Booking Terms​

Unit 12 – Conditions of Hire

Last updated: January 2025

Booking Procedure

1. All reservations must be made via our official online booking system.
2. For single bookings and most regular bookings, payment is required at the time of booking.
3. For agreed regular bookings, invoices may be issued monthly based on bookings made in the system.
4. Cancellations:
   • Cancellations made between 30 and 7 days before the event will incur a 25% charge of the total hire cost.
   • Cancellations made within 7 days of the booking will be charged the full hire amount.
   • Unit 12 reserves the right to cancel any booking at any time. If this occurs, a full refund will be issued unless the cancellation was due to hirer misconduct or breach of terms.
5. Ensure all booking and invoice details are correct at the time of booking.
6. A confirmation email will be sent after your booking request is received. If not received, please contact the manager immediately.
7. Rates are charged per hour. A minimum of 1 hour applies, with 15- and 30-minute increments thereafter.
8. Invoices must be paid by the due date. Non-payment may lead to cancellation of future bookings. Payment plans are available for bookings made more than two months in advance.
9. Hirers must vacate the premises at the end of their booking. Overtime will be invoiced at our standard rate.
10. Bookings are released throughout the year, typically per term. Contact the manager for cycle details.
11. Bookings may be relocated within the building if necessary. If moved to a smaller space, a refund for the price difference will be issued. Advance notice will be given where possible.

Use of the Spaces

1. Spaces must only be used for the purpose agreed at the time of booking. The hirer is responsible for the conduct of all attendees.
2. Spaces must be left in the condition they were found.
3. The hirer is liable for any damage caused. Damage must be reported immediately and confirmed in writing within 24 hours.
4. All belongings must be removed after your session. Items left behind will incur a £50 disposal charge per item.
5. Rubbish must be removed. Disposal charges: £25 per bin bag; £50 per recyclable carrier bag (e.g. glass).
6. Triggering the alarm system due to improper use will result in a £150 fee.
7. No alterations, fixings, or changes to the premises or equipment are permitted.
8. Hirers are responsible for all injury or loss claims arising from their booking, unless caused by Unit 12’s negligence.
9. No food or drink is allowed in studios except bottled water or with prior agreement.
10. Smoking is strictly prohibited throughout the premises.
11. No illegal drugs are allowed on the premises.
12. Alcohol is not permitted without prior written approval.
13. Weapons, explosives, pyrotechnics, and naked flames are not allowed.
14. Only assistance dogs are allowed without prior consent.
15. Filming or broadcasting rights require written approval.
16. Unit 12 staff may refuse entry at any time during the hire.
17. Hirers are responsible during hire for:
    • Supervision and orderly entry/exit
    • Safety, conduct, and emergency clearance
    • Compliance with fire regulations and clear exit routes
18. Hirers must comply with all applicable laws and licensing terms. Any breach may result in liability for costs or damages.

Booking Times

1. Bookings are back-to-back. Please include setup and takedown time in your booking.
2. Spaces must be vacated by 11:15pm. Last bookable slot ends at 11:00pm.
3. Repeated late finishes may result in cancelled future bookings.

Use of Equipment

1. Equipment is used at the hirer’s own risk unless damage is due to Unit 12’s negligence.
2. Some studios have AV systems. User guides are available. Bring your own cables where needed.
3. Equipment must not be moved without permission. Do not place items or liquids on cabinets.
4. Tables and chairs are available on request (subject to availability). Wi-Fi is available but not guaranteed for streaming.
5. All brought-in equipment must meet safety standards. PAT testing and fireproofing apply.
6. Sets or props must be pre-agreed and risk-assessed.
7. Use of flash photography must be declared at booking time and is only allowed in certain studios.
8. Photography or filming of artistic work, children, or staff is prohibited without proper consent. Consent forms are required for photographing minors.
9. Credit should be given to Unit 12 for shoots where relevant: e.g., “Filmed/Photographed at Unit 12.” We may request to use images for our own publicity.

Health & Safety and Public Liability

1. Hirers must comply with all health & safety laws. A risk assessment should be provided in advance.
2. First aid kits and accident books are available in each studio. A trained manager may not always be on-site.
3. Let us know in advance if wheelchair users are attending. Unit 12 is partially accessible.
4. Hirers must know and communicate fire evacuation procedures.
5. Unit 12 is not liable for lost or stolen property.
6. Hirers must have valid public liability insurance.
7. If your booking involves under-18s or vulnerable adults, you must ensure appropriate DBS checks are in place and available for review.

Studio Capacities (Recommended Maximums):

Marketing and Publicity

1. Unit 12 may be mentioned in promotional materials only as the event venue.
2. Our logo may not be used unless Unit 12 has commissioned the event.
3. Flyers may be displayed in the café with prior approval. Event posters can be emailed to here for possible social media or website promotion.

Location & Facilities

Address:
Unit 12 CIC
Winnall Valley Road
Winchester
SO23 0LD

Contact Numbers:
07763 674230
07574 932511

Toilets are available throughout the building and clearly signposted.