Published 20th August 2025
Payment Terms
A non-refundable deposit is due to confirm the booking which needs to be paid within 5 working days of the invoice date, this is 50% of the total hire charge. The remaining 50% should be paid 2 weeks before the event. We reserve the right to charge interest on overdue charges. If we have not received your full payment prior to the start of your event, then the event will not be able to go ahead.
No verbal representations or arrangements are recognised by Open Source Arts. A booking may only be deemed valid once you are in receipt of a booking confirmation. Should we not have availability, then the deposit will be returned to you.
Cancellation Terms
If you need to cancel your space hire or venue hire booking, then cancellation policy shall adhere to the following format. Please contact Open Source Arts at info@opensourcearts.co.uk if you need to cancel a booking.
| Number of days before booking | % of fee payable |
| >30 | 50% |
| 29-15 | 70% |
| 14-6 | 80% |
| <6 days | 100% |
Open Source Arts reserves the right to cancel a booking if any activities surrounding the booking are deemed discriminatory, inappropriate or mismanaged. No fee will be refundable under these circumstances.
You must contact us to let us know if you will be more than 30 minutes late for your booking, otherwise the booking may be cancelled and the fee will not be refunded.
If a booking needs to be modified, then you may still be charged for the initial booking in addition to any modifications.
In the event of an emergency Open Source Arts reserve the right to close the venue and cancel your booking. We will endeavour to rearrange the booking or issue a refund, depending on circumstances.
Cleaning and damages
If there is any damage to the space, or is left untidy (needing a cleaner) we will invoice the appropriate amount to cover our costs.
It is your responsibility to inform us if your event has caused any damages that are beyond than the usual wear and tear, and to make efforts to repair/replace.
For full venue hires, we ask for a refundable cleaning deposit to be paid in advance. In order to see the cleaning deposit returned we expect that you will return the space to the state you found it. This applies to all spaces used, including toilets and kitchens.
Confirmation
Confirmation will be made in writing, with no verbal agreements.
Terms and conditions are subject to change, you will be notified in writing if this is the case.
Advertising
Posters and leaflets should only be placed in locations where you have permission to do so. Leeds City Council have a policy of taking action against venues whose events are advertised through unauthorised flyposting. If we are charged for removal of posters for your event, or receive any fine as a consequence of your placement of posters, you will be responsible for reimbursing those costs.
Thank you for your booking – you are supporting self-funded creative community spaces and activities, and your support is invaluable and appreciated.
