Space Hire Policy

SPACE HIRE POLICY

 

OVERVIEW

Our address is Impact Brixton, Pop Brixton, 49 Brixton Station Road, London SW9 8PQ.

The space is located within the Pop Brixton site towards the back.

Entrance between 9am-11pm is through the main entrance of Pop Brixton.

 

SPACES AVAILABLE TO HIRE

Main Space (max 80 people standing, 45 theatre style)

Container (max 15 seated, 25 standing)

Gallery (max 8 -10 people boardroom style)

Backstage (max 4 people)

 

OPENING HOURS AND MINIMUM BOOKING TIMES

Main Space

Available 9am*-12am, Tuesday to Sunday.

Minimum booking time: 4 hours

*Please note that the main space cannot be used for events before 6pm on weekdays as members pay for the right to work until that time. If your event starts at exactly 6pm, please contact us to discuss this – we want to cause the least possible disruption for working members.

Container

Available 9am-11pm, Monday to Sunday.

Minimum booking time: 1 hour – 9am – 6pm, Monday to Friday.

Minimum booking time: 3 hours – At all other times

Gallery

Available 9am-10pm, Monday to Sunday.

Minimum booking time: 1 hour – 9am – 6pm, Monday to Friday.

Minimum booking time: 3 hours – At all other times

Backstage

Available 9am-6pm Monday to Friday (not available Saturday to Sunday).

Minimum booking time: 30 mins. This is only available for bookings during our opening hours (9am – 6pm Monday to Friday).

 

OUR RESPONSIBILITIES

We will provide a host for your event, who takes responsibility for:

+ opening and closing the space;

+ provide a projector / whiteboards etc (to be agreed in writing in advance);

+ advising you on room setup;

+ health and safety in the space;

+ answering any questions you have about the space; and

+ liaising with Pop Brixton security.

 

YOUR RESPONSIBILITIES

You, the organiser, are responsible for:

+ providing a list of attendees to us at least 5 business days prior to any out of hours event;

+ delivering the event and ensuring external parties are happy; and

+ rearranging, tidying and vacating the space after you have used it on time, as per the hours booked.

 

CANCELLATION POLICY

Should you cancel your booking before the time thresholds specified below, you will receive a refund for your booking within 5-10 working days of cancellation.

Please ensure that cancellations are made with due notice. Should you cancel your booking at any time after the time thresholds specified below, you will be charged the full price for the booking.

Main Space: 2 weeks before the date and time booked (*minus a 20% cancellation fee)

Container: 1 week before the date and time booked

Gallery: 72 hours before the date and time booked

Backstage: 24 hours before the date and time booked

 

PAYMENT

Payment by members will be taken with the next invoice that is issued after the booking has been made. The same cancellation policy applies.

Payment by non-members should be made on the day of booking (within 15 minutes) or the booking will expire.

We reserve the right in our discretion to charge interest on any account outstanding, entirely or in part, at the rate of 4% above the base rate for the time being of Barclays Bank.

 

CONDUCT 

You agree to begin and end the event at the times agreed with us. Should you arrive early or overrun the “end time” of the event with or without agreement, you will reimburse us for any expenses incurred as a result of the additional time (rounded up to the nearest hour), including, but not limited to, additional wage costs for staff allocated to the event.

The events which take place within the event space are subject to statutory controls, in particular, but without limitation, those relating to food and health and hygiene, fire protection, alcohol licensing, and entertainment. You, your employees, guests, customers, clients, and invitees must comply with reasonable requests, directions and instructions of Impact Brixton in relation to any such matters.

You agree and undertake:

 

No alcohol shall be sold at the premises under any circumstances and it shall not be served (in any form) after 10pm.

You shall use reasonable endeavours to ensure that six units of alcohol (https://www.drinkaware.co.uk/alcohol-facts/alcoholic-drinks-units/what-is-an-alcohol-unit/) is the maximum consumed by you or any of your guests at any event.

At no time during the events will alcohol be self-serve. For the avoidance of doubt this means that at all events the service of alcohol must be undertaken and monitored at all times by Impact Brixton employees or staff that are hired for this purpose.

We reserve the right to remove any alcohol from guests who are unable to prove that they are over 18, regardless of how they obtained the alcohol in the first instance.

This agreement is subject and subordinate to our lease with our landlord of the premises and to any supplemental documentation and to any other agreements to which our lease with such landlord is subject to or subordinate. You acknowledge and agree that the event is subject to the obligations and restrictions in our lease from time to time, and we will notify you as soon as is reasonably practicable if those obligations and restrictions change and/or impact on your event. However, the foregoing does not imply any sublease or other similar relationship involving an interest in real property.

TERMINATION 

If you, your employees, guests, customers, clients, invitees or any person using the event space in connection with this agreement or the event breaches or fails to observe or perform any of the terms of this agreement (including without limitation the payment terms), or if you fail to secure their observance or performance or you are the subject of a bankruptcy or insolvency event or if it appears to us that:

  1. you intend to use the event space for any purpose other than the event you have specified to us at the time of booking; or
  2. the event may lead to a breach of the peace, or acts of violence may occur or damage may be caused to our premises or our contents; or
  3. the nature of the event or of any item in its programme is such as to render it undesirable that it should take place in Impact Brixton, without prejudice to any accrued rights against you,

Impact Brixton may immediately and without notice terminate this agreement.

Upon such termination:

  1. you shall immediately vacate the event space and ensure that your employees, guests, customers, clients, invitees or any other person using event space in connection with this agreement or the event leave Impact Brixton immediately;
  2. we shall be entitled to retain all sums paid under this agreement, and you shall be liable to pay the balance of any charges payable under or in connection with this agreement, and any costs incurred by us, or for which we may become liable in connection with the event but without prejudice to any rights and remedies we have in respect of such omission; and
  3. you shall have no claims against us for any costs, expenses, loss or damage you may sustain or have sustained nor for any such costs, expenses, loss, damage or liability it may incur or have incurred in consequence of such termination by us.

 

SCHEDULING CONFLICTS

If, due to potential scheduling conflicts or otherwise, we cannot, or reasonably consider that we cannot, proceed with the hire of the space for your event on the agreed terms, we shall inform you as soon as reasonably practicable and use our reasonable endeavours in good faith to make suitable alternative arrangements, failing which we shall terminate the agreement and refund your deposit.

LIABILITY AND FORCE MAJEURE 

We accept no liability for loss of, or damage to, property brought onto the event space and which is owned by or in custody of you, your employees, guests, customers, clients, or invitees.

You shall be responsible for any damage caused by you, your employees, guests, customer, clients or invitees to the event space, furnishing, utensils or equipment during the event or as a result of the event, and shall indemnify us against the cost of repair or replacement thereof.

Notwithstanding any permission which may be given by us we accept no liability for loss or damage caused to you, your employees, guests, customers, clients or invitees.

We accept no liability for any breach of these terms and conditions caused by events beyond our control, which shall include, but not to be limited to, industrial action (whether on the part of our employees or otherwise), accidents, fire, flood, riot, civil commotion war, terrorism. If any such event should occur, we shall use our reasonable endeavours to make suitable alternative arrangements, failing which we shall terminate the agreement and refund your deposit.

 

INSURANCE

You are advised to secure your own insurance policy against any cancellation charges for which you could be liable under this agreement.

 

ENTIRE CONTRACT

This agreement contains the entire and only agreement between us and supersedes all previous agreements made between us in relation to the event. Both parties acknowledge that in entering this agreement neither has relied on any representation oral or written that is not set out expressly in this agreement and the attached quotation. We shall not be liable to you or any of your guests or invitees by reason of any representation (unless fraudulent) for any indirect, special or consequential loss or damage, costs, expenses or other claim whatsoever caused by our negligence arising from the organisation and management of the event and our entire liability under or in connection with this agreement shall not exceed the quoted cost of the event. No other terms and conditions do or will relate to this contract.

 

APPLICABLE LAW 

The law of this agreement is that of England and Wales and the Courts of England and Wales have exclusive jurisdiction over any dispute arising.

By booking the space that you wish to hire you expressly declare that you have read, understood and agree to be bound by the terms set out herein.

SOME ANSWERS TO FREQUENTLY ASKED QUESTIONS

Can I come early to set up my event?

Your booking starts from the time you indicated when you booked. If you need extra time to set up and clear down, then please log back into your account, click on the booking and add additional time.

Can I rearrange the space?

Absolutely. Tables can be put to the sides or even stored away for the event and chairs can be arranged as you like. Please allow enough time at the start of your booking to arrange and please leave the space as you found it.

Can I have tea, coffee and water for my meeting?

Filtered water is free. Just help yourself to glasses and water bottles in the kitchen. You can help yourselves to tea & coffee in our kitchenette for £1/head (just put the cash into the pot.)

Can we cook here?

Unfortunately we only have a basic kitchen with a microwave, sink and dishwasher so it is not possible to cook on site but we are happy for you to arrange your own catering.

Can you arrange catering?

There are local food providers right on our doorstep at Pop Brixton. They can provide a mix of hot and cold food. See a full list of their traders here – www.popbrixton.org

You are also welcome to bring your own as long as you clear down afterwards.

We can also arrange catering for your event either through a private chef or one of our trusted local suppliers.

Can we serve food?

Yes, please feel free to arrange your own catering. We’ve had dinners here serving 50+ people, which have worked a treat. You’ll just need to arrange equipment to keep food warm.

Can we serve alcohol?

Yes, alcohol can be served, however it cannot be sold. We do not hold a license to sell alcohol.

How many chairs do you have?

We have around 75 chairs in the space. We may be able to source more if required – get in touch to let us know what you need.

Can you help promote my event?

Yes of course, we’d love to. Please send us one paragraph of text, your eventbrite link (or other registration page) and an image. We will include this on our website, in our social media and newsletters.

Can we have more than 80 people attend an event?

Nope, sorry. We’re only licensed to have up to 80 people here for health and safety reasons.

Will there be a member of Impact Brixton staff there during the event?

Yes, there will be a host on the day to answer your questions and check everything runs smoothly.

 

Contact

Impact Brixton

Pop Brixton

49 Brixton Station Road

London

SW9 8PQ

020 7926 3032

team@impactbrixton.com

Open Monday to Friday, 9am-6pm