Policies

1. Booking Confirmation and Payment Terms

 

1a. A booking is considered confirmed after TheCollectiveLight receives a cleared balance payment or a deposit.

 

1b. Clients must make a full balance payment (including any agreed security deposit) on or by 3 days (72 hours) before the booking start time, unless otherwise agreed in writing by the owners. Failure to do so will result in the termination of the scheduled shoot without refund or notice.

 

1c. If a booking is made within 72 hours of the start time, then payment in full will be required immediately to secure the scheduled shoot.

 

1d. Bookings can only be made by clients who have registered on TheCollectiveLight.co.uk website and verified their contact details.

 

 

2. Booking Times

 

2a. Booking times start as per confirmed in the online schedule. If a client is late, booking fees are incurred from the agreed booking time without extension to the end time.

 

2b. If the owner is at fault in ensuring the start time for any reason, one of the following will apply. If the lateness is fifteen minutes or less, the slot will be extended. If the slot cannot be extended for any reason, the client will be reimbursed for one hour of shoot time based on what was paid for the slot. If the client wishes, they can opt for the one-hour compensation and use the remaining time.

 

 

3. Set Up and Take Down Time

 

3a. Where necessary, as in the case of assisted or unassisted studio bookings, clients must include set-up, take-down, and clean-up time within the booked hours to avoid overtime charges. If the session is a workshop or a course, the owner will set up the studio before the start time.

 

 

4. Cleaning & Leaving the Studio in a Reasonable State

 

4a. Studio or venue space must be left in a reasonable state at the end of the client’s booking to avoid additional cleaning charges (at the discretion of TheCollectiveLight Studios). A reasonable state is defined as something found when the session starts.

 

4b. Depending on the nature of the shoot, we reserve the right to request a £50 cleaning deposit before confirming the booking for events and large shoots with 10+ people. This will typically be waived for clients who regularly use the premises and have demonstrated that they will always leave the space in a reasonable state. The deposit will be fully refundable if, once inspected, the owner determines the premises are in a reasonable state. If cleaning is required, it will be deducted from the £50 at the owner’s discretion. The amount taken will be fair and non-contestable based on what was paid to clean the premises.

 

 

5. Number of Attendees.

 

5a. Clients will agree on the number and attendees prior to bookings being confirmed. If requested, the owners reserve the right to request the names of those in attendance for safety and legal purposes.

 

5b. For security and safety reasons, the specified maximum attendees must not be exceeded, and we reserve the right to refuse entry or terminate a booking if a venue space is at capacity.

 

5c. Under no circumstances will the client admit additional attendees to the booking without prior notice and approval from the owner. If the client is found to have admitted additional attendees, the owner reserves the right to terminate the booking with immediate effect without compensation for any remaining time unused.

 

5d. For safety and legal purposes, all clients will sign into the logbook on arrival and then sign out on departure.

 

 

6. Security Deposit

 

6a. For events and large shoots with 10+ people, we have a Holding/Security Deposit of £100 (or rate to be agreed before booking and is dependent on size and nature of the booking, and space being booked). The security deposit will be returned at the end of the booking (minus any deductions due to damage, additional cleaning fee, additional attendees or overtime).

 

6b. Security deposits are held as security against breach of terms, and the full amount will be lost if the client or their guests breach any stated terms.

 

 

7. Minors

 

7a. Clients must ensure that all minors under the age of 16 are always accompanied by a chaperone. Minors must have parents’ or guardians’ permission to be at our premises or to be photographed/filmed as relevant. The owner reserves the right to verify the permission prior to confirming the booking.

 

 

8. Use of Equipment

 

8a. If your booking includes lighting, sound, or other equipment, all equipment must be returned promptly at the end of the hire period in its original condition. The client is liable for the repair or replacement cost for any missing or damaged equipment.

 

8b. Clients may not remove the equipment from the studio premises, modify, alter, or tamper with it in any way. They will also not use the equipment in a manner not recommended by the manufacturer or allow it to be used by untrained or unauthorised personnel. The payee of the booking bears the ultimate accountability for the group and their use of the equipment.

 

8c. To ensure availability, any required equipment, prop, or studio booking add-ons must be requested with at least 72 hours left before the booking starts. We cannot guarantee the availability of any equipment or prop that has not been specifically requested and confirmed by the owner prior.

 

8d. Only equipment requested and provided by the owner is to be used within the studio. No additional studio equipment is to be used. If the client is found to be in breach of this rule, the owner reserves the right to cease the booking without compensation for any unused time.

 

8e. The client may use their own equipment, but it must comply with UK legal and safety standards. The client remains liable for any damage caused by their equipment. The owner bears no responsibility for the client’s equipment during its use in the booking.

 

 

9. Breakages, Losses and Damages

 

9a. Clients are responsible for any losses or damages caused to the premises or equipment during their booking by themselves or any other approved attendees.

 

9b. All equipment used is at the risk of the client. TheCollectiveLight Studios shall not be liable to the client for any loss, damage, expense, or for any consequential loss (including loss of profit) arising out of or in connection with; any damage to or loss of property by the client or third party including any breakdown, stoppage or failure of the facilities or equipment provided.

 

9c. Alterations or additions to our premises or equipment are prohibited without prior approval.

 

9d. Clients must check any equipment provided and notify TheCollectiveLight Studios at the time of supply if the equipment is damaged or if its condition is not acceptable. If the owner is not notified during supply, the client is responsible for any breakages or damage.

 

 

10. Booking Changes and Cancellations

 

10a. Studio hire booking times can be changed with RE-BOOKING FEES as stated below, which depend on the notice time provided:

   • 3 to 7 days (72 to 168 hours) notice time provided. Rebooking is 25% of the original total.
   • Less than 3 days (72 hours) notice time provided. Rebooking is 50% of the original total.

 

10b. Studio hire bookings can be cancelled with CANCELLATION FEES as stated below, which depend on the notice time provided:

    • More than 7 days notice - full refund
   • 3 to 7 days (72 to 168 hours)  notice time provided. Cancellation fee of 50% of the total.
   • Less than 3 days (72 hours) notice time provided. Cancellation fee of 100% of the total.

 

 

11. Termination

 

11a. TheCollectiveLight Studios may terminate any booking or hire contract if the client is found to be in breach of any of the terms and conditions. Compensation will only be awarded up to and including the value of the booking fee. The owner accepts no culpability for losses to the client.

 

 

12. Noise

 

12a. Music can be played inside premises at a moderate and reasonable level. Noise levels outside of our premises must be kept to a reasonable level during bookings. Clients are asked to consider other occupants and neighbouring residents when using our facilities.

 

12b. Music must be turned off by 8 p.m., and noise levels must be minimised to a low and reasonable level after this time so as not to disrupt or inconvenience nearby neighbours.

 

 

13. Littering and Waste Disposal.

 

13a. Clients must not litter and drop waste on the inside or outside of our premises, and must put all litter in internal bins. Additional bin bags will be provided if required, and clients are responsible for ensuring all waste is disposed of and outside spaces are kept clean and litter-free. Failure to do so will result in additional charges. Material littering will be treated as a failure to leave the premises in a reasonable state, and subject to all points in section 4 above

 

 

14. Event Bookings

 

We have the following licence terms for event bookings:

 

15a. TheCollectiveLight currently does not offer even bookings for its premises. If it does in the future, this Policy will be amended and reissued accordingly.

 

 

15. Variations

 

15a. These Terms and Conditions are valid at the time of booking and are subject to variation. Clients will be notified of any variations prior to booking.

 

 

16. Applicable Law

 

16a. The laws of the United Kingdom shall govern all agreements.