MOTEL Event Terms and Conditions


Clarification of terms

The 'client' means the person, company or organisation hiring the venue and includes all personnel working for or connected with the client on whatever basis.


The 'hire period' includes all the time when the client is in occupation including times when client's equipment or other belongings are in the building even though the building is locked and no-one is present.


The 'venue' means all or any part of the building including the grounds and surroundings, even those not specifically hired to the client.

‘Motel Studios’ is a trading name of John Wright Photography Ltd.


The Agreement


Motel Studios cannot guarantee the availability of the venue unless agreed in writing. The period of hire cannot be extended except by prior agreement.

Motel Studios have public liability insurance to the value of £5 million. The client must have their own Public Liability cover to the same or higher value. Proof of cover must be sent to Motel at least 14 days before the booking date.


A £1500 damage deposit is required to be held by Motel against any possible damage or additional charges. Damage at Motel is rare, and if any does occur it will be fully discussed with the client. Additional charges that may be deducted from the damage deposit are, but not limited to; additional bar charges, additional waste removal etc.

In the event of there being no damage or additional charges the damage deposit will be refunded within 7 days of the booking date.


Loss or damage to the client’s possessions or equipment, damage caused by the client and/or accidents caused by the client are in no way the responsibility of Motel Studios. To the satisfaction of Motel Studios, clients will repair damage and make good losses they cause during the hire period.

The client agrees to protect the venue against theft and damage. The client accepts responsibility for for safeguarding the security of their guests, staff, equipment and all areas of MOTEL and its fixtures and fittings throughout the hire period.

The client takes responsibility for following all fire and safety rules during the hire period. A representative of Motel studios will be available to explain our fire risk assessment upon request at a mutually convenient time before the hire commences.

Motel Studios shall have no liability to the client for consequential losses which result from power cuts, external noise or other events or breakdowns which delay or prevent use of the venue.

During the hire period the client shall not cause noise or other disturbance in the neighbourhood which could lead to action by individuals or organisations against the venue.


When entering any other area of the building without being accompanied by an agent of Motel Studios, a client accepts responsibility for ensuring the safety and security of that area even though that area has not been hired to the client.

Any defects found in the venue infrastructure should be brought to the attention of a representative of Motel. A client who identifies an unacceptable risk then continues to work is deemed to accept liability for any consequences that follow.


Unless agreed in writing the client takes responsibility for all costs incurred by their use of the venue including, but not limited to; equipment hire, third party service hire, taxis, food.

At the time of booking the client must make clear the services and quantities required. There will be no refund for services cancelled or quantities reduced within 30 days of the booking.

If a pre-paid bar package is booked and the number of attendees exceed the quantity booked, additional attendees will be charged at double the pre-booked rate.

Corkage will be charged @ £5+ VAT per person for any alcohol not supplied by Motel.

A guest list (complete list of all attendees including yourself) must be provided to Motel at least 7 days before the booking. Any people that are not on the list will not be allowed entry.

At the end of the hire period the client agrees to leave the venue in a condition equal to or better than its condition at the commencement of the hire period.

The hire period does not end until all items you have brought in to the venue have been removed and the venue is formally handed back to a representative of Motel. Do not walk away at the end of the hire period without ensuring the security of the venue.

Cancellation

In the event of a booking being cancelled, a cancellation fee will be payable as per the table below:

Cancellation within 90 days of the event = a cancellation fee of 10% of the total cost

Cancellation within 60 days of the event = a cancellation fee of 50% of the total cost

Cancellation within 30 days = 100% of the total cost being due

Payment Terms

A 50% deposit is required at time of booking. The remaining balance is required 30 days before the event.

Should any dispute arise which is not covered by this document the client agrees to be bound by the generally accepted terms and conditions being applied by other companies who hire out studio and/or location facilities to the media industry.

Clients who do not understand any of these terms and conditions should seek clarification from a Director of Motel Studios.

House rules during installation and setup

No screwing into walls

No double sided tape

No Painting of walls or floors

Vehicles cannot park in such a way that restricts access to neighbouring businesses on Long Street

House rules during an event

Doors must remain closed while music playing

Interior Db level cannot exceed 80db
Exterior Db level cannot exceed 58db

Number of guests within the building cannot exceed:

Studio 1: 250

Studio 2: 180

Studio 3: 150

House rules during de-rig

All branding, signage, promotional materials, equipment and any other items must be removed by the end of the booking period. Motel reserves the right to impose charges at their discretion, for any items not removed. MOTEL reserves the right to dispose of any items left at the venue at the end of the booking period.