Event Terms & 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 clients’ 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 MOTEL 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. 

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; overtime, 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 clients 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 bear the cost of repairing damage and make good losses caused during the hire period.

The client agrees to protect the venue against theft and damage. The client accepts responsibility 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 health and safety procedures during the hire period. A representative of Motel studios will be available to explain any/all health and safety procedures upon request at a mutually convenient time before the hire period commences.

Motel Studios shall have no liability to the client for consequential losses which result from power cuts, external noise or other occurrences 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. Motel have zero tolerance to illegal activity and reserve the right to close the event (with no refund given) if any illegal activity takes place.

Motel Studios reserves the right to take photos during your booking period for use in their marketing materials. Such images will not be released until after the completion of your booking and will only be released in accordance with any commercial embargoed period that you make the staff and management aware of.

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 exceeds the quantity booked, additional attendees will be charged at double the pre-booked rate.

Corkage will be charged 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.

Security

1 licensed and registered security guard is required to be onsite per every 50 guests for any event that:

Has over 75 attendees

or

Is live after 6pm

or

has alcohol being served or consumed on site

Production Management

MOTEL staff will assist you in any possible way to deliver production management in terms of securing furniture, AV, catering, drinks and refreshments, decor and entertainment. In the interest of delivering your event efficiently we operate a 45 day cut off period for booking the above services through us. We reserve the right to withdraw our assistance 45 days prior to your event date. At which point we would impose a corkage fee for any planned alcohol and refreshments you may go on to provide for your guests.

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

Wedding Cancellations will incur the above cancellation fee plus the loss of the initial £500 booking deposit

Payment Terms

50% due at time of booking and balance due 45 days before the booking date

Additional Wedding Terms:

  • In the event that government Covid restrictions prevent you from celebrating your wedding in the way you booked and you therefore choose to cancel, you will receive a full refund less any cancellation charges we have been charged by outside suppliers, for example caterers, furniture suppliers etc.

  • A non refundable £500 deposit is required to secure your booking. Within 12 months of that date (or longer if preferred), payment terms can then be agreed with the final payment being made 30 days before the event date.

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, setup and delivery of your booking.

All audio equipment brought to the space must be set up to deliver audio signal via our PA Systems.

Sub Woofers and Bass Sub Speakers are not permitted.

  • 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.

  • Doors must remain closed while music playing

  • 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.

  • For Environmental Noise reasons, our Long Street entrances will be closed after 9pm. Departures will be via our Car Park entrances. Any planned arrivals via Long Street after 9pm need to be discussed in advance with the MOTEL Event Team or your onsite Event Manager.

Interior Db level cannot exceed 90db

Exterior Db level cannot exceed 58db

Number of guests within the building cannot exceed:

Studio 1: 250

Studio 2: 180

Studio 3: 150

No Confetti is allowed to be thrown, dispersed inside our premises. Biodegradable confetti can be thrown/dispersed outside of our venue.

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.

Insurance

Each hirer undertakes and confirms that for the duration of the hire;

a) they have in force Public and Products Liability insurance and that such insurance

i) shall indemnify the Insured in respect of liability arising from the work carried out at MOTEL

by the hirer

ii) has a Limit of Indemnity not less than GBP 5,000,000 or currency equivalent

iii) where a limit of GBP 10,000,000 is in force for the insured a limit of indemnity as above will be sufficient except for hirers or their Bona Fides Sub Contractors supplying Heat Work services where their limit of indemnity should also be GBP10,000,000

b) they have in force Employers' Liability insurance or Workers' compensation insurance where employees

are contracted to carry out the work.

The following activities carried out or arranged on behalf of the hirer shall be contracted out

by bona fide sub-contractors holding their own Public Liability cover of no less than £5,000,000

a) Security or crowd control

b) height work above 10 metres from the ground or stage or floor level

c) fireworks or pyrotechnics