Booking Terms and Conditions
Booking Terms & Conditions – Landmark Space
Effective: 01 November 2025
These Booking Terms & Conditions (“Terms”) apply to all bookings for Meeting Rooms, Day Offices and Coworking Day Passes made with Landmark Space Limited (“Landmark”, “we”, “us” or “our”). By making a booking, you (“the Client”, “you” or “your”) agree to comply with these Terms, together with Landmark’s Fair Usage Guidelines, which form part of these Terms.
1. Booking and payment
1.1 Confirmation
A booking is confirmed once you have received a booking confirmation. All bookings will have a unique reference code which can be found on your booking confirmation or in the customer portal.
1.2 Payment methods
Immediate payment: Card payments are taken in full at the time of booking; VAT invoices will be issued 1 day after your booking completion date.
Credit packages: Clients may purchase credit packages in advance, which can then be used to pay for bookings. Credit packages are non-refundable.
Credit Facilities: Clients who hold a Private Office, Coworking or Virtual Office membership with Landmark may pay via their account, billed in arrears in line with their membership terms.
1.3 Late payment
Interest will accrue on overdue amounts at 6% per annum above the UK base rate until payment is received. Landmark may instruct a third-party recovery agent, and additional costs may be incurred.
2. Amending a booking
2.1 Changes to details
Requests to amend a booking (e.g., timings, catering, equipment, guest numbers) will be accommodated where possible and are subject to availability.
2.2 Extensions
Booking extensions are subject to availability and charged at the same hourly rate as the original booking.
3. Cancelling a booking
3.1 Meeting Rooms and Day Offices
Cancellation more than six (6) working days before the booking entitles you to a full refund or account credit.
Cancellations within five (5) working days of the booking are non-refundable and subject to 100% of the booking value.
3.2 No-shows and same-day cancellations
Will be charged in full.
3.3 Coworking Day Passes
May be cancelled or amended up to the day of use unless otherwise stated.
3.4 Cancellation by Landmark
We may cancel a booking if payment is not received or if you breach these Terms. If cancelled for reasons within our control, we will offer a refund or suitable alternative.
3.5 Frequent Canceller Policy
Where a Client makes more than twelve (12) advance bookings within any rolling three (3) month period and cancels more than twenty-five percent (25%) of those bookings, the Client may be deemed a “Frequent Canceller.” Once deemed a Frequent Canceller, the Company reserves the right to apply a cancellation fee equal to fifty percent (50%) of the total booking value for each subsequent booking cancelled by the Client within the following three (3) months.
At the end of this period, the Client’s status as a Frequent Canceller will be reviewed, and the Company may, at its discretion, remove or extend the designation based on the Client’s booking behaviour.
4. Using the space
4.1 Booking allocations
Meeting Rooms: The Booking will be accommodated in the specific meeting room booked. Landmark reserves the right to relocate the Client’s booking to a suitable alternative room if circumstances require such a substitution. In such circumstances you will be informed, and if the alternative room is not suitable for your needs, a full refund will be honoured.
Day Offices: The Day Office booking will be allocated to the most appropriately sized room on the day. Day offices are vacant spaces for sale, so viewings may occur during your booking. For confidential meetings or guaranteed privacy, please book a meeting room instead. Day offices do not include audio/visual equipment.
Coworking: Seats are not assigned for Coworking Day Pass bookings; seat allocation is based on a first-come, first-served basis.
4.2 Opening hours and out-of-hours access
Landmark Space is open from 8:30am to 6:00pm. Any access requirement outside of these hours must be agreed in advance and may incur additional charges.
4.3 Arrival and access
Arriving on time: Please arrive for your booked time, as arriving earlier than 15 minutes before your scheduled start time can be difficult for the team to accommodate, particularly on busy days.
On arrival: When you arrive, check in at the front desk to gain access to your meeting room. If you are running late or need extra time, let us know as soon as possible. We will do our best to accommodate if there is not another booking immediately before or after yours. In these instances, we will communicate any hard finish time with you upon your arrival.
4.4 Permitted use
Rooms may only be used for lawful business purposes. Retail, medical or public events are not permitted without prior written approval.
4.5 Fair Usage Guidelines
All Clients and guests must comply with Landmark’s Fair Usage Guidelines. Breaches may result in suspension of access, additional charges, or termination of booking rights.
4.6 Conduct
All Clients and guests are expected to conduct themselves in a professional, respectful, and lawful manner at all times while on Landmark premises. In particular, the following behaviours are not permitted:
- Abusive, threatening, discriminatory, or harassing language or behaviour toward Landmark staff, other clients, or visitors.
- Any action that causes nuisance, disruption, or disturbance to others, including excessive noise, disorderly conduct, or unauthorised use of shared spaces.
- Damage, misuse, or interference with Landmark property, fixtures, fittings, equipment, or systems.
- Behaviour or activity that could bring Landmark, its premises, or its reputation into disrepute.
Landmark may, at its discretion, ask individuals in breach of this clause to modify their behaviour or leave the premises. Repeated or serious breaches may result in cancellation of bookings without refund and/or suspension or restriction of future access to Landmark services.
4.7 Zero tolerance of sexual harassment
Landmark operates a zero-tolerance approach to sexual harassment. All Clients, guests and visitors must comply with Landmark’s Code of Conduct and Respect in the Workplace Policy. Any behaviour amounting to harassment, discrimination or bullying will result in immediate exclusion from the premises and may lead to prohibition from future use of Landmark’s services.
4.8 Access
Bookings are valid only for the times stated. Out-of-hours access requires prior written authorisation.
4.9 Security
Lost keys, access cards or credentials must be reported immediately. Replacement and any resulting costs are your responsibility.
4.10 Personal property
Landmark accepts no responsibility for loss, theft or damage to personal property. Clients are advised to arrange their own insurance.
4.11 Prohibited items
Animals, catering, furniture or equipment may not be brought in without Landmark’s prior consent.
5. Liability
Landmark will use reasonable skill and care in providing facilities but accepts no liability for loss of business, consequential loss, or damage to Client property, except where caused by Landmark’s negligence.
6. Indemnity
You agree to indemnify Landmark against costs, claims or liabilities arising from your use of the premises, or breach of these Terms by you or your guests.
7. Privacy and Data Protection
Personal data will be processed in accordance with Landmark’s Privacy Policy. By making a booking, you consent to processing necessary to administer your booking and provide our services.
8. Governing Law
These Terms are governed by the laws of England and Wales. Any dispute arising in connection with them will be subject to the exclusive jurisdiction of the courts of England and Wales.
9. Contact Information
Landmark Space Limited
1 Royal Exchange, London EC3V 3DG
Tel: 020 3993 7487
Email: meetingrooms@landmarkspace.co.uk