1. Interpretation and Definition
1.1 Authorised Use – use for the purpose of which the Booked Space is designed under any Head Lease.
1.2 Booking Administrator – the agent who administers and runs the SharedSpace.
1.3 Booked Space – the space booked within the building or grounds of the building by the Hirer which may consist of a single or multiple bookings on a specified date or date range and for a specified period of time.
1.4 Building – the property where the Booked Space exists.
1.5 Common Areas – areas of the building the Landlord designates for common use of occupiers and users of the building from time to time.
1.6 Shared Areas – areas of the building the Landlord demises for use by designated occupiers and uses of the building from time to time.
1.7 Head Landlord – the building owner.
1.8 Head Lease – any lease under which the Landlord holds an interest in the building.
1.9 Hirer - the person and any other representative from their organisation who requests or utilises the Booked Space.
1.10 Landlord – the holder of the Head Lease.
1.11 Registered Users – approved registered users of SharedSpace.
1.12 SharedSpace – the Booking System software.
1.13 Usage Fee - the rate payable for the Booked Space notified to the Hirer by SharedSpace at the time of making the booking.
2. Agreement
2.1 These terms and conditions form the terms on which the Landlord and Head Landlord has agreed to make the Booked Space available for use by the Hirer. The parties agree to be bound by this agreement.
2.2 This agreement is formed when the Hirer receives a confirmation notification for the Booked Space and is intended to be legally binding on the parties. It is an agreement between the Hirer and the Landlord and the Contacts (Rights of Third Parties) Act 1999 shall not apply to this agreement. Accordingly the parties do not intend that any third party shall have any rights in respect of this agreement by virtue of that Act.
2.3 The whole of the building remains in the Landlord’s possession and control and the Hirer accepts that this agreement creates no tenancy interest, leasehold estate or other real property interest in the Hirer’s favour.
2.4 The Landlord is giving the Hirer the right to use Booked Space on the confirmed dates and times and in addition to this will provide access to shared Common Areas of the Building.
2.5 The Landlord and Booking Administrator reserve the right to amend the terms and conditions set out in this agreement.
2.6 The Hirer will not be permitted to register as a user of SharedSpace or continue to use the SharedSpace booking system unless the current terms and conditions set out in this agreement have been read, acknowledged and agreed to by the Hirer and this is confirmed by the Hirer ticking the check box at the point of completing of the user registration request or when logging into SharedSpace if the terms have been updated.
2.7 Should the terms and conditions set out in the agreement change the Booking Administrator will notify all Registered Users in advance of being asked to agree to the new terms upon logging in to SharedSpace.
3. Use of Facilities
3.1 The Hirer is required to sign in and out of the Building in the visitor book provided at the reception where the keys for the Booked Space are allocated.
3.2 Keys for the Booked Space along with any fob needed to access Common Areas of the building will be allocated by the reception once the Hirer has signed in.
3.3 The Hirer must lock the Booked Space at the end of the booking and return any keys and fobs to the reception that provided them before signing out of the Building.
3.4 Should the use of Booked Space fall outside the reception opening hours the Booking Administrator shall make security aware of the booking and security will provide access to the space for the booked period and ensure the space is locked after use.
3.5 The Hirer is granted sole use of the Booked Space and shared use of designated Common Areas of the building on the date and time of the confirmed booking and the Hirer should ensure the Booked Space is vacated by the end time of the booking.
3.6 The Hirer must keep the Booked Space clean, tidy and free of rubbish at all times and leave the Booked Space clean, tidy and free of rubbish at the end of the booking.
3.7 The Hirer must not cause damage to the Booked Space, or Common Areas or any other area of the building.
3.8 Any damage caused to the Booked Space or Building must be reported as soon as reasonably possible to the Booking Administrator.
3.9 The Hirer must not do any act, matter or thing on or about the Building which would or might result in any insurance of the building or any adjoining or neighbouring property being voidable or the premium for it being increased.
3.10 The Hirer must not make any alterations or additions to the Booked Space.
3.11 The Hirer must not obstruct the Common Areas of the Building or cause them to be dirty or untidy nor to leave any rubbish in them.
3.12 The Hirer must ensure that the Booked Space is left in a safe condition with no risk of harm to persons or property at the end of the bookable period.
3.13 The Hirer must not use the Booked Space in such a way as to cause any nuisance, damage (including reputational damage), disturbance, annoyance, inconvenience or interference to tenants or visitors, of the Building or any adjoining or neighbouring property.
3.14 The Hirer must not do anything that may cause loss to the Landlord.
3.15 The Hirer shall use the Booked Space at their own risk.
3.16 The Hirer must not impede in any way the Landlord or Booking Administrators entering the Booked Space in the exercise of the Landlord’s possession or impede in any way any other persons authorised by the Landlord or Booking Administrator to use the Booked Space.
3.17 The Hirer must not do any act or thing on or in relation to the Building which would or might cause the Landlord to be in breach of any statutory requirement or bye law affecting the Building.
3.18 The Hirer must not do or omit to do or permit to be done anything which would cause the Landlord to be in breach of their obligation as tenant under the Head Landlord.
3.19 The Hirer shall keep the Landlord indemnified against all loses, claims, demands, proceedings, damages or expenses or other liabilities arising in anyway whatsoever from this agreement and any breach of any of the Landlord’s undertakings contained in this agreement or the exercise or purported exercise of any of the rights given in the agreement.
3.20 The Hirer must respect the confidentiality of other building users at all times.
3.21 It is the responsibility of the Hirer to provide any required refreshments or catering required for the booking.
3.22 The Landlord or Booking Administrator reserve the right to change access permissions for movement around the buildings at any point.
3.23 It is the responsibility of the Hirer to ensure any clinical waste is correctly bagged and tagged and left in the appropriate clinical waste bin provided at the end of the booking.
3.24 Evacuation chairs provided at Buildings are for use only by trained persons.
3.25 Where a car park is provided at a building spaces are limited and offered on a first come first served basis but having a Booked Space at a building provides no guarantee of a parking space within the building car park.
4. Cancellation
4.1 The Landlord and Booking Administrator reserve the right to amend or cancel space bookings.
4.2 No Usage Fee shall be payable where a booking request has not been approved by the Booking Administrator.
4.3 In the event that the Booked Space is not utilised nor cancelled for the booked period the full rate shall be payable.
4.4 The Hirer is entitled to cancel the booking at any point prior to the booking start time by either cancelling the booking using the SharedSpace booking system or contacting the Booking Administrator by telephone. A booking is deemed cancelled once a cancellation confirmation has been received by the Hirer.
4.5 All cancellations of Booked Space isare subject to the following cancellation policy. For a cancellation of Booked Space less than 48 hours before the start time of the booking, 100% of the Usage Fee shall be payable. For a cancellation of Booked Space with between 48 hours and two weeks’ notice prior to the start time of the booking, 50% of the Usage Fee shall be payable. No Usage Fee shall be payable for a cancellation of Booked Space more than two weeks before the start time of the booking. The Hirer shall be notified by SharedSpace of the charge to be applied for the cancelled booking at the time the cancellation is made.
4.5 It is the responsibility of the Hirer to ensure that any space booked on or over a public bank holiday is cancelled for the date more than two weeks in advance to avoid full or partial rates for that space being payable.
5. Termination
5.1 This agreement may be terminated for a specific singular or recurring space booking by the Hirer receiving a cancellation confirmation from the Booking Administrator.
5.2 The Landlord or Booking Administrator reserve the right to decline space booking requests.
5.3 This agreement shall end immediately in the event that the Head Lease expires by effluxion of time or it is terminated for any reason.
5.4 The Landlord or Head Landlord reserve the right to suspend provision of the use of the Building for reasons beyond their control such as workforce strikes, extreme bad weather conditions, loss of building utility services or emergency situations.
6. Other Matters
6.1 The Landlord or Booking Administrator reserve the right to decline a user registration request.
6.2 Utilisation of Booked Space will be monitored via room utilisation sensors that use motion sensor technology. The data collated from these sensors does not identify individuals and will be used to inform the Booking Administrator when the room is in use and used for the purpose of data analysis on utilisation of the Building.
6.3 Utilisation sensors at the Building should not be removed or tampered with.
6.4 Any bookings made are personal to the Hirer who made the booking or the person who that booking was intended for and must not be transferred by unofficial agreement to another service or Hirer.
6.5 The Landlord gives no warranty that the Booked Space is legally or physically fit or otherwise suitable for the Authorised Use.
6.6 It is not the intention of the parties to create any relationship of Landlord and Hirer.
6.7 The Landlord and Booking Administrator will treat all room booking requests and enquiries in a confidential nature including but not limited to data of or about the Hirer’s organisation or service.
6.8 The Landlord and Booking Administrator will adhere to the Data Protection Act 1998 and from 25th May 2018 the General Data Protection Regulation. Personal data will not be disclosed or transferred to any third party other than those companies working with the Booking Administrators to run the SharedSpace software.
6.9 Requests for personal data to be rectified or deleted from SharedSpace must be put in writing to the Booking Administrator.
6.10 The Booking Administrator reserves the right to change the user type or access levels of a SharedSpace Registered User account.
7. Property
7.1 Furniture and equipment supplied in the Booked Space shall at all times remain the exclusive property of the Landlord but shall be held by the Hirer of the Booked Space in safe custody at own risk and kept in good condition for the duration of the booking.
7.2 Problems with IT equipment should be reported as soon as reasonably possible to the provider of the IT maintenance.
8. Changes in Terms
8.1 The Landlord or Booking Administrator reserves the right to amend these terms and conditions at any time.
9. Fees
9.1 The Hirer will be invoiced for the use of the Booked Space and will pay the Usage Fee together with VAT within the payment terms stated on the invoice without any deduction, counter claim or set off.
9.2 If the Hirer does not pay the Usage Fee in accordance within the set terms of the invoice the Landlord reserves the right to apply interest from the date on which the payment was due and the Booking Administrator reserve the right to deactivate any Registered User accounts relating to that organisation and not accept any further room bookings until outstanding usage fees and interest have been paid.
9.3 The Landlord reserves the right to revise the Usage Fees at any time, including an annual adjustment in line with RPI.
9.4 There shall be no additional charges for use of equipment or furniture supplied within the Booked Space or Common Areas.
9.5 There shall be no additional charges for use of the accessible Common Areas of the Building or associated rooms such as clean or dirty utilities for which the Hirer is granted permission to as part of the Booked Space.
9.6 Should the Hirer not vacate the space on or before the specified end time of the booking the Landlord or Booking Administrator reserve the right to charge an additional Usage Fee.
9.7 The Usage Fee is inclusive of all associated utility bills in relation to the booking.
9.8 Bookings made outside of the Building’s standard reception opening hours will be subject to an additional charge in relation to security.
9.9 The Hirer should not store any personal possessions or equipment within the Booked Space.
9.10 By agreeing to the terms set out in this agreement the Hirer acknowledges and agrees to the Usage Fee.
10. Liability
10.1 The Hirer is at all times responsible for their own equipment whilst at the Building.
10.2 The Hirer is at all times liable for the loss or damage to any equipment provided at the Building.
10.3 The Landlord or Booking Administrator is not liable to the Hirer for any loss or damage the Hirer suffers in connection with this agreement.
10.4 The Landlord or Booking Administrator is not liable for any loss as a result of mechanical breakdown, strike or termination of the building lease or otherwise unless the Landlord causes such loss deliberately or negligently.
10.5 The Landlord in no event shall have any liability for loss of business, loss of profits, loss of anticipated savings, loss of damage to data, third party claims or any consequential loss.
11. Compliance
11.1 The Hirer agrees to comply with all relevant laws and regulations in the conduct of business and must do nothing illegal in connection with the use of Booked Space or Building.
11.2 The Hirer must observe the rules and regulations and comply with all Building policies and procedures stated in connection with their Booked Space. These policies are displayed within the policies section of the SharedSpace system. These policies and procedures are put in place for the safety of visitors and to protect their use of the Building as a place of work.
1.1 Authorised Use – use for the purpose of which the Booked Space is designed under any Head Lease.
1.2 Booking Administrator – the agent who administers and runs the SharedSpace.
1.3 Booked Space – the space booked within the building or grounds of the building by the Hirer which may consist of a single or multiple bookings on a specified date or date range and for a specified period of time.
1.4 Building – the property where the Booked Space exists.
1.5 Common Areas – areas of the building the Landlord designates for common use of occupiers and users of the building from time to time.
1.6 Shared Areas – areas of the building the Landlord demises for use by designated occupiers and uses of the building from time to time.
1.7 Head Landlord – the building owner.
1.8 Head Lease – any lease under which the Landlord holds an interest in the building.
1.9 Hirer - the person and any other representative from their organisation who requests or utilises the Booked Space.
1.10 Landlord – the holder of the Head Lease.
1.11 Registered Users – approved registered users of SharedSpace.
1.12 SharedSpace – the Booking System software.
1.13 Usage Fee - the rate payable for the Booked Space notified to the Hirer by SharedSpace at the time of making the booking.
2. Agreement
2.1 These terms and conditions form the terms on which the Landlord and Head Landlord has agreed to make the Booked Space available for use by the Hirer. The parties agree to be bound by this agreement.
2.2 This agreement is formed when the Hirer receives a confirmation notification for the Booked Space and is intended to be legally binding on the parties. It is an agreement between the Hirer and the Landlord and the Contacts (Rights of Third Parties) Act 1999 shall not apply to this agreement. Accordingly the parties do not intend that any third party shall have any rights in respect of this agreement by virtue of that Act.
2.3 The whole of the building remains in the Landlord’s possession and control and the Hirer accepts that this agreement creates no tenancy interest, leasehold estate or other real property interest in the Hirer’s favour.
2.4 The Landlord is giving the Hirer the right to use Booked Space on the confirmed dates and times and in addition to this will provide access to shared Common Areas of the Building.
2.5 The Landlord and Booking Administrator reserve the right to amend the terms and conditions set out in this agreement.
2.6 The Hirer will not be permitted to register as a user of SharedSpace or continue to use the SharedSpace booking system unless the current terms and conditions set out in this agreement have been read, acknowledged and agreed to by the Hirer and this is confirmed by the Hirer ticking the check box at the point of completing of the user registration request or when logging into SharedSpace if the terms have been updated.
2.7 Should the terms and conditions set out in the agreement change the Booking Administrator will notify all Registered Users in advance of being asked to agree to the new terms upon logging in to SharedSpace.
3. Use of Facilities
3.1 The Hirer is required to sign in and out of the Building in the visitor book provided at the reception where the keys for the Booked Space are allocated.
3.2 Keys for the Booked Space along with any fob needed to access Common Areas of the building will be allocated by the reception once the Hirer has signed in.
3.3 The Hirer must lock the Booked Space at the end of the booking and return any keys and fobs to the reception that provided them before signing out of the Building.
3.4 Should the use of Booked Space fall outside the reception opening hours the Booking Administrator shall make security aware of the booking and security will provide access to the space for the booked period and ensure the space is locked after use.
3.5 The Hirer is granted sole use of the Booked Space and shared use of designated Common Areas of the building on the date and time of the confirmed booking and the Hirer should ensure the Booked Space is vacated by the end time of the booking.
3.6 The Hirer must keep the Booked Space clean, tidy and free of rubbish at all times and leave the Booked Space clean, tidy and free of rubbish at the end of the booking.
3.7 The Hirer must not cause damage to the Booked Space, or Common Areas or any other area of the building.
3.8 Any damage caused to the Booked Space or Building must be reported as soon as reasonably possible to the Booking Administrator.
3.9 The Hirer must not do any act, matter or thing on or about the Building which would or might result in any insurance of the building or any adjoining or neighbouring property being voidable or the premium for it being increased.
3.10 The Hirer must not make any alterations or additions to the Booked Space.
3.11 The Hirer must not obstruct the Common Areas of the Building or cause them to be dirty or untidy nor to leave any rubbish in them.
3.12 The Hirer must ensure that the Booked Space is left in a safe condition with no risk of harm to persons or property at the end of the bookable period.
3.13 The Hirer must not use the Booked Space in such a way as to cause any nuisance, damage (including reputational damage), disturbance, annoyance, inconvenience or interference to tenants or visitors, of the Building or any adjoining or neighbouring property.
3.14 The Hirer must not do anything that may cause loss to the Landlord.
3.15 The Hirer shall use the Booked Space at their own risk.
3.16 The Hirer must not impede in any way the Landlord or Booking Administrators entering the Booked Space in the exercise of the Landlord’s possession or impede in any way any other persons authorised by the Landlord or Booking Administrator to use the Booked Space.
3.17 The Hirer must not do any act or thing on or in relation to the Building which would or might cause the Landlord to be in breach of any statutory requirement or bye law affecting the Building.
3.18 The Hirer must not do or omit to do or permit to be done anything which would cause the Landlord to be in breach of their obligation as tenant under the Head Landlord.
3.19 The Hirer shall keep the Landlord indemnified against all loses, claims, demands, proceedings, damages or expenses or other liabilities arising in anyway whatsoever from this agreement and any breach of any of the Landlord’s undertakings contained in this agreement or the exercise or purported exercise of any of the rights given in the agreement.
3.20 The Hirer must respect the confidentiality of other building users at all times.
3.21 It is the responsibility of the Hirer to provide any required refreshments or catering required for the booking.
3.22 The Landlord or Booking Administrator reserve the right to change access permissions for movement around the buildings at any point.
3.23 It is the responsibility of the Hirer to ensure any clinical waste is correctly bagged and tagged and left in the appropriate clinical waste bin provided at the end of the booking.
3.24 Evacuation chairs provided at Buildings are for use only by trained persons.
3.25 Where a car park is provided at a building spaces are limited and offered on a first come first served basis but having a Booked Space at a building provides no guarantee of a parking space within the building car park.
4. Cancellation
4.1 The Landlord and Booking Administrator reserve the right to amend or cancel space bookings.
4.2 No Usage Fee shall be payable where a booking request has not been approved by the Booking Administrator.
4.3 In the event that the Booked Space is not utilised nor cancelled for the booked period the full rate shall be payable.
4.4 The Hirer is entitled to cancel the booking at any point prior to the booking start time by either cancelling the booking using the SharedSpace booking system or contacting the Booking Administrator by telephone. A booking is deemed cancelled once a cancellation confirmation has been received by the Hirer.
4.5 All cancellations of Booked Space isare subject to the following cancellation policy. For a cancellation of Booked Space less than 48 hours before the start time of the booking, 100% of the Usage Fee shall be payable. For a cancellation of Booked Space with between 48 hours and two weeks’ notice prior to the start time of the booking, 50% of the Usage Fee shall be payable. No Usage Fee shall be payable for a cancellation of Booked Space more than two weeks before the start time of the booking. The Hirer shall be notified by SharedSpace of the charge to be applied for the cancelled booking at the time the cancellation is made.
4.5 It is the responsibility of the Hirer to ensure that any space booked on or over a public bank holiday is cancelled for the date more than two weeks in advance to avoid full or partial rates for that space being payable.
5. Termination
5.1 This agreement may be terminated for a specific singular or recurring space booking by the Hirer receiving a cancellation confirmation from the Booking Administrator.
5.2 The Landlord or Booking Administrator reserve the right to decline space booking requests.
5.3 This agreement shall end immediately in the event that the Head Lease expires by effluxion of time or it is terminated for any reason.
5.4 The Landlord or Head Landlord reserve the right to suspend provision of the use of the Building for reasons beyond their control such as workforce strikes, extreme bad weather conditions, loss of building utility services or emergency situations.
6. Other Matters
6.1 The Landlord or Booking Administrator reserve the right to decline a user registration request.
6.2 Utilisation of Booked Space will be monitored via room utilisation sensors that use motion sensor technology. The data collated from these sensors does not identify individuals and will be used to inform the Booking Administrator when the room is in use and used for the purpose of data analysis on utilisation of the Building.
6.3 Utilisation sensors at the Building should not be removed or tampered with.
6.4 Any bookings made are personal to the Hirer who made the booking or the person who that booking was intended for and must not be transferred by unofficial agreement to another service or Hirer.
6.5 The Landlord gives no warranty that the Booked Space is legally or physically fit or otherwise suitable for the Authorised Use.
6.6 It is not the intention of the parties to create any relationship of Landlord and Hirer.
6.7 The Landlord and Booking Administrator will treat all room booking requests and enquiries in a confidential nature including but not limited to data of or about the Hirer’s organisation or service.
6.8 The Landlord and Booking Administrator will adhere to the Data Protection Act 1998 and from 25th May 2018 the General Data Protection Regulation. Personal data will not be disclosed or transferred to any third party other than those companies working with the Booking Administrators to run the SharedSpace software.
6.9 Requests for personal data to be rectified or deleted from SharedSpace must be put in writing to the Booking Administrator.
6.10 The Booking Administrator reserves the right to change the user type or access levels of a SharedSpace Registered User account.
7. Property
7.1 Furniture and equipment supplied in the Booked Space shall at all times remain the exclusive property of the Landlord but shall be held by the Hirer of the Booked Space in safe custody at own risk and kept in good condition for the duration of the booking.
7.2 Problems with IT equipment should be reported as soon as reasonably possible to the provider of the IT maintenance.
8. Changes in Terms
8.1 The Landlord or Booking Administrator reserves the right to amend these terms and conditions at any time.
9. Fees
9.1 The Hirer will be invoiced for the use of the Booked Space and will pay the Usage Fee together with VAT within the payment terms stated on the invoice without any deduction, counter claim or set off.
9.2 If the Hirer does not pay the Usage Fee in accordance within the set terms of the invoice the Landlord reserves the right to apply interest from the date on which the payment was due and the Booking Administrator reserve the right to deactivate any Registered User accounts relating to that organisation and not accept any further room bookings until outstanding usage fees and interest have been paid.
9.3 The Landlord reserves the right to revise the Usage Fees at any time, including an annual adjustment in line with RPI.
9.4 There shall be no additional charges for use of equipment or furniture supplied within the Booked Space or Common Areas.
9.5 There shall be no additional charges for use of the accessible Common Areas of the Building or associated rooms such as clean or dirty utilities for which the Hirer is granted permission to as part of the Booked Space.
9.6 Should the Hirer not vacate the space on or before the specified end time of the booking the Landlord or Booking Administrator reserve the right to charge an additional Usage Fee.
9.7 The Usage Fee is inclusive of all associated utility bills in relation to the booking.
9.8 Bookings made outside of the Building’s standard reception opening hours will be subject to an additional charge in relation to security.
9.9 The Hirer should not store any personal possessions or equipment within the Booked Space.
9.10 By agreeing to the terms set out in this agreement the Hirer acknowledges and agrees to the Usage Fee.
10. Liability
10.1 The Hirer is at all times responsible for their own equipment whilst at the Building.
10.2 The Hirer is at all times liable for the loss or damage to any equipment provided at the Building.
10.3 The Landlord or Booking Administrator is not liable to the Hirer for any loss or damage the Hirer suffers in connection with this agreement.
10.4 The Landlord or Booking Administrator is not liable for any loss as a result of mechanical breakdown, strike or termination of the building lease or otherwise unless the Landlord causes such loss deliberately or negligently.
10.5 The Landlord in no event shall have any liability for loss of business, loss of profits, loss of anticipated savings, loss of damage to data, third party claims or any consequential loss.
11. Compliance
11.1 The Hirer agrees to comply with all relevant laws and regulations in the conduct of business and must do nothing illegal in connection with the use of Booked Space or Building.
11.2 The Hirer must observe the rules and regulations and comply with all Building policies and procedures stated in connection with their Booked Space. These policies are displayed within the policies section of the SharedSpace system. These policies and procedures are put in place for the safety of visitors and to protect their use of the Building as a place of work.