Room Hire + Membership Licence Agreement
The Tree Room — Version 1.1 — Effective from 6 August 2026 Shinboku Ltd, Cambridge House, 10 High Street, Saffron Walden, CB10 1AX (Co. No. 15551093) ("the Licensor")
Parties
This Agreement is made between:
(1) The Licensor: Shinboku Ltd, a company registered in England and Wales (Co. No. 15551093), whose registered office is at Cambridge House, 10 High Street, Saffron Walden, CB10 1AX, trading as "The Tree Room"; and
(2) The Licensee: the individual or business named on the Booking System account through which this Agreement is accepted, being either the individual accepting these terms or, where accepted on behalf of a business, that business — in which case the individual accepting confirms they have authority to bind that business to this Agreement.
By creating a Booking System account and/or making a Booking, the Licensee agrees to be bound by this Agreement.
This Licence grants the Licensee a non-exclusive licence to book and use rooms including The Tree Room Studio, Courtyard Room, Green Room, White Room and Lavender Room ("Rooms") within The Tree Room, 12 Trinity Street, Colchester CO1 1JN ("the Building"), using The Tree Room Booking System ("the Booking System"), currently available at https://www.supersaas.com/schedule/thetreeroom/Rooms_for_hire or such replacement booking system as the Licensor may introduce from time to time.
1. Conditions
This Licence operates on a per-booking basis only. Each confirmed session booked by the Licensee 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.
1.1 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.
1.2 No illegal, indecent or immoral activity is permitted.
1.3 Rooms are to be used only by the Licensee during the times booked on a non-exclusive basis. Other individuals may have rights to access or use other parts of the Building concurrently.
1.4 Cancellation policies are governed by Schedule 1.
1.5 The Licensee must:
a. 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;
b. 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;
c. report any concerns regarding the safety of equipment and the room immediately to the Licensor;
d. be responsible for the cost of repairing or replacing any damage caused to the Building or its fixtures, fittings or contents arising from the Licensee's use;
e. not solicit business within the Building by approaching the clients of other occupiers;
f. 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;
g. not display any signs or notices in the room or at the Building without the consent of the Licensor;
h. not do, nor omit to do, anything which might: i. vitiate any insurance in respect of the Building; ii. cause the Licensor to be in breach of the tenant covenants and conditions contained in the Lease;
i. not use the Building as the Licensee's registered office, principal place of business or correspondence address without the Licensor's prior written consent. Where consent is given for postal services, a fee of £15 per calendar month applies;
j. comply with the Terms and Conditions in Schedule 1 of this Licence, and to the extent of any inconsistency between the terms of this Licence and Schedule 1, Schedule 1 shall prevail.
2. No Warranty
Rooms are provided "as is" and the Licensor gives no warranty that they are suitable for the Licensee's intended use.
3. Limitation of Liability
3.1 Nothing in this Agreement excludes or limits the Licensor's liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation.
3.2 Subject to clause 3.1, the Licensor shall not be liable for any indirect or consequential loss, or for interruption to services caused by events beyond its reasonable control.
3.3 Subject to clause 3.1, the Licensor's total liability to the Licensee arising out of or in connection with this Agreement, whether in contract, tort (including negligence) or otherwise, shall not exceed the total fees paid by the Licensee under this Agreement in the 12 months preceding the event giving rise to the claim.
4. No Tenancy
The Licensee acknowledges that:
4.1 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.
4.2 Nothing in this Licence is intended to create a tenancy.
4.3 At the end of the Agreement the Licensee has no right to remain at, or trade from, the Room or the Building.
5. Membership
The Licensee must maintain an active Tree Room Membership in accordance with Schedule 1 in order to hold a Booking System account and make Bookings.
Recurring booking arrangements are available only where expressly agreed in writing by the Licensor and are subject to the additional terms set out in Schedule 1.
6. Licensor Right to Cancel Bookings
The Licensor may cancel or relocate any Booking where reasonably necessary due to maintenance, renovation works, health and safety requirements, operational reasons or other circumstances beyond its reasonable control.
7. Termination
7.1 The Licensor may suspend or terminate the Licensee's Booking System account and/or membership with immediate effect, by written notice (including email), if the Licensee: a. breaches any material term of this Agreement, including clause 1.2 (illegal, indecent or immoral activity), and where the breach is capable of remedy, fails to remedy it within 7 days of being asked to do so; b. fails to pay any fee due under this Agreement within 14 days of it falling due; or c. engages in conduct towards the Licensor, its staff, or other occupiers of the Building that is abusive, threatening or otherwise unacceptable.
7.2 Termination of the Licensee's membership or account does not cancel or entitle the Licensee to a refund of any Booking already validly made, except where the Licensor agrees otherwise.
7.3 Termination under this clause is without prejudice to any rights or remedies accrued prior to termination, and does not affect clause 3 (Limitation of Liability), Schedule 1 clause 6 (Indemnity and Damages), or any other clause intended to survive termination.
8. Eligibility
By accepting this Agreement, the Licensee confirms that they are at least 18 years old and, where accepting on behalf of a business, have the authority to bind that business to this Agreement.
9. Electronic Acceptance
By accepting this Agreement electronically, the Licensee confirms that they have read, understood and agree to be bound by its terms. Electronic acceptance shall have the same legal effect as a handwritten signature.
10. General
10.1 Entire agreement. This Agreement (including Schedule 1) constitutes the entire agreement between the parties in relation to its subject matter and supersedes all prior discussions, understandings or agreements between them, whether written or oral.
10.2 Severability. If any provision of this Agreement is found by a court or other authority to be invalid or unenforceable, that provision shall be deemed deleted or modified to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.
10.3 No waiver. No failure or delay by the Licensor in exercising any right under this Agreement shall operate as a waiver of that right.
10.4 Assignment. The Licensee may not assign, transfer or sub-license any right under this Agreement without the Licensor's prior written consent. The Licensor may assign or transfer this Agreement (for example, in connection with a sale or restructuring of its business) on giving reasonable notice to the Licensee.
10.5 Notices. Any notice given under this Agreement must be in writing and may be given by email to the address associated with the Licensee's Booking System account, or to the Licensor at info@thetreeroom.com. Notices are deemed received the next working day after sending.
11. Governing Law and Jurisdiction
This Agreement, and any dispute or claim arising out of or in connection with it, shall be governed by and construed in accordance with the law of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.
Schedule 1 — Room Hire + Membership: Terms & Conditions
The Terms and Conditions below apply to the booking of Rooms 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.
1. Annual Membership
1.1 Membership commences on the date the annual membership fee is received and continues for 12 months unless terminated earlier in accordance with this Agreement.
1.2 Annual Membership fee of £35.00 (plus VAT if applicable) and subject to revision is payable per annum on the commencement of Membership and each anniversary of the commencement of Membership. The Membership fee is non-refundable in whole or in part should the Licensee decide to cease from utilising The Tree Room.
1.3 Membership is a condition of maintaining an active Booking System account. If membership expires, the Licensor may suspend the Licensee's account until the renewal fee is paid.
2. Insurance
2.1 The Licensee warrants that they maintain appropriate professional indemnity and/or public liability insurance appropriate to the services they provide throughout the period of Membership and shall provide evidence of such insurance on request or whenever reasonably required by the Licensor.
3. Booking Refunds and Cancellations
Ad Hoc Bookings (pay as you go)
3.1 Ad-hoc bookings of 4 hours or less may be cancelled or amended up to 48 hours before the scheduled start time without charge.
3.2 Ad-hoc bookings of more than 4 hours may be cancelled or amended up to 7 days before the scheduled start time without charge.
3.3 Where more than 48 hours' notice is given (bookings of 4 hours or less) or more than 7 days' notice is given (bookings of more than 4 hours), the fee paid will be credited to the Licensee's account on the Booking System.
3.4 Credits:
-
must be used within 6 months of the original booking date; and
-
are non-refundable and cannot be exchanged for cash.
3.5 No refunds or credits are given for bookings cancelled within 48 hours (bookings of 4 hours or less) / 7 days (bookings of more than 4 hours) of the booking start time.
Regular Repeat Bookings (invoiced monthly)
3.6 Regular bookings made by prior agreement in writing between the Licensor and the Licensee reserve the same recurring time in the diary each week or month throughout the whole year.
3.7 Fees for regular bookings are calculated based on 48 weeks per calendar year, allowing for four weeks' holiday or other planned absences. For example, a one-hour regular weekly booking (£20 per hour) in The Tree Room Studio will be invoiced monthly at £80 per month for each of the twelve months of the year.
3.8 No additional credits or refunds are given for holidays or missed sessions. The monthly fee secures that time for the Licensee's exclusive use and remains payable whether the Licensee chooses to attend or not.
3.9 Either party may terminate a recurring booking arrangement by giving one calendar month's written notice.
3.10 The Licensor may cancel no more than two annual bookings, provided at least two months' prior written notice is given, to allow workshops/open days to take place. In this event the Licensee will receive 1.5x the standard booking rate as compensation.
4. Room Entry and Exit Times
4.1 The Licensee and all occupants must vacate The Tree Room Studio no more than 7 minutes prior to the Booking start time to allow for set up. If additional time is required for set up, that time must be booked.
4.2 The Licensee and all occupants must vacate The Tree Room Studio no more than 7 minutes after the Booking end time to allow for changeover.
4.3 The Licensee and all occupants must vacate booked Therapy Rooms at least 1 minute prior to the Booking end time.
4.4 If a Room is not vacated in accordance with the above, the Licensor reserves the right to charge an additional hour's booking rate.
5. Participants
5.1 Participant limits for each Room are as follows (including Licensee):
RoomLimit
Tree Room Studio 32
Courtyard Room 10
Green Room 5
White Room 3
Lavender Room 3
5.2 The Licensor may further impose reasonable occupancy or operational restrictions where required by law or where reasonably necessary for health and safety.
6. Indemnity and Damages
6.1 The Licensee 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.
6.2 The Licensee 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.
6.3 The Licensee 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 Licensee while using the Building and will adequately insure themselves against such risks.
6.4 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 Licensee shall indemnify the Licensor against any claims that may be made in respect of such loss, damage or injury.
6.5 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.
6.6 All property brought into the Building by the Licensee or any persons on their behalf for the purpose of, or in connection with, the hiring must be removed immediately after the hiring by the Licensee unless otherwise agreed with the Licensor, who may remove or store any property left behind. The Licensee 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.
6.7 The Licensee 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 Licensee 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.
6.8 The Licensee 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.
6.9 The Licensee may be required to open or lock the Building depending on time of hire. Whilst in the Building, it is the responsibility of the Licensee 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.
6.10 No exits may be blocked, chairs or other obstructions placed in corridors, or fire appliances removed or tampered with.
6.11 No additional lights or extensions from light fittings shall be used without the previous consent of the Licensor.
6.12 No part of any Room shall be used for the sale of goods unless agreed by the Licensor in writing.
7. Maintenance and Order
7.1 The Licensee accepts responsibility for, and agrees to, maintain good order during the period of occupation.
7.2 The Licensor may cancel or relocate a Booking where reasonably necessary for operational, maintenance, health and safety or other legitimate business reasons.
8. Your Information
Personal data will be processed in accordance with the Tree Room Privacy Policy available at www.thetreeroom.com/privacy.
Version 1.1 — Effective from 6 August 2026 Shinboku Ltd, Cambridge House, 10 High Street, Saffron Walden, CB10 1AX (Co. No. 15551093)