To confirm and secure your booking, a minimum deposit of 50% of the total hire fee is required at the time of booking. The remaining balance must be paid in full no later than four weeks prior to your event date.

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All bookings remain provisional until the deposit has been received and your booking confirmed in writing by Gateway House Conferencing. We reserve the right to release a provisional booking if payment is not received within two working days of the booking confirmation being issued.

In addition to the hire fee, hirers are required to pay a refundable security deposit prior to their event. The amount varies depending on the room hired and the nature of the event, and will be confirmed at the time of booking.

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The security deposit is held against any damage caused to the venue, its equipment, fixtures, fittings, or furnishings during the period of hire. It will be refunded in full within seven working days following the event, provided no damage has occurred and the space has been returned in the condition in which it was found.

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If damage is identified, Gateway House Conferencing will notify the hirer in writing within 72 hours of the hire period ending, stating the reason for withholding all or part of the deposit. Where repair or replacement costs exceed the deposit held, additional charges will apply.

Access to the venue will be provided from the start of the agreed hire period only. The hire period must include sufficient time for setup, the event itself, and clearing up. Overtime beyond the agreed end time will be charged at the applicable hourly rate.

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All setup and clearing must be completed within the agreed hire window.

Hirers are responsible for ensuring their contractors, caterers, and suppliers arrive and depart within the agreed times.

Gateway House Conferencing reserves the right to charge for additional time where the agreed hire period is exceeded.

The maximum capacity for each space must not be exceeded at any time during the hire period, for any reason. Capacities are set in accordance with fire safety regulations and building requirements.

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It is the hirer's responsibility to monitor and manage the number of guests on the premises throughout the event. Failure to comply with capacity limits may result in the event being terminated without refund.

The hirer is responsible for the conduct of all guests, contractors, and suppliers during the hire period. Gateway House Conferencing expects all users of its facilities to behave in a respectful and lawful manner.

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• Alcohol is not permitted anywhere on the premises unless expressly agreed in writing as part of the booking. Any breach of this condition will result in immediate termination of the event without refund.

• Smoking, including e-cigarettes and vaping, is strictly prohibited inside the building and within the immediate vicinity of all entrances.

• Music, amplified sound, and other noise levels must be managed responsibly. All amplified music must cease at least 30 minutes before the end of the agreed hire period.

• All fire exits must remain clear and accessible at all times.

• Hirers are responsible for ensuring children remain supervised and within the hired space at all times.

• No alterations, fixings, or decorations may be attached to walls, ceilings, or fixtures without prior written consent.

The kitchen located within The Avenue is not included in the standard hire of that room unless explicitly confirmed as part of the booking. Where kitchen access is agreed, it must be left clean and in the condition found.

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External caterers are welcome subject to prior approval. Hirers are responsible for ensuring their caterers comply with all relevant food safety legislation and hold appropriate insurance.

All hired spaces must be returned to the condition in which they were found at the end of the hire period. This includes the removal of all rubbish, decorations, and personal items belonging to the hirer or their guests.

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• All rubbish must be bagged and disposed of in the designated bins.

• Tables and chairs must be returned to the layout in which they were found, unless a different arrangement has been agreed with the team.

• Additional cleaning charges will apply where the space is left in an unsatisfactory condition.

Cancellations must be submitted in writing to bookings@gatewayhouse.com. The following cancellation terms apply:

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• Cancellations made more than 28 days before the event date: deposit refunded less a 20% administration charge.

• Cancellations made between 14 and 28 days before the event date: 50% of the deposit will be retained.

• Cancellations made within 14 days of the event date: the full deposit will be retained and no refund will be issued.

• Where full payment has been made and the cancellation falls within 14 days of the event, the hire fee will not be refunded.

Gateway House Conferencing reserves the right to cancel any booking in the event of circumstances beyond our reasonable control. In such cases, a full refund of all payments made will be issued.

The following additional terms apply to co-working day passes, weekly passes, monthly passes, and unlimited monthly memberships:

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• All co-working access is available on weekdays only, between 9:00am and 5:30pm.

• Hot desks are available on a first-come, first-served basis. No desk is reserved or guaranteed.

• Day and weekly passes are non-transferable and non-refundable once activated.

• Monthly passes are non-refundable once the access period has commenced.

• Unlimited monthly memberships on 3, 6, or 12-month contracts are subject to the notice period specified in the membership agreement.

• Gateway House Conferencing reserves the right to suspend or terminate access for any member whose conduct is disruptive or inconsistent with the community standards of the space.

Studio hire is available on-demand on weekdays between 9:00am and 5:30pm, subject to availability. The following terms apply:

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• Studio bookings must be confirmed and paid for in advance.

• Cancellations made within 48 hours of a studio session are non-refundable.

• Equipment provided as part of the hire rate must be used with reasonable care. Any damage to studio equipment will be charged to the hirer.

• Recording and content produced in the studio remains the intellectual property of the hirer. Gateway House Conferencing makes no claim over content produced on the premises.

Gateway House Conferencing cannot accept liability for any loss, theft, or damage to personal property belonging to the hirer or their guests during the hire period. Hirers are advised to arrange appropriate event insurance, including public liability cover.

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The hirer accepts full responsibility for any damage caused to the venue, its contents, or surrounding property during the hire period and agrees to indemnify Gateway House Conferencing against any related claims, costs, or expenses.

Gateway House Conferencing will provide hirers with relevant health and safety information prior to their event. It is the hirer's responsibility to read and comply with all guidance provided, and to ensure that their guests, contractors, and suppliers do the same.

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The hirer must not obstruct any fire exit, fire safety equipment, or emergency access route at any time during the hire period.

Discretionary discounts may be offered for repeat bookings, long-term arrangements, or community and charitable organisations. Any discount agreed will be confirmed in writing as part of the booking confirmation and does not set a precedent for future bookings.

By confirming a booking and making payment, the hirer agrees to all terms set out in this document. These terms supersede all previous versions and apply to all bookings made from August 2026 onwards.

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For any questions relating to these terms, please contact us at bookings@gatewayhouse.com or call 020 8242 6683.