TERMS & CONDITIONS OF HIRE
Please abide by the following conditions of hire, if you encounter any problems, breakages or the room was not left in a good enough condition please contact your host on arrival, they are available from 15 minutes before your booking is due to commence, until 15 minutes after your allocated start time. Your event may be cancelled if you breach any of the terms listed below. In the event of cancellation due to a breach of the terms and conditions, no refund will be provided of booking fees or deposits.
- Bookings, Fees & Payments
1.1 All fees are payable in advance and no booking is confirmed until payment has been received through our online booking system.
1.2 Bookings cannot be made in person and payments cannot be made by cash or cheque.
1.3 Bookings are non-refundable, except in the event of cancellation by the venue.
1.4 Please ensure you allow adequate time to set-up and pack-up your event in the allocated reservation time.
1.5 Please do not disturb food concessions, they are independent businesses and are not in a position to provide assistance except in an emergency.
1.6 The Venue reserves the right to cancel any booking at any time and in such cases a refund will be provided but no liability for additional costs will be accepted.
1.7 Your booking relates to a specific room or part of our premises and you should not over-spill into other parts of the premises.
- Restrictions & Exclusions
2.1 No alcohol to be brought on to the premises
2.2 No late licensed events
2.3 No Birthdays for anybody between the age of 15 and 21 years old
2.4 No Bookings for event organisers under 21
- Furniture & Fixtures
3.1 There are tables located in the space. Please fold, wipe (if needed) and return them before you leave the room. We recommend the use of table covers to reduce cleaning time and improve the overall aesthetic. We do not supply tablecloths or coverings.
3.2 Sufficient chairs should already be in the room for your event. Please fold and stack these away neatly at the end of your booking.
3.3 Under no circumstances are you permitted to remove tables, chairs or other furnishings from other parts of the premises.
3.4 If you have moved furniture, please put it back where it belongs and if you find any breakages or risks please notify us.
- AV Equipment & PA
4.1 We do not have a projector or PA available unless it is booked in addition to your room hire and paid for separately and you will need to supply all equipment to meet the needs of your booking.
4.2 Theatre Lights are available in the studio theatre but you must have a technician to operate them, and notify us of their use at the point of booking.
- Cleaning, Damages & Repairs
5.1 The room is provided on a self-serve basis and you are asked to leave the room as you found it and as you would expect to find it. An option for cleaning is available at a rate of 40GBP per event.
5.2 Any damage caused to artwork, fixtures or fittings during the course of your reservation due to neglect or irresponsible behaviour by you or your guests will render you liable for the costs of repair, replacement or compensation to artists.
5.3 Please recycle all waste appropriately in the bins provided in our cafe and leave any non-recyclable waste in a black bag and leave it in the room.
5.4 Any bulky waste items you bring such as gas canisters are your responsibility to dispose of. Please do not leave personal items beyond the duration of your booking.
5.5 If the room is left in an unacceptable condition, damaged and equipment is not returned to its appropriate location, we reserve the right to charge a cleaning and repair fee and/or administration or claim fees and we may prevent you booking our space again in the future.
- Marketing & Promotion
6.1 If your event is open to the public or ticketed then we will provide online marketing support wherever possible.
6.2 All public events must have a facebook event associated with them and Matthews Yard should be made co-host. This will ensure automatic inclusion of your event on our website and in other marketing channels.
6.3 Matthews Yard is a registered trademark and our name should always be written without apostrophes, as follows “Matthews Yard”
6.4 Our logo must be included on all event marketing and promotional material such as flyers, leaflets and posters. A high-resolution logo will be sent to you upon booking the space.
- Food & Drinks
7.1 It is not permitted to bring food or drinks from outside onto the premises except with advance permission.
7.2 Permission for bringing alcohol onto the premises will never be granted
7.3 All alcohol should be purchased from the bar, for bulk orders, pre-paid tabs and similar, please contact us in advance.
7.4 Limited event catering services are available as is a small prep kitchen
8.1 A cleaning service is available by reservation for 40GBP per booking.
8.2 The Theatre lighting rig is available with an agreed technician and notice as stipulated earlier in this agreement.
8.3 An experienced AV technician is available for an additional 50GB per 2 hours with a minimum of 2 hours.
8.4 Security is available for your event at a rate of 40GBP per officer per 2 hour booking. Security is not essential but we reserve the right to request you include security at your own expense in some cases. The minimum shift for a security officer is 4 hours and this applies even in the case of 2 hour reservations.
- Force Majeur
9.1 It is agreed that this contract will be null and void should The Venue or the agreed performance area within the operation of the shows be closed on account of public or national calamity, epidemic, war, fire, accident, the order or request of any competent authority having jurisdiction in the matter, the withdrawal or suspension of a license force majeure or on account of any strikes, lockouts, riots or public disturbance. No claim will be made by either party against the other by reason or in consequence of this contract becoming null and void under any of the provisions of this clause.
- Governing Law
10.1 This agreement shall be interpreted in accordance with and in all respects governed by English law.
10.2 English law shall apply and English courts shall have jurisdiction over any dispute that arises.
All members of Matthews Yard receive 15% off all food, drinks and room hire fees on display of their membership card or when making an order online.