Payment & Cancellations: 

Full Payment: We require full payment within 7 days of invoice receipt.  Your booking will not be secured until the funds are received in our bank account. Until the payment has been received, we reserve the right to offer the date to another party without notice.

Cancellation Policy: We operate a no cash refund policy. Our cancellation policy is as follows:

  • Cancellation between 0 -7 days of event date: 100% of the fee shall be payable
  • Cancellation 7 days or more prior to event date: 100% of the fee will be added as a credit to your account to be used against future bookings within 6 months.

If you wish to change the date of your event, please speak to your Huckletree contact. Please note that charges may be incurred.

In the event that the Owner has to close the venue/or the event in order to comply with UK government mandated restrictions, we would allow you to move your event free of charge.. 

Any additional controls or changes that are mandated by the UK government may be enforced prior or during the event, even after the event of this Agreement being signed.

Additional Costs:  Additional surcharges will apply to all the below:

  1. Loading, setting up for your event and managing the door: Our team is here to help you with your event, but are not able to be involved in helping you unload items or manage the door. This can be arranged at an extra cost.
  2. Security requirements: We do not offer any event security but can arrange security for you at an extra cost.
  3. Additional cleaning: All events will be subject to additional cleaning charges.
  4. AV Support: Our staff are well-versed in how to set up our AV equipment, but if you do think you might require additional tech support on standby, please let us know and we can arrange this for you at an extra cost.

Respect Policy: We have a Zero Tolerance Policy concerning acts of racism, sexism, homophobia, biphobia, transphobia, disablism or prejudice based on age, ethnicity, nationality, class, gender, gender presentation, language ability or religious affiliation. By entering or working from any of our premises, you agree to treat all people equally and without prejudice or presumptions.

Any conduct that creates an intimidating, hostile, or offensive environment for anyone else within our spaces will not be tolerated. In addition to the above, this additionally includes acts of sexual harassment and abuse of power. Please alert one of our Community Team members if you feel that either you, or someone else with our premises, has been put in a vulnerable position. Our Community Team members are trained to handle circumstances where this Respect Policy has been breached.

Your Obligations

  1. You agree not to invite more guests than the hired area can safely accommodate.
  2. You agree to send a copy of the full guest list to your Huckletree contact 48 hours prior to your event date.
  3. You agree to start and end your event in keeping with the agreed times. Should your event run over the agreed end + load out time, you agree that extra charges will be incurred, with a minimum of one-hour extra pay required for any overrun time. All evening events must end by 10:30pm promptly and any overrun time past 10:30pm will be charged at double the hourly rate.
  4. It is your responsibility to arrange at your own expense all insurances relating to personal property, and commercial general liability for property loss and damage and injury to yourselves or your guests. We accept no responsibility for any loss of or damage to your personal property (or that of your guests) while they are using the Huckletree Workspace or any of the services offered. You agree to provide proof of insurance upon request.
  5. You, your employees, representatives, and invitees, will comply with all relevant laws and regulations in the conduct of your event. You will not do anything that may interfere with the use of the Huckletree Workspace by us or by others, cause any nuisance or annoyance, increase the insurance premiums we must pay or cause loss or damage (directly or indirectly) to us or to the owner of any interest in the premises which contains the Huckletree Workspace.
  6. You are responsible for your allocated event spaces during the period of your booking. You are liable for all direct damage (and resulting costs) caused by you or those in the Huckletree Workspace at your invitation, provided that such damage was caused through the negligence or wilful default of you or by those who are in the Huckletree Workspace at your invitation.
  7. You will be able to make use of the equipment specific to the event space you are using only. Any external equipment that is required or is being brought in by you must be listed in the AV / TECH SETUP REQUIRED field above. You will not install any AV equipment, printers, cabling, IT or telecoms connections switches or hubs, without prior approval from the General Manager. You will not attach or affix any items to the walls, install antennas or telecommunication lines or devices in the Workspace or bring additional furniture into the Workspace, without prior approval from the General Manager, not to be unreasonably withheld or delayed.
  8. You will not operate any equipment within the site that has a higher heat output or electrical consumption than in a typical personal office environment, or places excessive strain on our electrical, IT, HVAC or structural systems, with such determination to be made at our sole discretion, without our prior approval.
  9. You will not use the internet connection to host, spam, access inappropriate adult material, or conduct illegal activities. Huckletree requires members and guests to always comply with the relevant provisions of the Digital Economy Act 2010 of the UK (or any equivalent piece of legislation in the Legal Jurisdiction) when using the Huckletree Workspace internet connection.
  10. You will not allow any guest(s) to enter the premises without registering such guest(s) according to our policies.
  11. You will not film nor take photos within any premises, including within the Huckletree site, without completing all required paperwork and receiving express written consent from Huckletree.
  12. As the event host, you are responsible for ensuring all those in the Huckletree Workspace at your invitation comply with all policies & procedures outlined in this agreement and/or outlined by a member of the Huckletree team. You agree that in the event of any penalty or fine resulting from the breach of any such rules, policies and/or procedures, you will be responsible for paying such penalty or fine. 

Food and Beverage: Huckletree is a vegetarian company, and all our catering options will be plant based. Event hosts may organise non vegetarian options for their guests but must ensure that relevant Health & Safety controls are in place for any food served at an event.

We are unable to purchase alcohol on behalf of an event however we can allow the event host to purchase alcohol for their own event and we will serve it on their behalf. Please note there may be no transactions (monetary or otherwise) for any alcohol served on the premises. There may be an additional surcharge for any food and drink brought and served at the event.

Data Protection: Each party shall, at its own expense, ensure that it complies with and assists the other party to comply with the requirements of all legislation and regulatory requirements in force from time to time in the U.K and EU relating to the use of personal data and the privacy of electronic communications, including (i) the Data Protection Act 2018 and any successor UK legislation, (ii) the retained EU law version of General Data Protection Regulation ((EU) 2016/679) (UK GDPR), and (iii) the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426).

Availability of Space and Services: If for any reason beyond our control we fail to make available the event space reserved for your use or to provide any of the agreed goods or services, we shall not be held liable for any resulting loss or damage suffered. Without prejudice to the foregoing, we shall not be held liable for any loss or damage caused by labour disputes, power
failure, government regulations or acts of God.

Damage to your Property: The Owner accepts no responsibility for the loss or damage to any equipment or personal belongings brought onto the premises by you, your guests, employees or any associated third parties nor for any personal injury or any kind of liability which may arise from use of the venue.

Force Majeure: Neither party is liable for failure to perform their obligations under this Agreement if such failure is due to an Act of God. Either party may terminate this Agreement if, after 14 (14) days, the other party continues to be unable to perform its obligations under this Agreement due to a force majeure event. If the following events occur, you have the ability to reschedule the event at the same rates and use the deposit towards a future event, the date of which the parties will mutually agree on: (i) a spike or outbreak of COVID-19 where  the event is located; or (ii) the applicable venue is forced to close down or materially restrict its operations on or before the applicable event date.

Indemnity: You release, and hereby agree to indemnify and defend Huckletree, its affiliates, divisions, and their past, present and future officers, agents, shareholders, members, representatives and employees, from and against all third party claims and resulting liabilities, losses, damages, costs (including reasonable legal fees), expenses, judgments, fines and penalties based upon or arising out of your negligent actions, negligent omissions, wilful misconduct and fraud in connection with the participation in or use of the services hereunder. Your total liability to us arising from or in connection with this Agreement, including in respect of any indemnity, and in relation to anything which you may have done or not done in connection with this Agreement (and whether the liability arises because of breach of contract, negligence or for any other reason (excluding fraud or wilful misconduct)) shall be limited to the total aggregate amount that would be payable under this Agreement plus any associated fees. 

Term: The term of this Agreement shall commence upon signature of the Agreement by both parties and automatically terminates on the final date of the venue booking date (the “Term”). Either party may terminate this Agreement at any time with immediate effect if the other party becomes insolvent, is unable to pay its debts, ceases to trade, has a receiver appointed over the whole or any part of its assets, has an administrator appointed, enters any composition with creditors generally, is wound up or any step is taken towards any of these events. Either party may terminate this Agreement at any time with immediate effect if the other party shall have breached any material term of this Agreement and, if capable of remedy, fails to remedy such breach within five (5) days following written notice. 

Technology Release: To make use of all the systems offered at Huckletree, it may be necessary to install software onto your device. In addition, from time to time, your request, we or an affiliate may help troubleshoot problems you may have in trying to access certain functionalities, such as printing or accessing the Internet. You agree that we (including our staff and our affiliates): are not responsible for any damage to any computer system related to such technical support or downloading and installation of any software; do not assume any liability or warranty if any manufacturer warranties are voided; and do not offer any verbal or written warranty, either expressed or implied, regarding the success of any technical support.  We warrant and undertake that the installation and use of any software that we inform you is necessary to install onto your device to make use of all the systems offered at Huckletree will not infringe any intellectual property rights of any third party, and that any technical support that we or an affiliate provide at your request will be provided with reasonable skill and care.

Severance: Every provision of the Agreement is separate and distinct from all the other provisions and in the event that any provision of the Agreement is or becomes illegal, void and invalid, it shall not be construed against the other provisions, nor effect the legality and validity of the other provisions 

Assignment: Neither party shall assign, transfer, charge, subcontract, declare a trust over or deal in any other manner with any or all its rights or obligations under this Agreement without the prior written consent of the other. 

Relationship: Nothing in the Agreement shall constitute or be deemed to constitute a partnership between you and Huckletree or create or be deemed to create a relationship of principal and agent between you and Huckletree. 

Governing law” The parties agree that this Agreement shall be exclusively governed by and interpreted in accordance with the laws of England and to submit to the exclusive jurisdiction of the English Courts.

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