Teddy's Place Booking Terms and Conditions

You must be at least 18 years old and legally able to enter into a contract to make a booking.

If you are booking on behalf of a company, client or other organisation, you confirm that you have authority to enter into the booking on their behalf.

A booking is only confirmed when:

• the required payment has been received; and
• you have received written booking confirmation from us.

You must provide accurate contact, billing and address information. We may request proof of identity or further information where reasonably required for security, fraud prevention or booking administration.

Your booking includes only the Studio package, equipment, services and optional extras listed in your booking confirmation.

You may not transfer, resell or sub-hire your booking without our prior written approval.

Your booking starts and ends at the exact times shown in your booking confirmation.

Your booked time includes:

• unloading;
• preparation and setup;
• the shoot or production itself;
• pack down;
• cleaning;
• returning equipment, furniture, props and sets to their original positions; and
• removing all attendees, belongings and production materials from the Studio.

Early access is not permitted unless agreed with us in writing in advance.

Arriving late does not extend your booking or entitle you to a refund or price reduction.

You must ensure that everyone and everything connected with your booking has left the Studio by the confirmed end time.

Overtime is strictly subject to availability. Payment of an overtime charge does not give you an automatic right to remain in the Studio.

Where any part of an additional hour is used, we may charge for one full additional hour at the hourly rate of your booked package, together with any applicable weekend surcharge and time-based optional extras.

If the Studio is booked immediately after your session, you may be required to leave at your confirmed end time even if your production is unfinished.

Where you remain in the Studio after your booking has ended without permission, the applicable overtime charge will still be payable.

Teddy's Place is provided on a dry hire basis unless your booking confirmation expressly states otherwise.

Dry hire does not include a photographer, lighting technician, assistant, producer, set builder, runner or other crew member.

Lighting Assistants, Studio Assistants and other support services must be booked separately and are subject to availability.

Any informal or courtesy assistance offered by a member of our team does not form part of the booking and does not transfer responsibility for your production, equipment, setup, pack down, cleaning or Studio reset to Teddy's Place.

Unless assistance has been expressly booked, you and your attendees must be capable of operating any equipment you intend to use safely and competently.

You are responsible for the conduct, safety and supervision of all attendees.

You must make sure that all attendees comply with these terms, any Studio rules and any reasonable safety or operational instructions given by our team.

You are responsible for any breach of these terms caused by an attendee as though you had caused the breach yourself.

You are responsible for any damage, loss, additional cleaning or other reasonable cost caused by an attendee.

Children and anyone under the age of 18 must be appropriately supervised by a parent, legal guardian or responsible adult at all times.

You must not exceed any maximum Studio capacity communicated to you.

Fire exits, walkways, doors, access routes and safety equipment must be kept clear.

You must ensure that anyone undertaking specialist, technical or higher-risk activity is suitably experienced, supervised and insured where appropriate.

You must leave the Studio, sets, furniture, props and equipment in substantially the same condition and arrangement in which they were provided to you.

Anything moved during your booking must be returned carefully to its original position before the booking ends.

You must obtain permission before moving any large, fixed, fragile, specialist or unusually heavy item.

Furniture, polyboards, flats, set pieces and equipment must be lifted and handled appropriately. They must not be dragged, dropped, stood on, climbed on or used for a purpose for which they were not designed.

General rubbish must be placed in the bins provided. If the available bins are full, you must remove any additional rubbish from the premises.

You must remove all packaging, production materials, food, liquids, tape, cable ties, set-building waste and personal belongings.

You must clean any spills, marks, residue or debris caused during your booking, provided it is safe and appropriate for you to do so.

We may charge the reasonable cost of additional cleaning where the Studio is left excessively dirty, untidy or requires cleaning beyond the ordinary turnaround expected between bookings.

Additional cleaning charges may include:

• staff time;
• cleaning products and materials;
• waste removal;
• specialist cleaning;
• third-party contractor charges; and
• any direct and demonstrable loss of use caused while cleaning is completed.

Being reminded that your booking is ending, being asked to pack down or being required to leave on time does not remove your responsibility to clean and reset the Studio.

You must book enough time to complete your setup, production, pack down and reset. Running out of booked time is not an excuse for leaving the Studio unfinished.

Allowing you to leave the Studio does not mean that we have confirmed there is no damage, missing equipment or additional cleaning required.

You must inspect the Studio and any equipment before use and report any visible pre-existing damage, defect or fault to us immediately.

You are responsible for loss or damage to the Studio, sets, walls, floors, fixtures, furniture, props, polyboards, backdrops or equipment caused by any act or omission of you or your attendees.

This includes accidental damage. The fact that damage was not deliberate does not remove responsibility for the reasonable cost of putting it right.

You will not be responsible for:

• fair wear and tear;
• damage that existed before your booking;
• a hidden defect that could not reasonably have been identified;
• failure caused solely by the age or condition of our equipment; or
• damage caused by Teddy's Place or our negligence.

The fact that an item remains usable, or that damage appears small, superficial or cosmetic, does not necessarily mean that no damage or loss has occurred.

The standards that apply to the appearance, condition, presentation and suitability of the Studio and its contents are determined by Teddy's Place, acting reasonably as the operator of a commercial hire studio.

You or an attendee may not decide that damage is acceptable merely because the affected item remains functional or because you believe the damage would not affect your own use of it.

We may reasonably require an item or area to be cleaned, restored, repaired or replaced where necessary to return it to:

• its condition before the booking;
• safe and reliable operation;
• an appropriate professional appearance; or
• a condition suitable for continued commercial hire.

The assessment of whether cleaning, restoration, repair or replacement is reasonably required will be made by Teddy's Place, acting reasonably and taking account of:

• the item's condition before the booking;
• the age and existing condition of the item;
• the nature, extent and visibility of the damage;
• safety and usability;
• the professional appearance expected of a commercial studio;
• whether a satisfactory repair is possible;
• whether a repair would leave the item visibly or structurally compromised; and
• the cost of repair compared with replacement.

You must not attempt, commission or arrange any repair, cleaning treatment or replacement without our prior written approval.

Where you are responsible for damage or loss, you may be charged the reasonable cost of:

• specialist cleaning;
• labour and materials;
• restoration or repair;
• an equivalent replacement where repair is not reasonably possible or economical;
• delivery, collection and installation;
• disposal of the damaged item;
• obtaining professional assessments or quotations; and
• any direct and demonstrable loss of use caused while the item or area cannot reasonably be hired.

We will not use a damage charge to make an unfair profit or obtain an unreasonable upgrade. Where appropriate, the age, previous condition and value of the damaged item will be taken into account.

Damage may not become apparent until the Studio has been reset, cleaned or inspected after your departure.

We will notify you as soon as reasonably practicable if damage, loss or excessive cleaning is identified.

Where reasonably available, we will provide photographs, repair estimates, replacement information, contractor invoices or other supporting evidence.

Any valid additional charge will be invoiced to you and must be paid within the payment period shown on the invoice.

If you dispute an additional charge, you must notify us promptly in writing and explain the basis of your dispute. You must not withhold payment of any separate, undisputed amount.

Equipment is not included in a base Studio hire unless it is expressly included in your selected package or listed in your booking confirmation.

The presence of equipment, props or materials inside the Studio does not mean they are available for use.

Lighting, backdrops, Coloramas, modifiers, stands, props and other equipment must be booked or approved before use.

If you use chargeable equipment without booking it or receiving approval for its use, we may charge the applicable standard hire fee.

You must use equipment safely, appropriately and in accordance with any instructions provided.

You must not modify, dismantle, open or attempt to repair Studio equipment.

Tape, paint, adhesives, screws, nails or other fixings must not be applied to equipment, furniture, floors, walls or sets without prior written approval.

You must not remove any equipment, furniture, prop or other Studio property from the premises.

If equipment appears damaged, unsafe or faulty, you must stop using it and tell us immediately.

Failure to report a known issue promptly may make it more difficult to establish when or how the damage occurred.

We will take reasonable steps to provide the equipment included in your booking. If a booked item becomes unavailable because of an unexpected fault, we may provide a reasonably comparable substitute or refund the fee paid for that specific item.

A standard £15 Colorama hire includes up to three linear metres of paper pulled onto the floor and made unusable through ordinary shooting use.

Any additional whole or partial linear metre used, soiled, creased, torn or damaged may be charged at £15 per metre.

Colorama paper must not be cut, torn or detached from the roll without permission.

Colorama rolls must not be moved, lowered, raised or replaced without permission unless we have expressly confirmed that you may do so.

Damage caused by paint, liquids, oil, adhesives, food, sharp objects, excessive tearing or any use outside ordinary footprint soiling may instead be charged at the reasonable repair or replacement cost.

We will not apply both a per-metre charge and a separate replacement charge for the same damage where doing so would result in double recovery.

The following are not permitted without our prior written approval:

• animals or pets;
• smoke, haze or fog machines;
• naked flames, candles or heated equipment;
• pyrotechnics;
• weapons or imitation weapons;
• paint, dye, fake blood, body oil or staining substances;
• large quantities of water or other liquids;
• glitter, confetti, feathers, sand, soil or loose powders;
• aerosols or strong chemicals;
• spray painting;
• food preparation;
• large set construction;
• drones;
• stunts, fighting, acrobatics or other higher-risk activity; or
• anything outside the ordinary scope of a studio photography, filming or content-production booking.

Smoking and vaping are not permitted inside the Studio.

Illegal substances, illegal activities and dangerous, reckless, threatening or antisocial behaviour are prohibited.

Approval of an activity does not remove your responsibility to carry it out safely and comply with any conditions we give you.

You must tell us in advance about anything that may:

• create smoke, fumes, dust, noise or strong smells;
• mark, stain or damage surfaces;
• require unusually high electrical power;
• obstruct access;
• involve unusual physical risk;
• affect neighbouring premises; or
• require specialist cleaning afterwards.

We may refuse or stop an activity where we reasonably believe it presents an unacceptable risk to people, property, the Studio or neighbouring premises.

Any electrical equipment brought into the Studio by you or an attendee must be safe, suitable for its intended use and in good working condition.

You must not overload electrical sockets, extension cables or circuits.

High-powered, specialist or unusual electrical equipment must be approved by us in advance.

We may refuse the use of equipment that appears unsafe, damaged, unsuitable or likely to overload the Studio's electrical supply.

You are responsible for your own cameras, equipment, props, clothing, vehicles and personal belongings.

Teddy's Place is not responsible for loss, theft or damage to your property unless it was caused by our negligence or breach of contract.

Deliveries, collections and storage outside your booked time require prior written approval.

You must not arrange for anything to be delivered to the Studio without confirming the delivery with us in advance.

Items left behind may be moved or stored at your risk. We may charge reasonable storage, handling or return costs.

Where an item remains uncollected, we will make reasonable attempts to contact you before disposing of it.

Unless an item is perishable, dangerous, illegal or creates an unreasonable storage burden, we will normally allow at least 14 days for collection.

You are responsible for arranging any insurance appropriate to your production.

We strongly recommend that commercial clients maintain suitable public liability, employer's liability and equipment insurance.

You are responsible for confirming that any freelancers, suppliers or third-party contractors you bring into the Studio have appropriate insurance where required.

We may require evidence of insurance before approving a larger, higher-risk or unusual production.

Not having insurance does not remove or reduce your responsibility under these terms.

Cancellation requests must be made in writing to hello@teddys.place.

Notice is calculated from the scheduled start time of your booking.

Where cancellation notice is received more than 72 hours before the booking starts:

• 80% of the amount paid will be refunded; and
• 20% will be retained as the booking and administration charge.

Cancellations made within 72 hours of the booking start time are non-refundable because the reserved Studio time may not reasonably be capable of being sold again at short notice.

Failure to attend is treated as a cancellation made within 72 hours.

If we successfully rebook all or part of the exact cancelled Studio time, we will review the cancellation charge so that the amount retained does not exceed the 20% booking charge together with our reasonable net loss and direct costs resulting from the cancellation.

Any money received from a replacement booking for the same time will be taken into account when calculating our net loss.

Refunds will normally be made to the original payment method.

We may choose to offer a refund, credit or alternative arrangement in exceptional circumstances as a gesture of goodwill. This is not an automatic entitlement and does not change these terms for other bookings.

Nothing in these terms removes any cancellation or refund right that you are legally entitled to exercise.

You may request one reschedule without an additional administration charge where the request is received more than 72 hours before the original booking starts.

A rescheduled booking must:

• be for the same client;
• normally retain the same package and duration;
• take place within three months of the original booking date; and
• be subject to Studio availability.

Any difference in price caused by a change of date, package, duration, optional extras or applicable weekend rate must be paid before the reschedule is confirmed.

Where the new booking costs less than the original booking, the difference will not normally be refunded unless agreed by us in writing.

A reschedule is not confirmed until you receive written confirmation from us. Until then, the original booking remains in place.

Requests made within 72 hours, additional reschedule requests or requests that cannot meet the conditions above may be treated as cancellations.

Rescheduling does not create a new right to cancel without charge.

If a rescheduled booking is later cancelled, the cancellation charge will not be less than the charge that would have applied when the reschedule was originally requested.

We may refuse access, stop an activity or end a booking where reasonably necessary because of:

• unsafe or dangerous conduct;
• illegal activity;
• serious or repeated breach of these terms;
• intentional, reckless or repeated damage;
• threatening, abusive or discriminatory behaviour;
• unauthorised use of equipment or restricted materials;
• refusal to follow a reasonable safety or operational instruction;
• material information about the production being withheld from us; or
• non-payment of an amount properly due.

Where a booking is ended because of your serious breach, any refund will be determined after taking account of the Studio time supplied and our reasonable costs and losses caused by the breach.

If we have to cancel because the Studio is unavailable for reasons within our control, you may choose between:

• moving the booking to another mutually agreed date; or
• receiving a refund for the affected booking.

Except where required by law, our responsibility where we cancel a booking will not extend to separate costs you have incurred for models, crew, travel, accommodation, equipment, locations or other production expenses.

If circumstances genuinely outside either party's reasonable control make the booking impossible or unsafe, we will work with you to arrange a replacement date or provide an appropriate refund for services not supplied.

Nothing in these terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• any other liability that cannot legally be excluded or limited.

Teddys Place LTD is not responsible for loss or damage caused by:

• you or an attendee;
• your failure to follow these terms or a reasonable instruction;
• unsuitable, faulty or incorrectly operated equipment brought into the Studio by you or an attendee;
• information or production requirements that you failed to disclose;
• unauthorised activities; or
• circumstances outside our reasonable control.

If you are booking as a consumer, we are responsible for losses that are a foreseeable result of our breach of contract or our failure to use reasonable care and skill.

We are not responsible for business losses arising from a booking made by a consumer for wholly or mainly personal purposes.

If you are booking wholly or mainly for business purposes, we will not be responsible for:

• indirect or consequential loss;
• loss of profit;
• loss of revenue;
• loss of business;
• loss of opportunity;
• loss of anticipated savings;
• loss of production output;
• loss of data; or
• reputational loss,

except where the law does not allow that liability to be excluded.

You are responsible for reasonable losses, costs or third-party claims caused by your breach of these terms, negligence or unlawful conduct, except to the extent that Teddys Place LTD caused or contributed to them.

Nothing in these terms makes you responsible for a loss that was not reasonably foreseeable or was caused by our own negligence or breach of contract.

You are responsible for obtaining any permissions, releases or consents required from the people you photograph, film, record or otherwise include in material created during your booking.

You are responsible for ensuring that your production and the creation, publication and use of any resulting photographs, video, audio or other creative material comply with applicable privacy, intellectual property, copyright and data protection laws.

For the purposes of this section, "Publicly Released Material" means photographs, video or other creative material created wholly or partly at the Studio which has subsequently been made publicly available by or on behalf of the Client, an Attendee, photographer, filmmaker, creator, performer, commissioning client, brand or other relevant rights holder.

This includes material published publicly on websites, portfolios and social media, including material which tags, mentions or identifies Teddy's Place or uses the Teddy's Place social media location.

Material which remains private, confidential, subject to an embargo or otherwise has not been publicly released is not Publicly Released Material.

Subject to clause 17.5, you grant Teddy's Place a non-exclusive, royalty-free licence to reproduce, repost, display and use Publicly Released Material for the purpose of promoting Teddy's Place and the Studio.

This may include use on:

• Teddy's Place social media channels;
• the Teddy's Place website;
• email marketing;
• digital and printed promotional material;
• online directories and business listings;
• press and public relations material;
• Teddy's Place portfolios and case studies; and
• paid advertising promoting Teddy's Place.

This licence also permits reasonable cropping, resizing, formatting, compression and other minor alterations required to display the material appropriately.

Teddy's Place does not acquire ownership of the material and will not sell the material, license it for an unrelated commercial purpose or represent that Teddy's Place created the material where it did not.

By making a booking, you confirm that, where Publicly Released Material is created during your booking, you either:

• own or control the rights necessary to grant the permission described in clause 17.4; or
• will obtain any permissions, licences or releases reasonably required from the relevant photographer, filmmaker, creator, commissioning client, performer, model or other rights holder to allow Teddy's Place to use the material as described in this section.

You are responsible for making relevant Attendees and members of your production aware that publicly released work created at Teddy's Place may be featured by Teddy's Place for promotional purposes under these terms.

If you know that permission cannot be granted for particular material or a particular production, you must tell us in writing.

Where reasonably practicable, Teddy's Place will credit the relevant photographer, filmmaker, creator, brand, client or other contributor when using Publicly Released Material, provided their identity or social media account is known or can reasonably be identified from the original publication.

Where material has been published with existing credits, we will make reasonable efforts to preserve those credits when reposting or featuring the work.

We will not knowingly use photographs, video or other material from a production before that material has been publicly released.

We will also respect any confidentiality or embargo restrictions which have been communicated to us.

Public availability of material does not permit Teddy's Place to disclose private production information, unpublished material or confidential information obtained through the booking.

If you or a relevant rights holder do not want particular material to be used by Teddy's Place, you may contact us at hello@teddys.place.

Once notified, we will stop making new promotional use of that material and, where reasonably practicable, remove it from digital channels controlled by Teddy's Place.

We will not normally be required to recall printed material which has already been produced or withdraw advertising or promotional material which has already been irreversibly committed for publication, but the material will not be used again in future campaigns.

Nothing in this section removes any rights belonging to a photographer, filmmaker, creator, performer or other third party under copyright, privacy, data protection or other applicable law.

Where personal data is processed by Teddy's Place for promotional purposes, we will handle that information in accordance with applicable data protection requirements.

If CCTV is operated at the premises, it will be used for legitimate security, safety and crime-prevention purposes and handled in accordance with applicable data protection requirements.

Any complaint should be sent to hello@teddys.place as soon as reasonably possible.

You should include:

• your booking reference;
• the date of the booking;
• a clear description of the issue; and
• any relevant photographs, messages or supporting information.

We will review complaints fairly and respond within a reasonable period.

Both parties should attempt to resolve any disagreement through reasonable written communication before beginning formal proceedings.

The version of these terms in force when your booking is confirmed will apply to that booking.

We will not make a material change to a confirmed booking without your agreement unless the change is required by law or is reasonably necessary for health and safety.

A failure or delay by us in enforcing a term does not mean that we have waived our right to enforce it later.

If any part of these terms is found to be invalid or unenforceable, the remaining terms will continue to apply.

These terms and your booking confirmation form the agreement between you and Teddys Place LTD in relation to the booking.

Nothing in these terms gives any person other than you and Teddys Place LTD a right to enforce the agreement.

These terms are governed by the law of England and Wales.

The courts of England and Wales will have jurisdiction over disputes, subject to any mandatory rights a consumer may have to bring proceedings elsewhere in the United Kingdom.