This summary is provided for convenience and does not replace the detailed Terms & Conditions below.

Please ensure you review the full document for complete information.

Definitions:

• Agent: Location Lab Ltd acts as the Agent for Locations.

• Owner: Refers to the property or location owner.

• Client(Hirer): Individual or entity hiring the location.

• Location Hire Agreement: Contract between the Client and Owner facilitated by the Agent.

• Production: Use of the location for filming, photography, or events.

Limitation of Liability:

• The Agent is not liable for disputes or cancellations between Clients and Owners.

• Responsibilities for permissions, notifications, and neighbour alerts rest with the Client.

• Maximum liability of the Agent is limited to its commission or charges.

Privacy:

• Location details are shared only after confirmed bookings or for the purpose of Recces.

• Client details are shared with Owners only when required for Bookings or Recces.

Fees:

• A 20% standard commission applies to the hire fee, including overtime.

• Additional charges (cleaning, damage, storage) are invoiced post-hire with a £50 administration fee.

• Payments to Owners are typically processed within 30 days after receiving payment from Clients.

Insurance:

• Clients must hold Public Liability Insurance with a minimum cover of £2,000,000.

• Proof of insurance is required before the hire.

Invoicing:

• Owners must send invoices to the Agent within seven working days of hire completion.

Additional Notes:

• VAT applies to all fees.

1.1 Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or plural.

1.2 Definitions

For the purposes of these Terms & Conditions:

Agent and Agency means Location Lab and its employees or authorised representatives.

Client means the individual, company or other legal entity accessing or using the Service for the purposes of enquiring about, booking or hiring a Location.

Company means Location Lab Ltd, 44 Graham Road, London, HA3 5RF, United Kingdom, also referred to as “Location Lab”, “we”, “us” or “our”.

Country means the United Kingdom.

Hirer means the Client who hires a Location for a fee.

Library means the Location Lab website, accessible at www.locationlab.co.uk.

Location means any property, premises or space represented by the Agent.

Location Hire Agreement means the contract between the Owner and Client for the hire and use of the Location and any other agreed services or conditions relating to the hire.

NDA means a Non-Disclosure Agreement.

Owner means the owner or authorised representative of any Location represented by the Agent.

Personal Data means any information that relates to an identified or identifiable individual.

Production means the hire of a Location for the purposes of filming, photography or an event.

Recce means a visit by the Client to a Location to assess its suitability for a potential hire.

Representative means a person authorised to act on behalf of an Owner or Location.

Service means the Website and the services provided by Location Lab as an Agent.

Service Provider means any natural or legal person who processes data on behalf of the Company. This may include third-party companies or individuals employed or engaged by the Company to facilitate the Service, provide services on behalf of the Company, perform services related to the Service or assist the Company in analysing how the Service is used.

VAT means Value Added Tax.

Website means the Location Lab website, accessible at www.locationlab.co.uk.

2.1 - The Agent acts as an intermediary between the Owner and the Client and is not a party to the Location Hire Agreement unless expressly agreed in writing.

2.2 - Location Lab shall not be liable for any cancellations, disputes, losses or damages arising between the Client and the Owner in connection with a hire, the Location or the Location Hire Agreement.

2.3 - Responsibility for obtaining permissions, licences, neighbour notifications, access arrangements and the overall management of the Production rests with the Client unless otherwise agreed in writing.

2.4 - Subject to clause 2.5, the Agent’s total liability to the Owner or Client arising out of or in connection with the Service, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall be limited to the total Agency Fee or other fees actually received by the Agent in respect of the relevant booking.

2.5 - Nothing in these Terms & Conditions shall limit or exclude the Agent’s liability for:

(a) death or personal injury caused by its negligence;

(b) fraud or fraudulent misrepresentation; or

(c) any other liability which cannot be excluded or limited under applicable law.

2.6 - Subject to clause 2.5, the Agent shall not be liable for any indirect or consequential loss, loss of profit, loss of opportunity or any other financial or economic loss.

The Company’s use of personal information supplied when using the Website or Service is governed by our Privacy Policy.

The Agent maintains databases which are subject to applicable data protection legislation, including the Data Protection Act 2018 and the UK GDPR. The Agency will take reasonable measures to ensure the security of the Owner’s and Client’s personal information.

Location details

During a Recce or once a hire is confirmed, the Agent may provide the Client with the full Location details required for the Recce or hire.

All Location details are confidential and shall only be used by the Client for the purposes of the relevant Recce or hire. Location details must not be passed on, reproduced or sold to any third party except where reasonably necessary for the purposes of the hire, for example to arrange deliveries, access, production logistics or other services directly connected with the hire.

The Agent does not generally provide the specific Location address or direct contact details of a Location on the Website or prior to an agreed Recce or confirmed booking.

For the purposes of a Recce or confirmed booking, the Agent may provide required Location details, including the Location name, Location contact name, Location contact telephone number and Location address.

Client details

For the purposes of a Recce or confirmed booking, the Agent may provide the Owner with required Client details, including the Client name, company name and relevant Client contact details.

The Company reserves the right to request full details, including names, addresses and contact details, of persons who may require admission to the Location for vetting or security purposes.

The Company may cancel or decline to proceed with a hire if the required information is not provided when reasonably requested.

The Company’s use of Client information supplied when using the Website or Service is governed by our Privacy Policy.

There is no charge to the Owner for listing, using or updating a Location on the Website.

The Agent does not charge the Owner a joining fee or listing fee.

The Location hire fee is negotiated between the Client, Agent and Owner and may vary from one booking to another. Location hire fees are not fixed unless otherwise agreed with the Owner.

The Owner’s agreed Location hire fee will be confirmed as part of the booking process.

Agency Fee

Location Lab’s Agency Fee is 10% of the agreed Location hire fee.

The Agency Fee is added to the agreed Location hire fee and charged to the Client. The Owner’s agreed Location hire fee is not reduced by the Agency Fee.

Unless otherwise agreed in writing, the Client is required to pay the agreed Location hire fee and Agency Fee in full, in cleared funds, before the commencement of the hire.

The Location hire fee relates to the agreed use of the Location as specified in the Location Hire Agreement. Any subsequent or additional use of the Location will be subject to a further Location hire fee unless otherwise agreed in writing.

The Location hire fee and Agency Fee will be invoiced and collected by the Agent.

Payment to the Owner will normally be processed within 30 days of Location Lab receiving cleared Client funds and a valid Owner invoice.

Where alternative payment terms have been agreed in writing with the Client, these will be communicated to the Owner before the booking is confirmed.

Each hire arranged through the Agent is different and the Location hire fee may therefore vary.

The final Location hire fee payable for a hire may depend on factors including the Location, number of days, hours required, level of inconvenience or intrusion, crew size, number of attendees and type of hire.

The Agent will negotiate the Location hire fee with the Client and Owner and will seek to agree an appropriate fee for the Location and proposed use.

Preparation and reinstatement days may be charged where required and will be agreed with the Owner and Client before the booking is confirmed.

Overtime charges will be agreed in advance with the Owner and Client and included in the Location Hire Agreement. Overtime charges are subject to the 10% Agency Fee.

Unless otherwise agreed in writing, separate additional charges supplied by the Owner, including equipment, catering, electricity, cleaning, damage or storage, are not subject to the Agency Fee.

The Owner should submit any additional charges to the Agent by invoice within seven working days of the end of the hire.

6.1 Once a booking has been confirmed by the Agent, the Owner acknowledges that the Location has been committed to the Client for the agreed dates and times.

6.2 Unless alternative cancellation terms have been agreed in writing with the Owner and communicated to the Client before confirmation, the following standard cancellation terms will apply to the agreed Location hire fee:

a) More than 15 working days before the commencement of hire: no Location hire fee will be payable to the Owner.

b) 15 working days or less, but more than 5 working days before the commencement of hire: the Owner will receive 50% of the agreed Location hire fee.

c) 5 working days or less before the commencement of hire: the Owner will receive 100% of the agreed Location hire fee.

6.3 The Agent’s 10% Agency Fee applies to any Location hire fee recovered under the cancellation terms above. The Agency Fee is payable by the Client in addition to the Location hire fee and is not deducted from the Owner’s agreed Location hire fee.

6.4 The cancellation terms above may be varied for a particular Location or booking where alternative terms have been agreed with the Owner. Any such terms must be agreed before confirmation of the booking and will be communicated to the Client as part of the booking terms.

6.5 Where a booking is postponed rather than cancelled, the Agent will liaise with the Owner and Client regarding the revised date and any resulting charges. A postponed booking is not confirmed for a new date until the Owner has approved the revised arrangements.

6.6 The Owner is not required to accept a postponed booking or alternative date and may decline the proposed revised arrangements.

6.7 The Agent may, where reasonably appropriate, seek to rebook a cancelled date or otherwise mitigate the loss arising from a cancellation, but does not guarantee that a replacement booking will be obtained.

The Client is responsible for additional costs associated with the hire of the Location, including but not limited to overtime, damage, cleaning and storage where these have been agreed or incurred in accordance with the Location Hire Agreement.

Where additional charges are incurred during or as a result of a hire, these may be invoiced to the Client following completion of the hire.

Location Lab may apply a £50 administration fee to the Client for the processing and reconciliation of additional charges.

The £50 administration fee is separate from the Location hire fee and Agency Fee and is not deducted from any amount due to the Owner.

Additional charges payable to the Owner will be paid following receipt of cleared funds from the Client and in accordance with the payment terms set out in Clause 4.

VAT will be charged where applicable to fees and charges invoiced by the Agent.

It is the Owner’s responsibility to inform the Agent of the Owner’s VAT status where relevant.

Location Lab does not provide advice or guidance on VAT or other tax matters, and the Owner is responsible for obtaining independent tax advice where required.

The Location Hire Agreement will normally include an invoice template for the Owner.

The Owner is responsible for submitting an invoice to the Agent following completion of the hire.

The invoice should include, but is not limited to:

The agreed Location hire fee;

Any agreed additional charges; and

Any other amounts properly payable to the Owner under the Location Hire Agreement.

The Owner must submit invoices for the agreed Location hire fee and any applicable additional charges within seven working days of the conclusion of the hire.

Payment to the Owner will normally be processed within 30 days of Location Lab receiving cleared Client funds and a valid Owner invoice.

Clients are required to hold Public Liability Insurance appropriate to the proposed hire.

The Client must have Public Liability Insurance covering the dates of the hire to a minimum value of £5,000,000 and provide proof of insurance on request.

For smaller Productions, this requirement may be reduced to £2,000,000 where agreed in advance by the Agent and Owner.

All Location hires are subject to contract and acceptance of these Terms & Conditions. The Agent and Owner reserve the right to refuse or decline a booking.

Depending on the scope and nature of a Production, the Agent or Owner may require a deposit to cover potential damage, loss or other costs relating to the Location.

Any required deposit will be specified in the Location Hire Agreement and, where applicable, collected and held by the Agent.

Any deposit held by the Agent will be returned to the Client following completion of the hire where there are no agreed deductions.

Where a dispute, potential damage claim or other potential deduction arises, the Agent may retain the relevant deposit amount until the matter has been resolved.

Any damage or loss to the Location or its contents will be the responsibility of the Client where the Client is responsible for such damage or loss under the Location Hire Agreement.

The Agent shall not be liable to the Owner or Client for loss, damage, costs or claims arising from damage to or loss of the Location or its contents, except to the extent caused by the Agent’s own negligence or other liability which cannot legally be excluded.

The Client is responsible for inspecting the Location before use to ensure that it is suitable for the intended hire and for raising any concerns with the Owner or Agent before the hire commences.

The Owner is responsible for ensuring that the Location is returned in accordance with the condition agreed under the Location Hire Agreement.

The Agent strongly recommends, but cannot require, that the Client and Owner or their representatives conduct a walk-around of the Location before commencement and at the end of the hire to confirm its condition.

The Agent will make reasonable efforts to assist in resolving disputes that may arise between the Owner and Client, including disputes concerning damage, loss, theft, overtime or cleaning.

The Agent does not act as an arbitrator and is not responsible for determining the outcome of a dispute between the Owner and Client.

Any deposit held by the Agent will not be released where a genuine dispute or potential claim remains unresolved.

If a dispute has not been resolved within 14 days, the Owner and Client may agree to appoint an independent arbitrator or other appropriate third party to assist in resolving the matter.

The Agent shall not be liable for the outcome of any dispute, arbitration or other resolution process between the Owner and Client.

If there is an issue with payment by a Client, the Agent will make reasonable efforts to recover any outstanding sums properly due under the Location Hire Agreement.

The Agent shall not be liable if it is unable to recover sums owed by a Client, provided the Agent has acted reasonably in seeking recovery.

The Owner and Client acknowledge that the Agent is not responsible for payment disputes or other disputes arising between them in connection with the Location Hire Agreement or use of the Location.

The Agent recommends, but cannot require, that Clients visit the Location before confirming a hire to ensure suitability.

This visit is referred to as a Recce.

The Agent will make the necessary arrangements for a Recce between the Client and Owner.

The initial Recce is free of charge unless otherwise agreed in advance.

Subsequent visits, including Tech Recces or Director Recces, may incur a fee where agreed between the Owner and Client.

Where the Owner charges a fee for a subsequent Recce, the 10% Agency Fee applies to that Recce fee.

The Location Hire Agreement is a contractual document between the Client and Owner. The Agent is not a signatory to the Location Hire Agreement unless expressly agreed otherwise in writing.

The Owner or Client may provide their own Location Hire Agreement, which the Agent may process on their behalf. The Agent is not responsible for the contents of an agreement supplied by either party.

If a Location is required to sign an NDA or other document supplied by a Client, this is at the Owner’s discretion and the Agent cannot require the Owner to sign a document which the Owner does not accept.

The Agent may also provide a standard Location Hire Agreement containing details of the proposed hire, including but not limited to:

Location hire fee;

Payment terms;

Date or dates of hire;

Hours required per day;

Overtime rates;

Intended use;

Crew or attendee numbers; and

Other agreed requirements or restrictions.

The Owner and Client are responsible for checking that all details contained in the Location Hire Agreement are accurate and complete before signing.

Any changes to the agreed hire, including changes to dates, hours, crew or attendee numbers, intended use or other material conditions, must be notified to the Agent.

Changes may require an amended Location Hire Agreement to be issued for signature before the change is permitted.

Unauthorised changes to the agreed hire may result in additional charges, including further Location hire fees or overtime charges, or may constitute a breach of the Location Hire Agreement.

Copyright

Images displayed on the Website remain the copyright of the Location Owner or the third party who supplied the images, as applicable.

The Agent will credit photographers where reasonably possible.

The Owner is responsible for advising the Agent of any known copyright restrictions relating to images or other materials supplied for use on the Website.

The Agent will not be liable for copyright issues arising from materials supplied by the Owner or a third party, except to the extent caused by the Agent’s own negligence or other liability which cannot legally be excluded.

The Owner is responsible for obtaining any necessary permissions relating to the use of images, text or other materials supplied to the Agent, including any permissions required under the Copyright, Designs and Patents Act 1988.

If a Location wishes to be removed from the Website, the Owner may request this at any time. The associated listing and images will be removed as soon as reasonably practicable and will no longer be publicly displayed or actively used by the Agent for promotional purposes.

Presentation of Images and Listings

The Agent reserves the right to edit, crop, resize and format images and text supplied in connection with a Location listing for the purposes of maintaining the design, presentation and functionality of the Website.

The Agent may edit or refine listing text to ensure that the Location is presented accurately and consistently with the Website.

The Agent will categorise Locations on the Website as it considers appropriate.

The Agent may use Location images and listing information in social media, newsletters, marketing materials and other promotional activity undertaken to promote the Location and the Service to existing and potential Clients.

Location Lab may, by separate agreement, provide photography services to help promote a Location.

Any photography services will be subject to separate agreement and fees and do not form part of the standard Location representation service unless expressly agreed in writing.

Listing a Location with the Agent does not guarantee enquiries or bookings.

The Agent will work to promote the Location, but enquiries and bookings depend on the requirements of individual Clients and the suitability of a Location for a particular hire.

The Agent may promote Locations through the Website, social media, newsletters and other marketing activity and may provide advice on how a Location could be presented to attract potential Clients.

Location Lab is committed to the protection of its staff and will not tolerate abusive, threatening or inappropriate behaviour from Owners, Representatives or Clients.

The Company reserves the right to cease further dealings with an Owner, Representative or Client where it considers that behaviour to be abusive, threatening or otherwise inappropriate.

The Company may also suspend or terminate a Location listing or cancel a hire where such behaviour occurs, subject to any contractual obligations already in place.

Location Lab will not tolerate abusive or threatening behaviour during a Recce or hire and reserves the right to take appropriate action where necessary.

The Owner or authorised Representative must have the legal right and all necessary permissions to hire the Location for the purposes described on the Website and in any Location Hire Agreement.

The Owner is responsible for ensuring that the Location may lawfully be used for the proposed hire and that any required permissions, licences, consents or restrictions have been properly addressed.

The Agent will not be liable for issues arising from the Owner’s failure to obtain or maintain the legal right or necessary permissions to hire the Location.

The Owner and Representative are expected to act professionally when dealing with Clients and the Agent.

The Owner and Representative are expected to communicate respectfully and reasonably and to cooperate with the Agent and Client throughout the enquiry, Recce and hire process.

The Agent reserves the right to cancel or decline a hire and/or remove a Location listing where the Owner or Representative repeatedly fails to meet these expectations.

The Owner or Representative should be contactable during the enquiry process and during the hire and should respond to communications from the Agent in a timely manner.

Delays in responding to communications may result in an enquiry being lost, delayed or offered to another Location.

The Owner is responsible for ensuring that the Location is presented for hire substantially as shown on the Website and in the images supplied.

Any significant changes to the Location should be communicated to the Agent at the earliest opportunity so that the listing can be kept accurate and up to date.

There is no charge for updating a Location listing.

On Recce and hire days, the Owner or Representative should be available to meet the Client and show them around the Location as reasonably required.

The Owner or Representative should also be available at the end of the hire, where reasonably required, to complete a walk around and check that the Location has been returned in the expected condition.

The Location should be presented in a clean and appropriate condition for the agreed hire.

While Location Lab endeavours to ensure that the Website is normally available 24 hours a day, the Company will not be liable if the Website is unavailable at any time or for any period.

Access to the Website may be suspended temporarily and without notice in the case of system failure, maintenance, repair or circumstances beyond the Company’s reasonable control.

The Agent’s normal business hours are 09:00–18:00 Monday to Friday, excluding UK public holidays.

The hours of availability for Locations represented by the Agent vary according to the hours set by each individual Owner or Location.

Unless otherwise agreed, the standard working day for Location hire fee purposes is 09:00–18:00.

Overtime charges are agreed with the Owner and Client in advance and will be specified in the Location Hire Agreement.

Overtime and weekend hires are subject to the Owner’s approval.

If any provision of these Terms & Conditions is found by any court of competent jurisdiction to be invalid, unlawful or unenforceable, that provision shall be treated as deleted or modified to the minimum extent necessary, and the validity of the remaining provisions shall not be affected.

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes arising in connection with these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

These Terms & Conditions, together with the Location Hire Agreement and any other documents expressly incorporated into it, constitute the agreement between the Owner and Location Lab in relation to the services provided by the Agent and supersede any previous agreement or understanding between them relating to those services.

The Owner acknowledges that, in entering into these Terms & Conditions, they do not rely on any statement, representation, warranty or understanding other than those expressly set out in these Terms & Conditions or in any document expressly incorporated into them.

Nothing in this clause shall exclude or limit any liability which cannot legally be excluded or limited, including liability arising from fraud or fraudulent misrepresentation.