on or in relation to the Premises (policy details available on request) to become wholly or partly void or voidable, or do or omit anything by which additional insurance premiums may become payable.

Operational obligations

The Licensee must during the Licence Period provide what is reasonably considered to be a sufficient number of attendants and stewards for the efficient supervision of the Premises and for its safety and for the preservation of order in it and in the Building and in the vicinity of it not do anything to injure the reputation of the Premises.

Persons using the Premises under the terms of this agreement with the authority of the Licensee

Once the Provisional Bookings have been confirmed by the Licensee they shall not be transferable except with the prior written consent of the Licensor.

LICENSOR’S OBLIGATIONS

The Licensor must:

  • make available the services of the caretaker or other member of staff during the Licence Period
  • ensure that during the Permitted Hours the Premises are properly heated and lighted by the persons using the Premises
  • provide furniture and equipment as requested, subject to charges as published by the Licensor
  • provide some parking facilities.

MISCELLANEOUS

Exclusion of warranty as to use

Nothing in this Agreement is to imply or warrant that the Premises may lawfully be used, or are physically suitable for the exercise of the Rights.

Exclusion of third party rights

Nothing in this Agreement is intended to confer any benefit on any person who is not a party to it.

Exclusion of Licensor’s liability

To the extent permitted by the law of England and Wales the Licensor shall not be liable for the death of, or injury to, or for damage to any property of, or for any losses, or other liability, incurred by the Licensee, or any person exercising the Rights, or in purported exercise of the Rights other than death, injury or damage caused by any act default omission or misconduct by the Licensor or the officers employees or agents of the Licensor.