Welcome to Flame Studios!

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These Terms and Conditions ("Terms") govern your use of our studio space rental service and any related services offered by Flame Studios (the "Company"). By booking studio time at Flame Studios, you (the "Client") agree to be bound by these Terms.

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1. Studio Rental

• Booking: Studio rentals can be made online at https://www.flamestudios.co.uk/ or by contacting Flame Studios directly if the hire time falls beyond the scope of our online booking system.

• Rates and Payment: Rental rates are listed on the website and may vary depending on studio size, day of the week, and time of day. Your rental time includes set-up and clear-up. Card details are taken at the time of booking. Full payment is required at the time of booking for one-off bookings, or in advance for recurring bookings.

• Cancellation Policy: Cancellations made within 14 days of the booking for one-off bookings will be refunded at the Manager's discretion. Cancellations within 7 days of the booking for one-off bookings are non-refundable. Cancellations for recurring bookings made within the 28 day window will still be charged the full hire fee.

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2. Use of Studio Space

• Rental Time: Your booked rental period includes set-up and clear-up time. Please ensure you plan your session accordingly. For class bookings, we recommend planning your class to last between 50-55 minutes if you have booked the studio for a one-hour session. This will allow you sufficient time to set up your equipment, conduct your class, clear up, clean the studio, and vacate the premises within your allocated hire time.

• Studio Cleanliness: The studio must be left clean and tidy at the end of your rental period. This includes sweeping floors, putting away any equipment used, and disposing of any rubbish. A cleaning fee of £10 will be charged to your card if rubbish or equipment is not removed from the studio and £50 if the studio is not left in a satisfactory clean condition.

• Children's Classes: Please be aware that the studio is locked and inaccessible for hirers and all other members of the public during Flame Dance Studios children's classes. These classes run on the following schedule:

  • Monday: 9:50-11:20 AM & 3:50 PM - 7:30 PM

  • Wednesday: 3:50 PM - 6:00 PM

  • Thursday: 3:50 PM - 7:05 PM

  • Sunday: 8:30 AM - 2:50 PM 

We will open the studio for you a few minutes before your rental time begins.

• Opening and Closing: In most cases, you will be required to open and lock the studio yourself. We will provide you with clear instructions on how to do this safely and securely. Failure to lock the studio properly may result in a fee of £50.

• Overruns: All bookings must fully vacate the studio by their end time. Overruns will be charged at the normal hourly rate, in blocks of 15 minutes, plus the wages of any staff at the appropriate rate. You must notify a member of staff immediately if you feel you may overrun.

• Access: Entry to the studio will be allowed at your stated booking time. Access for hires includes booked studio space only. Access into the building before your hire time, the kitchen, or waiting area is subject to agreement at the point of hire.

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3. Consequences of Non-Compliance

• Failure to Clean: A cleaning fee of £10 will be charged to your card if the studio is not left clear, or £50 will be charged to your card if the studio is not left clean.

• Failure to Lock Up: A penalty fee of £50 will be charged to your card for failing to lock up correctly.

• Overruns: Overruns will be charged at the normal hourly rate, in blocks of 15 minutes, plus the wages of any staff at the appropriate rate. This will be charged to your card.

• Late Vacate: Consistent failure to vacate the studio on time may result in compensation being paid to the following hirer and the charges stated above. A one-off failure to vacate within 5 minutes of the end time may also result in compensation and the stated charges.

• Failure to Turn Off Electricals/Heating: The Client will be charged for any additional electricity or heating costs incurred due to failure to turn off lights, heaters, or air conditioning units upon leaving the studio.

 

4. Payment

• Card Details Upon Booking: By booking studio space at Flame Studios, you authorise us to take your credit or debit card details.

• Non-Payment: If the full booking fee is not paid by the time of your hire, your card details on file will be charged for the full rental amount.

• Non-Compliance Charges: Your card details on file may also be charged for any additional fees incurred due to non-compliance with these Terms and Conditions. This may include charges for cleaning fees, lock-up failures, overruns, or damage to the premises or equipment.

• Recurring Hires: Payment for recurring hires is payable on receipt of an invoice via bank transfer. Your card details on file may be charged if the payment is overdue by more than 30 days.

 

5. Cancellation

• By the Client: As outlined in section 1(c).

• By Flame Studios: Flame Studios reserves the right to cancel or close the facility for circumstances beyond its control. Monies paid for a booking will be refunded in this case.

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6. Use of Premises

• Authorised Use: The premises may only be used for the purpose specified in the application.

• Subletting: Subletting the booked space is not permitted.

• Health and Safety: The Client is responsible for ensuring adequate health and safety precautions are followed during their booking. Flame Studios reserves the right to halt or cancel an event if health and safety is jeopardised.

• Smoking: Smoking is not permitted in the building.

• Staff Services: Facility staff are not required to set up the studio for you. Staff responsibilities include insuring you have the information needed to open up, set up, and lock up appropriately. Additional services require arrangements with the manager and will be charged accordingly.

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7. Opening and Closing the Building

• Client Responsibility: You will almost always be responsible for opening and closing the building before and after your booking. Instructions will be sent before your hire.

• Lock Up Procedures: A list of lock up procedures will be provided. Failure to follow these procedures or to lock up securely will incur a penalty charge of £50.

• Leaving the Premises: The Client must ensure the premises are completely secure before leaving. This includes turning off all lights, heaters/air conditioning, and locking all doors and the gate. The Client must inform management if they are unable to complete the closing procedures.

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8. Music Licensing

• Hirer Responsibility: The hirer (Client) is solely responsible for obtaining and maintaining all necessary licences and permissions for the playing of music during their studio rental. This includes, but is not limited to, a public performance licence for any copyrighted music used in classes or events.

• UK Music Licensing Organisations: In the UK, public performance licences for music can be obtained from organisations such as the Performing Right Society (PRS) for Music and PPL for recorded music.

• Compliance with Copyright Law: The hirer is responsible for ensuring they comply with all copyright laws and regulations related to the use of music during their studio rental. Flame Studios is not responsible for any music licensing issues incurred by the hirer.

• Client Choice, Client Responsibility: Our studios and common areas do not play background music. This eliminates the need for a public performance licence on our part. As you control the music selection for your studio rental, you are responsible for obtaining any licences or permissions necessary for your chosen music.

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9. Client Control and Responsibility

• Client or Designated Representative: The Client or a designated representative must be in attendance at all times during the booking period. This designated representative must be made aware of and comply with all these Terms and Conditions.

• Client Responsibility for Third Parties: If the paying Client is not present during their hire time and has designated another person to be responsible for the booking, the Client  remains fully responsible for ensuring this person understands and complies with all these Terms and Conditions. This includes ensuring the studio is left clean and tidy, that the studio is properly locked and secured upon departure, and that they are aware of and follow any additional studio procedures (e.g., turning off lights and heating).  The Client will be held liable for any breaches of these Terms committed by the designated person during the booking, including any cleaning or lock-up issues.

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10. Admission

The management reserves the right to refuse admission to any person. The management shall have the right to expel any drunken or disorderly persons.

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11. Access

• Management Access: Flame Studios staff have free access to the premises at all times.

• Studio Access During Bookings: Studio staff have the right to enter during bookings to adjust sound levels and ventilation systems. The sound may be adjusted if it is impacting a neighbouring class.

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12. Staff Services

Please note:  Studio rentals do not include a staff member.  If you require a staff member to be present during your booking to assist with setup, operation of equipment, or supervision, you must arrange this in advance with Flame Studios management.  Any additional staff services will be charged at an hourly rate.

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13. Indemnity

The Client shall indemnify Flame Studios against all claims for damages, compensation, and/or costs in respect of injury (fatal or otherwise) to and/or damage to property caused by or arising out of an accident or in any way connected with the Client's use of the premises.

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14. Property Belonging to Client

Flame Studios and its employees shall not be responsible for any damage to or loss of property belonging to the Client or any person permitted by them to enter the premises during the booking period.

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15. Liquor and Refreshments

No intoxicating liquor or refreshments shall be brought into, sold, or consumed on the premises without the consent of Flame Studios.

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16. Charges

Charges for the use of the facilities shall be those existing at the time when the facilities are used by the Client.

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17. Additional Rules

• Collections and Lotteries: No collections, games of chance, sweepstakes, or lotteries nor any betting may be conducted without the prior consent of the management.

• First Aid: The Client is responsible for arranging adequate first aid unless agreed otherwise with the manager. First aid kits are provided by Flame Studios and can be found in the boiler cupboard in the sitting room.

• Car Parking: Flame Studios does not make any claim or warrant as to the safety of the car park and any motor vehicles are left entirely at the owner's risk.

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18. Broadcasting/Television, or Photographs

No broadcasting or telephone personnel or persons connected therewith may enter the premises for the purpose of broadcasting or television coverage or taking photographs without prior consent of the premises manager.

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19. Advertising

No person shall place, fix or exhibit any advertisement in or upon any part of the facility without having obtained the prior consent of the manager.

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20. Sales of Goods/Services

Flame Studios reserves the right to allow traders to enter the premises for the purpose of selling goods/services.

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21. Client Responsibilities

The Client is responsible for the administration, organisation, and running of their event. Special arrangements can be made with the manager for specific help, but it is not the manager's responsibility to run events for the Client.

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22. Equal Opportunity Policy

The Client agrees to comply with anti-discrimination legislation and avoid discriminatory practices during their use of the studio space.

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23. Damage

The Client shall be responsible for any damage to the premises or equipment caused by themselves, anyone attending their booking, or their designated representative. The cost of repairs or replacements for any damaged property will be charged to the Client.

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24. Contact Us

All communication regarding your booking or these Terms and Conditions must be made via email to flamestudios@gmail.com. We are not guaranteed to answer queries made via text message, direct message, WhatsApp, or any other form of communication.

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25. Breach of Terms

In the event of a breach of these Terms by the Client or their designated representative, Flame Studios may terminate the hiring and require the Client to vacate the facility immediately. The Client will still be responsible for any outstanding payments.

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26. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the United Kingdom and Wales.

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27. Entire Agreement

These Terms constitute the entire agreement between the Client and Flame Studios with respect to the use of the studio space and supersede all prior or contemporaneous communications and proposals, whether oral or written.

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28. Contact Us

If you have any questions about these Terms, please contact us at flamestudios@gmail.com.

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Thank you for choosing Flame Studios!