soundLINCS Meeting Room and Office Space Hire

soundLINCS Meeting Room and Office Space Terms and Conditions for hire of soundLINCS rooms at soundHOUSE, 18 St Martins Lane, Lincoln 1. Room hire is only secured upon receipt of a completed booking form and deposit for 50% of the room hire charge. The deposit is non-refundable in the event of cancellation by the customer.

2. In the event of a cancellation by the customer the following charges will apply:  One week or less before the date – 100% of the room hire charge.  More than one week before the date – 50% of the room hire charge.

3. Payment for the remainder of the room hire fee, and any fees due in respect of catering or equipment hire will be due within 30 days of receipt of the invoice.

4. soundLINCS reserves the right to cancel a booking without prior notice if a customer is in arrears from a previous booking.

5. In the unlikely event that soundLINCS has to cancel a booking, a full refund will be made (unless the cancellation was due to the customer being in arrears).

6. soundLINCS reserves the right to alter or amend prices or other details shown on the website or other literature. Customers will be invoiced for the rates applicable at the time their booking is confirmed.

7. Rooms will be set up as per instructions received on the booking form. soundLINCS cannot be held responsible for any last minute changes of layout or equipment required.

8. Any extra assistance additional to initial equipment set-up may incur an extra charge.

9. The customer is responsible for their own equipment brought onto the premises, and for any damage caused to soundLINCS’ property or fixtures by person or equipment brought onto the premises by the customer.

10. soundLINCS will not accept liability for loss or damage to any property belonging to the customer or by its delegates. The customer shall be liable and indemnify soundLINCS against any claims against it for whatever nature including, but not restricted to, claims in respect of death, injury, loss or damage where any such claim arises by the actions, omissions or neglects by the customer.

11. The customer must have their own public liability insurance. If they do not, they must inform soundLINCS, and their booking may be refused.

12. Customers are advised that soundLINCS does not accept responsibility for any loss of personal property by theft or otherwise.

13. No conduct may be carried out that may invalidate soundLINCS’ insurance policies.

14. soundHOUSE is a non-smoking building and smoking regulations must be observed by the customer at all times.

15. All audio visual and electrical equipment brought into our premises must comply with current Health and Safety regulations, which includes Portable Appliance Testing under the Electricity at Work Regulations 1989.

16. All visitors into the building should sign in on entering the building and on leaving should sign out of the visitor's book/delegates list completing the time of departure.

17. The Hirer also undertakes to provide soundLINCS with a list of delegates attending the function and a programme for the function.

18. The Hirer and their delegates are expected to behave in a responsible manner and with due regard to the regulations of soundLINCS and any reasonable instructions of soundLINCS and its employees. The customer and its delegates must not undertake activities on the premises that could bring soundLINCS into disrepute.

19. The hirer and their delegates must not make or permit to be made any noise which may interfere with the use of other rooms in the building or to neighbouring premises.

20. All visitors shall be required to observe the soundLINCS’ Fire and Safety Regulations. All Hirers should undertake to inform delegates of the location of emergency exits. This information will be provided by soundLINCS. 21. If the fire alarm is sounded, the building should be evacuated as quickly as possible via the nearest exit, and visitors should assemble in the car park opposite the soundHOUSE entrance. Visitors must remain there until they are informed it is safe to return. They should report to the soundLINCS fire marshal so that all visitors are accounted for.

22. Any breach of these terms and conditions may result in the termination of a booking.

23. soundLINCS reserves the right to refuse requests for room hire.

October 2019