Logo for 'The Exchange' bar and kitchen featuring stylized roof design and text.

Terms & Conditions

Last updated: 14 November 2025

Please review these Terms & Conditions before making a booking with The Exchange London.
By confirming your booking, you agree to comply with the policies outlined on this page. These conditions help ensure safety, fairness, and the smooth running of all events.

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The Exchange London – Terms & Conditions (PDF)

1. Penalties & Additional Charges

  1. Customers are liable for the cost of repair or replacement for any damage caused during hire.

  2. Misuse of fire alarms or fire extinguishers results in automatic loss of deposit.

  3. Overtime beyond the agreed booking time is charged at double the standard hourly hire rate, , billed per 30 minutes.

  4. Failure to leave the venue clean will result in a minimum £150 cleaning charge.

  5. Unauthorised rubbish disposal incurs a minimum £50 charge.

2. Customer Responsibilities

  1. Customers must comply with all venue rules, signage, and health & safety regulations.

  2. Customers are responsible for the behaviour and safety of all guests.

  3. The customer must remain onsite during the booking or appoint a competent representative.

  4. Capacity limits must be observed (Tipi tent limit: 140 standing).

  5. Any damage or injuries must be reported to a staff member on the day of the event.

  6. Internal furniture must remain indoors; external furniture must remain outdoors.

  7. The venue must not be used for unlawful, unsafe, or unauthorised activities.

  8. All guests must leave by the agreed end time.

  9. Electrical appliances brought onsite must have valid PAT testing.

  10. Customers may receive two free parking spaces if registrations are submitted 3 working days prior.

3. Venue Rules

  1. No smoking or vaping inside the venue.

  2. No illegal drugs or psychoactive substances.

  3. No betting or gambling is permitted.

  4. Alcohol
    • Free alcohol may be served.
    • Alcohol cannot be sold without a valid Temporary Events Notice (TEN).
    • No alcohol may be supplied to persons under 18.

  5. Fire exits must remain clear at all times.

  6. The following items require risk assessment and approval at least 20 days prior:
    • Fireworks
    • Pyrotechnics
    • Smoke/fog machines
    • Bubble machines
    • Glitter/confetti cannons (confetti must be biodegradable)

  7. No bouncy castles, BBQs, bicycles, scooters, or similar equipment.

  8. Only white or blue tack may be used for decorations.

  9. No animals may be brought onsite, except assistance dogs or pre-approved cases.

  10. Access to the kitchen is permitted only if explicitly stated in the booking.

4. Cleaning Requirements

Customers must:

  1. Sweep floors in hired spaces.

  2. Remove all rubbish and place it in the commercial bins provided.

  3. Separate recycling and general waste.

  4. Remove decorations and adhesives from walls and surfaces.

  5. Clean furniture, equipment, and surfaces used.

  6. Leave toilets clean and flushed.

Events with more than 50 guests must provide their own cleaning equipment.

5. Booking Confirmation & Deposits

  1. A booking is only confirmed once the required deposit or full payment has been received.

  2. Deposits are non-refundable unless covered under the Refund & Cancellation Policy.

  3. Final balances must be paid by the due date shown in your booking confirmation.

  4. Failure to pay on time may result in cancellation of the booking and loss of deposit.

6. Refund & Cancellation (Summary)

For full details, please see the separate Refund & Cancellation Policy.

  1. Cancellations must be made in writing.

  2. Refunds depend on the notice period given and the terms of the policy.

  3. Late cancellations may result in full loss of fees and deposit.

  4. No refunds will be issued for no-shows.

7. Indemnity & Liability

  1. The customer is responsible for the conduct and safety of all guests, contractors, and suppliers attending the event.

  2. The Exchange London is not liable for:
    • Loss, theft, or damage to personal belongings
    • Injuries caused by guests, contractors, or third-party suppliers
    • Damage caused by equipment brought onsite

  3. The customer agrees to indemnify the venue against:
    • Damage to property
    • Additional cleaning or waste charges
    • Any claims arising from unsafe or unauthorised activities

  4. The venue reserves the right to refuse entry or terminate an event if safety is compromised.

8. Insurance Requirements

  1. Customers are encouraged to hold suitable event insurance covering:
    • Public liability
    • Equipment damage
    • Cancellation

  2. Third-party suppliers (e.g., DJs, caterers) must hold public liability insurance and ensure that all electrical equipment is PAT-tested.

  3. Proof of insurance may be requested at any time.

9. General Terms

  1. The Exchange London reserves the right to update these Terms & Conditions at any time.

  2. The version on this page is the most current and replaces all previous versions.

  3. By booking, the customer agrees to ensure all attendees comply with these terms.

  4. Breach of these terms may result in immediate termination of the event without refund.