Meeting Room Hire Terms

Meeting room hire terms version: August 2026

Purpose

• These terms apply to bookings of the meeting room at Pershore Coworking.
• They apply to both members and non-members unless otherwise agreed in writing.
• A meeting room booking does not create a membership or any ongoing right to use the coworking space.
• These terms apply in addition to Pershore Coworking's general Terms of Service.

Bookings & Payment

• Your booking is for the date and time confirmed by Pershore Coworking.
• Payment is due at the time specified when the booking is made.
• A booking is not guaranteed until it has been confirmed by Pershore Coworking.
• Bookings may not be transferred or resold without our agreement.

Access & Booking Times

• Access to the meeting room and shared facilities is limited to the time booked, unless otherwise agreed.
• Full-day bookings normally run from 09:00 to 17:00.
• Your booked time includes arrival, setup, the meeting itself and packing away afterwards.
• Please ensure that you and your guests leave the meeting room promptly at the end of the booking so that it is ready for the next user.
• Additional time is subject to availability and may be charged at the applicable rate.

Room Use & Capacity

• The meeting room may be used for meetings, interviews, video calls, training, workshops and other reasonable professional purposes.
• The room normally accommodates up to six people. Larger groups must be agreed with Pershore Coworking in advance.
• The room must not be used for unlawful activity or for any purpose likely to cause unreasonable noise, disruption, damage or nuisance.
• A meeting room booking does not include the right to use coworking desks or private workspaces unless separately agreed.

Guests

• The person making the booking is responsible for the conduct of everyone attending as part of their booking.
• Guests must follow these terms and any reasonable instructions given by Pershore Coworking while on the premises.
• Please be considerate of members and other people working elsewhere in the building, particularly when arriving, leaving and using shared areas.

Facilities & Shared Spaces

• Wi-Fi and the meeting room screen are available for reasonable business use.
• Meeting room users may make reasonable use of the kitchen, toilets, lounge and garden during their booking.
• Complimentary refreshments available within the coworking space may also be used reasonably during the booking.
• The kitchen, lounge and garden are shared spaces and are not reserved exclusively for meeting room users.
• Please be considerate of members and other users when using shared spaces and leave them clean and tidy.
• Equipment, Wi-Fi and other facilities are provided subject to availability. Pershore Coworking cannot guarantee uninterrupted availability in the event of a technical fault, internet outage, maintenance issue or other circumstances outside our reasonable control.
• Please let us know in advance if your booking depends on any particular equipment or arrangement.

Food & Drink

• Drinks and light refreshments may be brought into the meeting room.
• Please take reasonable care to avoid spills or damage and leave the room clean and tidy.
• Any catering or other special arrangements should be agreed with Pershore Coworking in advance.

Room Condition & Damage

• Please leave the meeting room and shared facilities in the condition in which you found them.
• Furniture and equipment should not be removed from the premises or materially rearranged without agreement.
• The person making the booking may be responsible for the reasonable cost of repairing damage caused deliberately or through negligence by them or their guests, beyond normal wear and tear.
• Please report any damage or problems as soon as possible.

Behaviour

• Please behave respectfully towards other users of the building and keep noise to a reasonable level.
• Illegal activity, harassment, discrimination or behaviour likely to disturb others is not permitted.
• Pershore Coworking may end a booking and ask anyone to leave where behaviour is unsafe, unlawful, seriously disruptive or otherwise unacceptable. No refund will normally be given where a booking is ended for these reasons.

Confidentiality

• Please respect the privacy and confidentiality of other people using the building.
• You remain responsible for protecting your own confidential information, conversations, belongings and devices.
• Pershore Coworking cannot guarantee that conversations within the premises cannot be overheard.

Personal Property

• You and your guests are responsible for your own belongings.
• Pershore Coworking accepts no liability for loss, theft or damage to personal property except where required by law.

Health & Safety

• Please follow any health and safety or emergency instructions given while on the premises.
• Emergency exits and access routes must be kept clear at all times.
• Any accident, hazard or damage should be reported to Pershore Coworking as soon as possible.

Cancellations & Changes

• Bookings cancelled or rearranged at least 48 hours before the booked start time may be refunded or moved to another available date.
• Bookings cancelled with less than 48 hours' notice are normally non-refundable, although Pershore Coworking may offer an alternative date at its discretion.
• Failure to attend a booking without notice will be treated as a cancellation and is non-refundable.
• Any change of date or time is subject to availability.
• Pershore Coworking reserves the right to cancel or rearrange a booking where reasonably necessary. If we cancel a booking and cannot offer a suitable alternative, any payment made for that booking will be refunded.
• This is our own cancellation policy and sits alongside, rather than in place of, any statutory cancellation rights you have as a consumer — see our general Terms of Service for how those work where your booking is within the next 14 days.

Liability

• Pershore Coworking does not accept liability for indirect or consequential losses arising from a booking, including loss of business, revenue, opportunity or data.
• We are not responsible for disruption caused by events outside our reasonable control.
• Nothing in these terms excludes or limits liability where it would be unlawful to do so or affects any statutory rights that cannot legally be excluded.

By booking the meeting room you agree to these Meeting Room Hire Terms and Pershore Coworking's general Terms of Service; by completing payment and/or attending the booking, you confirm that agreement.