Room Hire Licence Agreement

THIS Agreement gives to the person who has checked the ‘I Accept’ box (the Hirer) a licence to make a booking (Booking) and use any rooms (Room(s)) within The Tree Room, 12 Trinity Street, Colchester, CO1 1JN (the Building) as listed and available on The Tree Room Booking System (the Booking System) available at: https://www.supersaas.com/schedule/thetreeroom/Rooms_for_hire or any alternative booking system that may supersede it at Shinboku Ltd (The Licensor)’s  discretion.

A.        Licence

The Licensor permits the Hirer

 

1. to make a Booking(s)s at the date(s) and time(s) they reserve on the Booking System on the following conditions:

This Licence operates on a per-booking basis only. Each confirmed session booked by the Hirer via the Booking System is a separate, limited right to occupy a designated Room for the specified time. No ongoing rights of use are conferred.
 

1. The fee as listed on the Booking System or provided in email correspondence is payable in advance at the time of Booking using the payment methods available on the Booking System.

2. Rooms must be vacated at least 1 minute prior to the Booking end time.

3. No illegal, indecent or immoral activity is permitted.

4. Rooms are to be used only by the Hirer during the times booked on a non-exclusive basis. Other individuals may have rights to access or use other parts of the Building concurrently.

5. Bookings can be altered or cancelled upto 48 hours before the Booking start time with no cancellation fee.    The fee paid will be added to the Hirer’s credit account on the Booking System as a credit to be used with 6 months of the original booking date or the credit will be forfeited.  There will be no cash re-imbursement.

6. There will be no reimbursement at all of fees for any Bookings cancelled within 48 hours of the start of the Booking.

7. The Hirer must:

8. make themselves aware of and comply with all appropriate health and safety laws pertaining to their work and business and if necessary, register their services with the local authorities;

9. keep the room clean and tidy and not place in or on it, or the Building anything that might constitute an obstruction or a risk to the health and safety of anyone occupying, working at or visiting the Building;

10. report any concerns of regarding the safety of equipment and the room immediately to The Licensor;

11. indemnify The Licensor against any damage caused to the room or it’s fixtures, fittings or equipment howsoever this may have occurred;

12. maintain a list of any clients or students they see during their Bookings;

13. pay for all damage caused to the Building as a result of their use of the Building.

14. not solicit business within the Building by approaching the clients of other occupiers not use the room or building so as to cause any nuisance, damage, disturbance, annoyance or interference to the owners, occupiers or users of the Building or any nearby property, this includes only entering the communal area when absolutely necessary;

15. not display any signs or notices in the room or at the Building without the consent of The Licensor.

16. not do, nor omit to do, anything which might:

    1. vitiate any insurance in respect of the Building;

    2. cause The Licensor to be in breach of the tenant covenants and conditions contained in the Lease;

17. not use the Room or Building so as to cause any nuisance, damage, disturbance, annoyance or interference to the owners, occupiers or users of the Building or any nearby property, this includes only entering the communal area when absolutely necessary;

18. not use the Building as a registered address;

19. not to use the Building as a postal address without the prior written consent of The Licensor.    If consent is granted there will be a monthly fee of £15 per calendar month payable on 1st of each month by standing order or Direct Debit.

20. leave Rooms in a clean and tidy condition and free of all the Hirer’s furniture, equipment, goods and chattels; and

21. must comply with the “Terms + Conditions” in Schedule 1 of this Licence and to the extent that there is any inconsistency between the terms of the Licence and the terms and conditions in Schedule 1 then the terms and conditions in Schedule 1 shall prevail.

1. No warranty

The Licensor gives no warranty that the Room is fit for the purposes of the Hirer’s intended use.

1. Limitation of liability

   1. The Licensor is not liable to the Hirer or any other person for:

      1. any damage or liability caused by:

         1. any stoppage or defect in any plant or machinery; or

         2. any interruption to services or utilities serving the Building or the Room; nor

      2. death of, or injury to, the Hirer; nor

      3. damage to any property.

 

1.           No tenancy

The Hirer acknowledges that:

1. This Licence does not confer any right of exclusive possession of any Room or part of the Building. It is intended to be a licence only, not a lease, and does not create a tenancy under the Landlord and Tenant Act 1954 or any other legislation. Use is limited strictly to those times and spaces confirmed in the Booking System.

2. nothing in this Licence is intended to create a tenancy,

3. at the end of the Agreement the Hirer has no right to remain at, or trade from, the Room or the Building.

 

E)           The Licensor reserves the right, during renovation work, or for other unforeseen circumstances, to cancel any Bookings made and reimburse any fees paid or provide an alternative room at the Building.

F)           MEMBERSHIP FEE AND DEPOSIT

a.         The Hirer will pay to the Licensor a £35.00 annual membership fee on the date this Agreement is accepted and on the annual anniversary of that date.  

b.         The Hirer will pay to the Licensor a refundable deposit of £30.00 for a key fob giving them access to the Building which will be returned when the fob is returned.    If no fob is provided alternative access arrangements will be provided to allow access for any Bookings made.

 

This agreement becomes legally binding upon the Hirer accepting the Terms and Conditions by checking the 'I accept' box.   NO physical signature is required for enforceability.

 

 

 

 

 

Schedule 1

Studio + Room Hire:  Terms + Conditions

The Terms and Conditions below apply to the hire of the Tree Room Studio, Courtyard Room, Green Room, White Room and the Lavender Room (Rooms) at 12 trinity Street, Colchester, CO1 1JN as well as all communal areas and WCs.

Participants

There is a limit of 18 participants in the Tree Room Studio (including the teacher/instructor) allowed in a yoga/ pilates class/workshop requiring mats unless otherwise agreed. For seated workshops and events there is a limit of 32 participants. Nudity is not allowed.
 

Further restrictions may apply during periods of pandemic such as Covid 19 for which additional separate information will be provided and must be observed accordingly during such times

Membership + Booking Refunds and Cancellations

Cancellations made within 48 hours of the booking will not be refunded. Cancellations giving more than 48 hours’ notice will generate a credit for the practitioner to be used at another time. No refunds are given.  The Licensor should be notified by email of any refund requests for bookings cancelled where more that 48 hour’s notice has been given.

If the Booking System is not used by the practitioner for a period of 6 months the Hirer may be removed from the system and any room hire credit may be lost.

If the annual membership fee is not paid within 7 days of becoming due the Hirer may be removed from the system and any room hire credit may be lost.

 

Indemnity and Damages

(a) The Hirer agrees to be responsible for any damage to the Room or its contents during their hire, including any damage caused to the passages, waiting area or other common areas by themselves or their participants and shall pay to the Licensor on demand all amounts expended by the Licensor in making good such damage.

(b) The Hirer agrees to accept full responsibility for, and to indemnify the Licensor against, all claims in respect of all loss or damage howsoever caused to themselves or their participants during the hiring period.

(c) The Hirer agrees to accept full responsibility for, and to indemnify the Licensor against, all claims in respect of injury, trauma and/or other forms of harm caused by, or as a result of, activities undertaken by the Hirer while using the Building and will adequately insure themselves against such risks.

(d) The Licensor shall not be responsible for any loss due to the breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction or act of God, which may cause the Room to be temporarily closed, or the hiring to be interrupted or cancelled and the Hirer shall indemnify the Licensor against any claims that may be made in respect of such loss, damage or injury.

(e) No banners, bills or posters may be affixed to any walls or fabric of the building without the express written permission of the Licensor and no bolts, tacks, screws or like objects shall be driven into any part of the building.

(f) All property that has been brought into the building by the Hirer or any persons on his/her behalf for the purpose of, or in connection with, the hiring must be removed immediately after the hiring by the Hirer unless otherwise agreed with the Licensor who may remove or store any property left behind. The Hirer shall be responsible for removal or storage of said property. The Licensor or its agents shall not be held responsible under any circumstances for damage to, theft of, or removal of the property whilst under storage or removal.

(g) The Hirer at the expiration of the period of hiring shall leave the Room, together with the access thereto, in a clean and orderly state, replacing all equipment where they were found. The Hirer agrees to pay a fee of £35.00 on each occasion where the Room or communal area is not left tidy with all chairs and equipment put back in their proper places and rubbish suitably disposed of.

(h) The Hirer accepts responsibility for ensuring that all doors and windows are properly closed, locked and secure and that all lights, air conditioning units and additional heaters have been turned off.

(i) The Hirer may be required to open or lock the Building depending on time of hire. Whilst in the Building, it is responsibility of the Hirer to keep the glass inner door from reception locked, not left on the latch and to ensure that this remains so for the duration of their time at the Building.

Use of the Hired Part of the Building

(a) No exits may be blocked, chairs or other obstructions placed in corridors, or fire appliances removed or tampered with.

(b) No additional lights or extensions from light fittings shall be used without the previous consent of the manager of the Licensor .

(c) No part of any Room shall be used for the sale of goods unless agreed by the manager of the Licensor in writing.

Maintenance and Order

(a) The Hirer accepts responsibility for, and agrees to, maintain good order during the period of occupation.

(b) The Licensor reserves the right to end any event not properly conducted.

(c) A right of entry to any part of the Building is reserved by the Licensor or its agents at all times.

 

 

 

Your Information

The data we gather is solely for the purpose of enabling the correct running of The Tree Room (i.e. the information you submit for your booking) and making sure you get the specific information you want or need, to get the best out of The Tree Room.  We only keep your details for the period that you are a customer of the Licensor, and they are held securely by the company and are never shared with anyone else without your permission. You can request to see them or delete them at any time by contacting: info@thetreeroom.com.  For more information, please see our full privacy and GDPR policy listed on www.thetreeroom.com.

 

Updated July 2025

Shinboku Ltd, Cambridge House, 10 High Street, Saffron Waldon, CA10 1AX (co no 15551093)