Booking Terms & Conditions

Last updated: 15 May 2026

These terms apply when you book a rehearsal session at South West Studios. South West Studios is the trading name of South West Community Studios CIC. These terms form a contract between you and us. Please read them before confirming a booking.

Use of the website and of your account is covered by separate Website Terms of Use. Conduct inside the building is covered by the Studio Rules.

Who we are

South West Community Studios CIC (trading as South West Studios), registered in Scotland with company number SC851353. Registered office: Unit 9, Montgomery Place, Irvine, KA12 8EG. Contact: website contact form.

The booking contract

• A booking is only confirmed when we tell you in writing that the slot is yours, usually by email.
• If you request a booking through the website, your request to book is your offer. We accept that offer when we send written confirmation.
• If we take a booking by email, phone, in person, or another manual route, the contract is formed when we clearly confirm the session to you.
• Each session is three hours long. Standard slots are 09:00, 12:00, 15:00, 18:00, and 21:00.
• The current price is £40 per session. The price shown at checkout is what you pay.
• You must be 18 or over to book, or be supervised by a parent or guardian who is on-site during the session.

Paying

• We may offer manual payment arrangements and, when enabled on the website, online card payments.
• Where online card payments are offered, they are processed by our payment provider Stripe. We do not store your full card details.
• We do not add a separate card surcharge. If a card payment is later refunded, Stripe or another payment provider may keep some third-party processing costs. Where the law allows, we may deduct unrecoverable third-party processing costs from a refund. We do not make a profit from those costs.
• If a payment fails, is reversed, or a manually agreed payment is not received by the agreed time, we may cancel the booking.

Your statutory rights

Under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, most online purchases come with a 14-day right to cancel and get a refund.

However, that 14-day right does not apply to rehearsal session bookings. Services for leisure activities booked for a specific date or period are exempt under Regulation 28(1)(h). This doesn't affect your rights under the Consumer Rights Act 2015 (for example, your right to a service carried out with reasonable care and skill), and it doesn't affect our own commercial cancellation policy below.

Cancellation by you

We want to be fair. Our cancellation terms are:

To cancel, use the website contact form. If a self-service cancellation option is available in your account, you can use that instead. The time of cancellation is the time we receive your request.

Refunds are processed back to the original payment method where possible, usually within 5 working days. If that is not possible, we will agree another reasonable refund method with you.

If you paid by card, any refund may be reduced by unrecoverable third-party payment processing costs where the law allows. If the law requires us to give a full refund, we will give a full refund. We do not keep or profit from payment processing costs.

Cancellation by us

We may cancel your booking if:

• The building is unavailable (power cut, flood, fire, legal closure).
• Equipment failure means we can't deliver the session safely.
• You or your group have broken the Studio Rules on a previous visit.
• Your payment has failed.

If we cancel, we will give you as much notice as possible and either move you to another slot or refund you in full. We aren't liable for any wider costs you may have had (travel, session musicians, etc.) unless the cancellation was caused by our negligence.

Changes to your booking

You can change the date or time of a booking up to 48 hours before the session, subject to availability. Changes within 48 hours are treated as a cancellation + a new booking.

If you need to move a booking, please contact us as early as possible. Moving a date or time is usually better than cancelling because it avoids refund processing and any unrecoverable payment provider costs.

What you get

Each session includes:

• Use of the booked rehearsal room for your slot.
• Access to the PA and backline as listed for that room.
• Parking on-site, subject to availability.

What you don't get:

• Instruments you bring yourself. We aren't responsible for your gear — please insure it.
• Engineering, tuition, or recording — those are separate services.

Your responsibilities

• Arrive on time. The session ends at the slot end, not three hours after you arrive.
• Leave the room clean and tidy.
• Follow the Studio Rules.
• Pay for any damage to the building or equipment caused by your group during the session.

Our liability

We take reasonable care to provide safe, usable rehearsal space. Nothing in these terms limits or excludes our liability for:

• Death or personal injury caused by our negligence.
• Fraud or fraudulent misrepresentation.
• Any other liability that UK law doesn't allow us to limit.

Subject to the above, our total liability for any one booking is limited to the price you paid for that booking.

Complaints

If something goes wrong, please tell us as soon as you can. See our Complaints Policy for how we handle complaints.

Governing law

These terms are governed by Scots law. If you live elsewhere in the UK, you can also bring a claim in the courts where you live.