Booking Terms and Conditions

Terms and Conditions – Meeting Room, Day Office and Coworking Day Pass Bookings

The Client accepts the following terms and conditions through booking Landmark Space Limited on-demand products (online or otherwise):

Definitions

“The Client” is the individual or organisation who books the meeting room, day office or coworking space.“The Company” is Landmark Space Limited which agrees to allow the Client to use a meeting room, day office, or coworking space.
“Meeting Room” is a bookable room advertised on the Landmark website under the category of Meeting Rooms
“Day Office” is a vacant office space which may be hired for ad-hoc occupation.
“Coworking Day Pass” is an access pass to work from a Landmark Space Coworking area for ad-hoc daytime use
“the Room” refers to the physical room representing the above Meeting Rooms, Day Offices and Coworking Day Passes
“Booking” refers to a confirmed booking with Landmark Space Limited
“Credit Facilities” refers to the ability to book and pay to account. A deposit and direct debit details must be held for this.

Booking

Bookings or reservations can be made via Landmark Space online booking platform, over email or telephone via a Landmark Space employee, or in person at the reception desk. All bookings will have a unique reference code which can be found on your booking confirmation, or in the customer portal.

All bookings are subject to these terms and conditions.

Meeting Room bookings may be made on an hourly, half-day, or full day basis. The Booking will be accommodated in the specific meeting room booked by the Client. The Company reserves the right relocate the Clients booking to a suitable alternative room, if circumstances should require such a substitution to be made.

Day Office and Coworking Day Pass bookings are full-day only (830am-6pm). The Day Office Booking will be allocated to the most appropriate Room on-the-day. Seats are not assigned for Coworking Day Pass bookings, seat allocation is based on a first-come, first served basis.

Landmark Space does not recognize provisional bookings. Any bookings made provisionally via a Landmark Space employee are made at the Clients own risk and are subject to being over-booked if not confirmed within 24 hours.

Payment

Payment can be made by credit or debit card at the time of booking.

An invoice in respect of your booking will be issued within 5 working days of payment being received by the company. A refund for your booking will be issued to you within 5 working days if Landmark is unable to accommodate your booking.

If the client holds credit facilities with Landmark bookings will be added to the Client’s monthly invoice, which will be sent at the end of each calendar month. To hold credit facilities the client must provide a deposit and have a direct debit set up with Landmark.

If the client does not hold credit facilities with Landmark, all fees must be paid in advance of the booking. Unpaid bookings will result in cancellation.

Interest on Arrears

Whilst any amounts due remain unpaid, interest will be charged at an annual rate of 6% above the UK base rate from the due date for payment until receipt of cleared funds. In addition to any amounts owing, the client will become liable for the interest plus any costs incurred in recovering such debts.

Should payment not be received on time, the balance will be passed to Landmark’s 3rd party debt collection agency where additional charges will be applied.

Agreed Credit Terms

If credit facilities have been agreed, all funds must be paid prior to or on the agreed date. Failure to adhere to this agreement may result in additional late fees and the removal of the agreed terms. Late payment fees will be automatically added to your account.

Cancellation Policy

Meeting Rooms and Day Offices

In the event of the Client cancelling a booking more than 5 working days (working days being Monday to Friday) prior to the booking commencement date, Landmark will issue a full refund in respect of any monies paid or credit the client’s account with the amount paid to be used towards a future booking.

In the event of the Client cancelling the booking less than 5 working days prior to the booking commencement date, it shall remain liable for the cost of the room as follows:

0 – 5 day = 100%
6 + days = 0%

The client will remain responsible for any costs incurred as a result of any catering, equipment or other services arranged on their behalf.

Coworking Day Passes

Coworking Day Pass bookings are on flexible cancellation which allows cancellations or amendments to be made up until on-the-day

Landmark Space Limited will be entitled to cancel the agreement if:

Any money payable is not received by the due date.
The client fails to comply with the terms and conditions of this agreement

In the event of a cancellation by Landmark Space Limited will arrange a full refund to the Client.

Any termination of this agreement shall be without prejudice to any rights or remedies that may have accrued to the client or Landmark.

Meeting Room Extension

An extension beyond the booked expiry time of the meeting may be agreed subject to the following:

Clearance is obtained from an authorised representative of Landmark at least 30 minutes before the scheduled expiry of the meeting.
The room is not required for another booking or another purpose.
Additional charges in line with the company’s normal undiscounted tariff are accepted.
Payment is made by the Client at the time of requesting the extension if no credit facilities are held.

General

All charges payable under this agreement will be subject to VAT at the prevailing rate. The contract is between the client and the company and is not assignable.

Terms of Use

The client shall not be permitted to:

If the Client does not have a Virtual Office membership with Landmark, the Landmark business addresses may not be used as a trading or registered address.
Use the Room for any purpose other than in connection with the Client’s business and not for use of any illegal activity.
Bring in any food, drinks, furniture, equipment, or signage without the prior written agreement of the Company.
Use the Room in a way that disturbs, hinders, or causes annoyance to any other client or occupier of the building.
Use any service or equipment other than that supplied by the Company unless advance written agreement has been provided by the company.
Use the Landmark business address without prior written agreement of the Company
Bring more attendees than the meeting room accommodates without prior written agreement of the Company
Bring more attendees than are specified on Day Office or Coworking Day Pass bookings

The client shall:

Vacate the Room(s) no later than the expiry time of the
Be responsible for the cost of any repairs or replacement of property arising from any carelessness, neglect or default caused by the client or any of their guests or
Observe and adhere to the Terms of Use as outlined in these terms and conditions
The Company shall:
Retain the right to cancel a Booking due to circumstances beyond its control or refuse to accept any booking at its discretion.
Take all reasonable steps to ensure rooms are provided in a clean state and properly
Not be responsible for any items of property left in the room or in the building and has the right to remove and/or dispose of such property.
Be entitled to require the client to use a suitable, alternative room in the building, if circumstances should require such a substitution to be made. If the Client does not accept the substitution, a refund will be made by the Company in full.
Not be liable for any claim or loss arising as a result of the Room being unavailable due to any reason of force majeure, mechanical breakdown or any other reason beyond the reasonable control of the Company including the failure of any member of staff failing to carry out their duties.
Not be liable for any loss or damage suffered by the client including any consequential loss or loss of clients.
No liability will be accepted by the Company for any breach of security, any loss of data security or loss of or damage to any computer systems nor for any adverse reactions to any catering provided in the building.