In The Room Studios – Terms and Conditions (Self-Service Studio Hire)

Version: 2.3
Effective Date: 01.01.2026

These Terms and Conditions (“Agreement”) govern all bookings and use of In The Room Studios (“the Studio”), operated by In The Room Studios Ltd (“We”, “Us”, “Our”).

1. Nature of the Studio – Self-Service Use

1.1 Minimum Age Requirement
The Booker must be at least 18 years of age at the time of booking.

1.2 Unstaffed Premises
The Studio operates on a fully self-service basis. No staff are present before, during, or after bookings.

1.3 Booker Responsibility
The Booker accepts full responsibility for their own safety, conduct, and compliance with these Terms, and for ensuring all attendees comply with these Terms and Conditions.

2. Scope of Hire & Shared Workspace Acknowledgement

2.1 Studio-Only Hire
The Studio is located within a wider working office and creative workspace. Hire grants access to the designated Studio area only.

2.2 Wider Office Area Not Included
The surrounding office space does not form part of the hire.

2.3 Sound Environment Disclaimer
The Studio is not soundproof. External noise from neighbouring occupiers, building activity, or the surrounding area may occasionally be audible. This does not constitute grounds for refund, cancellation, or rescheduling.

2.4 Lift Access Disclaimer
The Studio is located within a building served by a shared passenger lift operated by building management. Lift availability cannot be guaranteed.

In the event of lift unavailability, access may require the use of stairs. The Booker is responsible for ensuring safe access for themselves and their equipment.

Lift failure or unavailability does not constitute grounds for refund, cancellation, or rescheduling.

3. Occupancy, Booking Times & Access

3.1 Maximum Occupancy
Maximum occupancy is strictly limited to 3 persons at any time.

3.2 Access Window
Access is permitted only within the confirmed booking time. The Booker must allow sufficient time for setup, cleaning, and exit within the booked period.

3.3 Early Entry and Overtime
Entry before or remaining after the booking period is not permitted. Additional charges may apply where access extends beyond the booked time.

3.4 Monitoring
Access, occupancy, and usage may be monitored via entry systems and CCTV.

4. Payments, Cancellations & Refunds

4.1 Payment
Full payment is required prior to access being granted.

4.2 Cancellation Policy
All bookings are final and non-refundable.

4.3 Rescheduling Policy
Rescheduling may be accommodated at our discretion if requested before the booking start time. Requests must be emailed to contact@intheroomstudios.co.uk.

4.4 Booking Transfers
Bookings may not be transferred without prior written consent.

4.5 Payment Authorisation
The Booker authorises In The Room Studios Ltd to store and charge the payment method on file for all applicable fees arising under these Terms, including but not limited to cleaning, damage, overtime, breach of Studio policies, or other applicable charges. This authorisation remains valid for any additional charges incurred in accordance with these Terms.

4.6 Payment Disputes and Chargebacks
The Booker agrees not to initiate chargebacks or payment disputes for valid charges applied under these Terms. In the event of a chargeback or dispute, In The Room Studios Ltd reserves the right to recover applicable costs and restrict future bookings.

5. Access Codes & Studio Security

5.1 Entry Codes
Temporary access codes are issued approximately 24 hours before the scheduled booking start time. Access codes are valid only for the booked period. The Booker is responsible for keeping the code secure and must not share it beyond authorised attendees.

5.2 Securing the Studio
The Booker must ensure the Studio is secured upon exit.

6. Studio Use Restrictions

6.1 Permitted Use
The Studio may only be used for professional creative purposes.

6.2 Events and Parties Prohibited
Events, parties, celebrations, exhibitions, performances, or social gatherings are strictly prohibited.

6.3 Lawful Use
The Studio must not be used for unlawful, unsafe, or hazardous activities.

7. Fire Safety & Building Rules

The Booker must ensure:

• Fire doors remain closed

• Fire exits remain unobstructed

• Communal areas remain clear

• Equipment must not be stored in communal areas

8. Noise and Speaker Policy

8.1 Noise Levels
Music must be kept at a respectful low-level volume.

8.2 External Speakers Prohibited
External speakers, PA systems, or amplified sound systems are not permitted.

9. Cleaning & Studio Condition

9.1 Studio Reset
The Studio must be returned to its original condition, including removing rubbish and resetting furniture.

Failure to do so authorises a £60 cleaning/reset fee.

9.2 Communal Kitchen Use
The Booker must clean and reset communal kitchen areas used, including washing items and disposing of waste appropriately.

9.3 Persoal Property
In The Room Studios Ltd accepts no responsibility for personal belongings.

9.4 Abandoned Property
Any property left behind may be removed, stored, or disposed of at our discretion after a reasonable period. In The Room Studios Ltd accepts no liability for abandoned items.

10. Equipment & Damage

The Booker accepts full responsibility for any damage caused to the Studio, equipment, fixtures, communal areas, or wider office property. Repair or replacement costs may be charged accordingly.

11. Liability, Health & Safety

11.1 Safety Responsibility
The Booker accepts full responsibility for the health, safety, and welfare of all attendees.

11.2 Electrical Equipment Safety
All equipment brought onto the premises must be safe and PAT tested where applicable.

11.3 Insurance Responsibility
The Booker is responsible for ensuring appropriate insurance where required.

11.4 Limitation of Liability
In The Room Studios Ltd accepts no liability for injury, loss, or damage occurring during Studio use, except where required by law.

12. Monitoring & Security

CCTV operates in communal and external areas for safety and security.

By booking, the Booker consents to such monitoring.

13. Indemnity

The Booker agrees to indemnify and hold harmless In The Room Studios Ltd from any claims, losses, damages, or expenses arising from their use of the Studio or breach of these Terms.

14. Right of Entry

We reserve the right to enter the Studio where reasonably necessary for safety, maintenance, security, or prevention of misuse.

15. Force Majeure

We shall not be liable for failure or delay caused by events beyond reasonable control, including power outages, lift failure, building access issues, or emergencies.

16. Amendments

We reserve the right to update these Terms at any time.

17. Governing Law

These Terms are governed by the laws of England and Wales.

18. Acceptance of Terms

By making a booking, accessing, or using the Studio, the Booker confirms they have read, understood, and agree to be bound by these Terms and Conditions.