Terms and Conditions of Room Hire


1. Booking Procedure

The user will complete an 'Event Reservation' booking form and pay a deposit for the use of the room at the time of booking.


2. Deposit & Payment.

The user will pay a non-returnable deposit (min 50.00) at the time of booking or the full amount if the reservation is less than 30 days before the event. An additional 'damage waiver' may be payable if the user hires PA or audio visual equipment from SouthBank. Balance of room hire fee is due no later than 30 days before the event. SouthBank reserves the right to cancel the booking and claim cancellation fees as detailed below if balance remains unpaid by due date.

Payment may be made using the following methods:

1. BACS: A/c SouthBank Arts & Events. A/c No. 65245156. Sort 089299

2. Cash

3. Cheques to 'SouthBank Arts & Events'

4. PayPal: email 'admin@southbankbristol.biz'

5. Debit card via 'Payments & Tickets' on www.southbankbristol.biz


3. Cancellation Policy 

The minimum event hire deposit of 50.00 is non returnable. Cancellation fees pro-rata as follows:

90-60 days before event: 30% room hire fee or deposit whichever is greater

60-30 days before event 60% room hire fee or deposit whichever is greater

Less than 30 days 100% room hire fee


4. Hirer's Responsibilities:

  • The venue is in a residential area and the member will be responsible for the conduct of guests during/after the function & for costs as a result of damage to property & disturbances during or after the function either in the building or neighbourhood.

  • The hirer is responsible for keeping noise at a level so as not to disturb neighbours and compatible with the health and safety of staff. The hirer will comply with requests by the management to reduce the volume to an acceptable level as set out by local environmental health dept. In the event of non-compliance the management reserve the right to enforce the use of a sound limiter or end the event early without refund or penalty.


5. Set Up & Access

The user will have use of the rooms reserved only. Additional rooms subject to an additional charge. Use of the rooms are for the times specified only. On Fri & Sat Evenings except by prior arrangement use of the room is from 7.30pm until Midnight with the option to set up and decorate the room from 5pm. Use of the rooms outside these times is strictly by prior arrangement and may be subject to an additional charge


6. Decoration

The user may decorate the space/re-arrange the furniture by agreement. Except with express permission the user will not use:

  • Sellotape on walls or mirrors

  • Decorations on mirrors

  • Aluminium confetti

  • Nails or screws.

  • Smoke machines


7. Re-instatement

a. The user will return the rooms in the condition they were found or according to the re-instatement plan supplied as appropriate. In particular except by express permission the user will remove on the night of hire:

  • All decorations/balloons/pictures etc:

  • All staples used for fixing decorations

  • All food and buffet items brought in by the hirer

  • All sound and PA equipment brought in by the hirer

  • All gaffer tape etc used for the purpose of fixing cables

b. The user will return any additional PA/AV equipment in the rooms in the condition it was found and will be responsible for any loss or damage caused