Terms & Conditions – Venue Hire


a) Room hire is made available by agreement with PhotoVoice and is subject to payment by the Customer of the room hire fees.

b) Venue hire is made by application and will not be confirmed until the booking is accepted by PhotoVoice and payment is made.

c) Venue hire will only be confirmed if the nature of the room hire is considered appropriate by PhotoVoice and in line with its ethos, charitable aims and PhotoVoice reserves the right to refuse a booking.

c) By hiring PhotoVoice’s gallery space, you agree that the event will be conducted in a way that doesn’t create a breach of the law or create a nuisance.

d) At the end of the room hire, anything you bring in for the purposes of the hire will be removed, and the room left clean, undamaged, or free from rubbish. If PhotoVoice believes that this has not been adhered to, a separate cleaning charge will be imposed.

e) Any items left after the room hire will be held in storage for 48 hours until they are collected. A hire fee of £50 per day will be imposed. If they are not collected within 48 hours, they will be disposed of, with a disposal fee of £250 charged.

e) You agree that the room will not remain unattended at any point throughout the hire. If at any point you need to leave the premises, it will be locked and PhotoVoice will not provide staff to occupy the space at any point during the hire.

f) PhotoVoice reserves the right to turn down or cancel the room hire, if, in its opinion, it is too loud and/or causing disturbance to others.

j) PhotoVoice reserves the right to cancel the room hire if in its opinion the purpose of the booking has been misrepresented. You are not able may not sub-let or further offer for hire PhotoVoice’s gallery.


k) All charges are subject to VAT at the current rate and are included in the displayed price. All payments are to be made online through PhotoVoice’s booking system. In exceptional circumstances, invoices may be issued. These terms and conditions will remain in force.

l) Bookings will be made in full in advance of the room hire. If payment is not made in full in advance of the agreed hire date, the event will be considered cancelled by you, with the cancellation policy in place.


m) PhotoVoice reserves the right to cancel the event if its gallery space is forced to be closed for reasons beyond its control.

n) If you need to cancel your confirmed booking, this cancellation needs to be provided in writing. The following charges will be imposed:

  • Within 14 days – 100% of the total
  • 15 – 30 days – 75% of the total
  • 31 – 60 days – 50% of the total
  • Over 61 days – 25% of the total


o) PhotoVoice will not be liable by reason of any delay in performing or any failure to perform any of its obligations in relation to the room hire if such delay or failure is due to any cause beyond PhotoVoice’s reasonable control including (without limitation) Government intervention, strikes, acts of God, national or local disasters or war or any event causing the whole or part of PhotoVoice to be closed to the public. In such circumstances the charges payable by you may be subject to refund by a fair and reasonable apportionment.

p) PhotoVoice does not accept liability for loss or damage to any object, equipment, furniture, stock or other property of any sort brought onto the premises by you or your guests howsoever such loss or damage may occur unless as a direct result of PhotoVoice’s negligence. All such property will remain under your care and control and is entirely at your own risk.

q) You will be liable for any loss or damage caused to the venue and the property, its furnishings, fixtures, artworks or objects as a result of any actions you or your guests undertake, and shall pay to PhotoVoice on demand the amount required to remedy any such damage.

r) You shall not use the PhotoVoice logo in any of your advertising or publicity, and ensure that any such materials do not imply the event is endorsed or organised by PhotoVoice, unless agreed in writing in advance and as part of an existing partnership agreement.

s) You acknowledge that no relationship of landlord or tenant is created between you and PhotoVoice by hiring PhotoVoice’s room, and agree that PhotoVoice retains control, possession, and management of its gallery space, and that you have no rights to exclude PhotoVoice from its gallery space.

t) You agree to indemnify PhotoVoice and keep PhotoVoice indemnified against all losses, claims, demands, actions, proceedings, damages, costs, expenses or any other liability arising from this agreement.