Terms & Conditions
Poplar Union – Event Booking Terms & Conditions
These Terms & Conditions apply to all individuals and organisations booking events, workshops, classes, or activities at Poplar Union. By making a booking, you agree to these Terms & Conditions in full.
1. Booking Process
1.1 Bookings must be made through Poplar Union’s official booking system on our website or directly with the Poplar Union team.
1.2 A booking is only confirmed once written confirmation has been issued by Poplar Union.
1.3 Poplar Union reserves the right to refuse any booking at its discretion.
2. Payment
2.1 All fees must be paid in full by the deadline stated in your booking confirmation.
2.2 Event dates may not be held without payment unless an authorised payment plan has been agreed.
2.3 Failure to pay on time may result in cancellation of the booking.
3. Cancellations & Refunds
3.1 Cancellations must be submitted in writing or in person at the office.
3.2 Refunds will be processed according to the following:
Room Hires:
More than 30 days before the event: Full refund
14–30 days before the event: 50% refund
Less than 14 days before the event: No refund
Event Tickets:
Bookings/Tickets cancelled on the day will not be refunded, refund will be issued with 5 days minimum notice.
Refunds will be made according to method of payment. If you paid by card, we would refund on the card. If you paid via bank transfer, we would refund to the account provided. Usual refunds on card or bank appears in 3-5 working days. Please allow this time before contacting us.
3.3 Poplar Union reserves the right to cancel or postpone events in exceptional circumstances. If this occurs, you will be offered a refund or alternative date.
4. Use of Space
4.1 All guests must respect Poplar Union’s space, staff, and property.
4.2 Rooms must be returned in the same condition as they were provided. Additional cleaning or damage repairs may incur extra charges.
4.3 You must only use the spaces, equipment, and facilities included in your booking agreement.
5. Health & Safety
5.1 All attendees must comply with Poplar Union’s health and safety policies.
5.2 The organiser is responsible for ensuring activities are safe and suitable for participants.
5.3 Any accidents, injuries, or incidents must be reported to Poplar Union staff immediately.
6. Licensing, Music & Noise
6.1 If your event includes music, performance, or amplified sound, you must comply with licensing conditions.
6.2 Noise levels must be kept within limits agreed with Poplar Union to avoid disruption to neighbours and other users.
6.3 Any required licences (e.g., music, film screenings) must be obtained by the organiser unless otherwise agreed in writing.
7. Catering & Alcohol
7.1 External catering may be permitted with prior approval.
7.2 Alcohol may not be sold or served without the appropriate licence and written approval from Poplar Union.
7.3 All food safety regulations must be followed.
8. Safeguarding
8.1 Events involving children or vulnerable adults must follow appropriate safeguarding procedures.
8.2 The organiser is responsible for ensuring that staff or volunteers hold necessary qualifications or checks (e.g., DBS) where applicable.
9. Marketing & Promotion
9.1 Use of Poplar Union’s name, branding, or photography must be approved in advance.
9.2 Poplar Union may request to review any promotional materials before publication.
10. Liability
10.1 Poplar Union is not responsible for loss, theft, or damage to personal property.
10.2 Organisers are responsible for their own public liability insurance where required.
10.3 Poplar Union is not liable for disruption caused by events outside its control (e.g., extreme weather, technical failures).
11. Data Protection
11.1 Any personal data provided during the booking process will be handled in accordance with applicable data protection legislation.
11.2 Contact details may be used for essential communication related to your booking.
12. Amendments
12.1 Poplar Union reserves the right to amend these Terms & Conditions at any time.
12.2 The version in effect at the time of your booking will apply.