Rooms & Studios Terms and Conditions
This Site and related Services are provided by Spotlight whose trading address and registered office is 7 Leicester Place, London, WC2H 7RJ. VAT number 239068741. Registered in England and Wales, Company Number 07172054.
For details of how to contact us click here.
Use of Spotlight
By agreeing to these terms and conditions, you are entering into contract with Spotlight and agreeing to the lawful use of your personal data as necessary for the performance of your contract with us.
"Content" means the information and other material or applications available within the Site(s).
"Services" means various Spotlight Member, Agents, Casting, Shop and Rooms/Studio services that may be made available by Spotlight from time to time.
"Site" means the sites located at spotlight.com and contactshandbook.com.
"You" means the user of the Site(s) or the Content.
"we/us" means Spotlight.
Rooms & Studio Bookings
Your booking at Spotlight's Rooms & Studios constitutes a formal agreement to hire our facilities on these terms and conditions. Please note that our facilities are booked in advance and last minute cancellations do not always allow us the opportunity to re-sell our facilities. These terms and conditions have been designed to clarify the agreement between our organisations.
To confirm that the information we hold is correct and to secure your booking, written confirmation should be returned to us within 3 working days of receipt, or by an alternative date agreed with us. Failure to do so may result in your booking being cancelled.
For current pricing information please see the following website pages:
Should your session go beyond the time you booked, you will be charged additional hire fees. The hourly rate will usually be higher than that of your main booking time. Any increases in attendance may incur additional charges.
In the event of late payment we will claim statutory compensation and charge interest on a weekly basis from the date payment was due, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. For the avoidance of doubt, we also reserve the right to cancel any future bookings made by you, irrespective of whether you have paid any applicable deposit(s) if any payment is overdue.
It is not our policy to grant credit accounts. An invoice for any balance not covered by your deposit(s) will be raised after the last day of the event, and payment is required within 30 days of the date of the invoice unless otherwise agreed by us in writing.
Invoice being paid by a third party and not yourself
If a third party such as the production company is paying for an invoice and not yourself, and you wish for Spotlight to contact the other party in order to obtain the information to invoice them and not yourself, you must provide contact details to us. Please note that by providing this information you confirm:
- You have appropriate consents from the party to provide Spotlight with their contact details;
- You give your consent for Spotlight to contact said party upon your behalf in which we will inform that we have gained this consent; and
- You give your consent to us providing appropriate information relating to you and the casting, that will be required to produce the relevant information for invoicing, including your name and the project name.
Methods of Payment
Payments may be made by cash, debit card, CHAPS or BACS transfer. Please note that we do not accept American Express or Diners Card. The price is exclusive of any applicable value added tax (VAT) or other taxes or duties payable by you and VAT shall be charged where appropriate.
Zero rated invoices for UK VAT
Please note that we are unable to zero-rate room hire, no matter where you are based.
If you need to cancel your event cancellation fees will be charged. Cancellations and adjustments must be confirmed in writing, and the notice period becomes effective on receipt of that confirmation. Costs for the cancellations are calculated as shown below and are based on the total value of the confirmed booking, including room/studio hire and catering (as applicable).
Notice period before first day of hire - cancellation charges:
More than 24 hours 25%
12 to 24 hours inclusive 50%
Less than 12 hours 100%
Actor on tape service:
Failure to turn up to a pre-arranged booking will incur a 50% cancellation charge
Please note: In the rare event that a double booking has occurred, we will try and offer alternative space or alternatively will provide a full refund on the booking costs paid to date. However, we cannot take responsibility for any other costs incurred by the hirer due to such an instance.
We reserve the right to change advertised facilities, and the information quoted in marketing materials may be subject to change at any time. No liability is accepted for any errors or omissions in marketing materials.
Whilst our studios have been treated to reduce external noise as far as possible, you accept that you have checked the sound qualities of the space(s) to be hired and deemed them to be acceptable. Our rooms are not provided with sound-proofing and you accept that Spotlight cannot control external noise or interruptions within the Rooms, although Spotlight will always try to offer advance notice of significant noise interruptions which are within its control (such as scheduled works within our building).
Photograph, Video or Voice clip Upload
Spotlight Members/Agents can add new photographs and video to their online profiles at any time by signing into the site.
Media storage services will be withdrawn upon expiry or withdrawal of an individual's Spotlight Membership(s).
Spotlight reserves the right to delete all or some of a Member's media on expiry of their Spotlight Membership(s) or for any other reason, including, but not limited to, withdrawal of media upload services for whatever reason.
Spotlight does not offer its Spotlight Members the ability to download or otherwise recover media files in their original quality or format. Spotlight therefore strongly recommends that Spotlight Members retain their original media files. Furthermore Spotlight cannot be held responsible for loss or corruption of data, including accidental or intentional deletion by either party.
Spotlight Studio Services
Spotlight Actor On Tape
"Actor on Tape" allows you to use our state-of-the-art casting studios, at short notice, to record and share casting clips. Current information, prices and our cancellation policy can be found using the following link: https://www.spotlight.com/rooms-and-studios/
This service provides the opportunity to spend 1 to 3 hours with one of our professional editors turning video material into a showreel. Technical specifications for the video material, current prices and our cancellation policy can be found using the following link: https://www.spotlight.com/rooms-and-studios/showreel-editing/
Our studios can be used to record a 2 minute scene of your choice for inclusion on your Spotlight profile as part of your showreel. Get in touch with us at [email protected] to find out more.
Filming, Electronic Files and Electrical Equipment
It is your responsibility to ensure that any electrical equipment you, or your representatives, bring into our premises has had appropriate Portable Appliance testing carried out and is free from damage or defect that could affect our premises, property, employees, contractors, visitors and anyone else attending our premises.
It is the responsibility of the hirer to test equipment provided by Spotlight on arrival at the premises to ensure that everything is working as they would wish, and before they start any filming sessions. Spotlight has no liability where hirers have not tested equipment prior to use, or where hirers have failed to record footage, or have filmed inferior quality footage.
Whilst every effort is made to ensure Spotlight's online services are available throughout your booking, you acknowledge that our operation may be adversely affected by conditions and performance outside our control including, and without limitation, transmissions and communications between our rooms and studios and other systems and networks.
It is the responsibility of the individual/company running the casting session to ensure that all footage from the session that they will, or may, require ongoing is uploaded to Spotlight's upload and share system on the day, footage not uploaded on the day will be deleted by Spotlight in line with data protection regulations.
You agree that you shall not make, sell, broadcast, distribute or reproduce mechanically, digitally, electronically or otherwise by any manner or means (whether now known or hereafter devised) any audio-visual images of our facilities, employees, other hirers or visitors, and/or pass such material on to other independent organisations or any other persons, without our prior written consent (which may be withheld at our absolute discretion).
Whilst all reasonable efforts are made to ensure our premises are safe and secure, we do not accept any liability for any theft, loss or damage to clients' or visitors' property and therefore you should take responsibility for your own insurance cover in relation to such events. This would include property or equipment left on the premises overnight, or left for collection by another party, for which we can accept no responsibility or liability in the event of damage or loss.
Health & Safety
Rooms and Studios hirers are responsible for the Health & Safety of their sessions. You should therefore carry out a hazard assessment prior to starting work, and ensure you have acquainted yourself with Spotlight's emergency procedures and any other guidelines that have been issued to you. Emergency exit information can also be found on the wall of your booked space. Hirers are also responsible for providing clear Health & Safety information to any personnel accompanying them
Whilst in the Spotlight building you should take full responsibility for ensuring that you and your employees keep the Spotlight fire escape routes, fire doors and stairways clear of equipment, furniture and similar.
In the event of an accident or emergency please alert Spotlight personnel who will assist in contacting first aiders or evacuation.
You should also provide our reception employees with, or hold yourself, a list of names of expected visitors, with related timeslots, to ensure we have a list of those who may be in the building available for emergency personnel (fire service, police service or similar) in the event of an emergency.
Hirers are reminded that it is their responsibility to report any serious workplace accidents to the relevant authority under RIDDOR law.
If Spotlight is required to sign an Agreement of the Rooms and Studios hirer's including but not limited to Non Disclosure Agreement, Data Protection Agreement or Confidentiality Agreement, the Agreement must be sent at least 24 hours in advance of the booking in order to allow the review of content within the Agreement, and provide Spotlight with an appropriate amount of time to complete the Agreement. Spotlight will not sign an agreement that would prevent Spotlight and its staff from undertaking duties such as reporting or evidencing criminal activity.
Copyright and ownership
Children and infants
Spotlight employees cannot take responsibility for the care of children and infants attending Rooms or Studio sessions. It is the responsibility of the hirer to ensure children and infants attending sessions will have a suitable person with them on arrival to take care of their well-being. Where a large number of children or infants may be attending Rooms or Studios sessions you must ensure that you have a suitable number of appropriate employees with you to assist with related issues at these sessions including, but not limited to, ensuring parents/chaperones keep fire escapes, doorways and stairways free of infants, children, prams, toys or similar.
Rooms and Studios hirers are responsible for ensuring that activities involving children comply with relevant Safeguarding obligations and legislation.
Damages, breakages or nuisance
You are responsible for the space allocated to you during your event. Any damage to your allocated space or its contents (or any other part of our facilities) incurred as a result of your or your invitees' (or representatives of either) acts, omissions or negligence will result in a charge based on (i) the costs of repair, and (ii) the value to us of any subsequent loss of business or trade or other commercial activity suffered by us. If we feel there is excess waste and mess generated from your use of our facilities and extra fee will be chargeable to cover the costs of cleaning and removal.
In the event of a breach of these terms causing damage or nuisance to our neighbours, or our having reasonable grounds for fearing such damage or nuisance, we reserve the right to (i) require you or your invitees (or representatives of either) to leave our premises; (ii) terminate the event immediately (in which case the full amount will be payable) if the noise or nuisance cannot be controlled at an acceptable level and the refusing party refuses to leave; (iii) disconnect electricity supplies to noise producing or audio-visual equipment; and (iv) cancel any further bookings which you have made (irrespective of whether you have paid any applicable deposit(s).
Restrictions on hire space use
Please note that our Rooms & Studios may not be used for what may appear to be services that compete with those offered by Spotlight including, but not limited to, signing up performers to third party casting services or directories (whether online or in print). Additionally the hire space may not be used for any activity which could bring Spotlight into disrepute including, but not limited to, any nude shoots or filming. We reserve the right to cancel your booking at any time, including during the hiring period, if we believe inappropriate activity is taking place and no refund will be provided.
Externally purchased alcoholic beverages:
Other than that supplied by us, wines, spirits or other alcoholic beverages are not permitted to be brought into the premises for consumption unless prior written consent has been given
Smoking is not permitted anywhere on the Spotlight premises. Those wishing to smoke should exit the building to the street below.
In the event that you materially breach these terms and conditions (and fail to remedy the breach within 3 days after written notice from us) or become bankrupt, cease to trade, have your shares or assets taken over by another company whose financial standing is unacceptable to us, have an administrator appointed or make any voluntary arrangement with your creditors, we shall be entitled to terminate this contract immediately by giving notice in writing. The termination of these terms and conditions shall not prejudice any claim which we may have against you in respect of any previous breach of any provision in these terms and conditions, nor shall it prejudice the continuance in force of any provision in these terms and conditions which is (expressly or by implication) intended to come into or continue in force on or after such termination. On termination you shall, within 7 days, pay us all sums due and payable under these terms and conditions together with any accrued interest (if applicable).
We also reserve the right to terminate all agreements where our staff or other persons are subject to abusive, offensive or threatening behaviour.
No provision of these terms and conditions shall be enforceable under the Contracts (Rights of Third Parties) Act 1999 by a third party, but this does not affect any right or remedy of a third party which exists or is available apart from under that Act.
Neither party will be responsible for any delay in performing or failure to perform our respective obligations (other than a payment obligation) under these terms and conditions due to any cause outside their reasonable control. Should events beyond our control prevent access to the building, Spotlight will not be held accountable. Such delay or failure will not constitute a breach of these terms and conditions and the time for performance of the affected obligations will be extended by such period as is reasonable.
Any variation to these terms and conditions must be agreed by us in writing and signed by an authorised official of Spotlight. Any changes by you to these terms and conditions, without our prior consent, shall not be binding on us.
Whilst these terms and conditions are in force, you must not either solely or jointly with any other person solicit or endeavour to entice to leave the service or employment any person who during the period of 12 months prior to your entering into these terms and conditions was an employee of Spotlight (or any associated company).
You agree that the undertakings contained in these paragraphs are reasonable and are entered into for the purpose of protecting the goodwill of our business. Should you breach this clause, you agree that 6 months' salary of the relevant employee is a reasonable pre-estimate of our losses.
If any provision of these terms is found to be invalid, such invalidity shall not affect the remaining provisions, which shall remain in full force and effect.
Indemnity & Liability
If you breach these terms and conditions, we may suffer loss. You agree to indemnify us against any and all claims, actions, suits or proceedings, as well as any and all losses, liabilities, damages, costs and expenses (including reasonable legal fees) arising out of any non-compliance by you with these terms and conditions. We shall have no liability for (i) loss of profit suffered by you which flows as a natural, direct and/or obvious consequence from our breach of these terms and conditions; or (ii) any indirect, consequential or incidental loss, damage, cost or expense of any kind whatever (even if we have been advised of their possibility), howsoever the losses described in this condition are caused whether arising under contract, tort (including negligence on our part, our employees, sub-contractors or others) or otherwise.
Save as set out in these terms, any liability under these terms and conditions shall not exceed 100% of all monies payable by you under the signed booking contract or £2,500, whichever is the lower.
This Section does not in any way limit our liability for death or personal injury caused by our negligence; for fraud or fraudulent misrepresentation; or for any implied terms or other matter for which it would be illegal for us to exclude, or attempt to exclude, our liability.
These terms and conditions (as amended from time to time) together with any document expressly referred to in them comprise the entire agreement between you and us.
Each provision of these terms and conditions shall be construed separately, applying and surviving even if for any reason one or other provisions is held to be inapplicable or unenforceable in any circumstances.
No waiver by us shall be construed as a waiver of any preceding or succeeding breach of any provision.
These terms and conditions shall be governed by English law and you submit to the exclusive jurisdiction of the English Courts.
Changes to these terms and conditions
We reserve the right to change these terms and conditions from time to time. By continuing to use the Site following such change you will be deemed to have accepted such change. It is your responsibility to regularly check these terms and conditions. If you do not agree to any changes made to them you must immediately stop using the Site.
Spotlight is committed to using clear and understandable terminology in all of our documents and correspondence, however if anything within this document is unclear then please contact us.