Sook Retail Limited Booking Terms And Conditions
1. INVOICING AND CHARGES
1.1. Payments - Less than £5,000 (Ex VAT)
1.1.1. If your booking fee is less than £5,000 (ex. VAT) you must pay the full booking fee (plus any additional agreed charges) within two (2) working days from receipt of invoice. An invoice will be sent to you within one (1) working day following Sook’s receipt of your signed Occupancy Licence.
1.1.2. In the event that the booking fee is not paid in full within two (2) working days from invoice your booking will become null and void and your Booking Period will be cancelled and released back on to the open market.
1.2. Payments - More than £5,000 (Ex VAT)
1.2.1. If your Booking Fee is more than £5,000 (ex. VAT) you must pay a securing deposit of 25% of the overall fee within two (2) working days from receipt of invoice. An invoice for a 25% deposit will be sent to you within one (1) working day following Sook’s receipt of your signed Occupancy Licence.
1.2.2. In the event the 25% deposit is not paid in full within two (2) working days from invoice, your booking will become null and void and your Booking Period will be cancelled and released back on to the open market
1.2.3. The remaining balance of 75% of the Booking Fee must be paid in full by the earlier of:
a. 28 days from contract signature; or
b. 7 days in advance of your Go-Live Date.
c. In the event that Sub-Clause 2.5 is not adhered to, your booking will become null and void. Your Booking Period will be cancelled and released back on to the open market and any deposit will not be refunded.
1.2.4. In the event that your Go-Live date is within 72 hours of your returned signed contract, payment in full will be due at the time of contract signature. In these circumstances your booking will only be confirmed once both the signed contract and invoiced payment in full are received by Sook.
1.2.5. The securing deposit is only refundable subject to the terms of Clause 2: Movements and Cancellations.
2. Movements and Cancellations
Movements will only be accommodated under the following terms:
2.1. All bookings require a minimum 30 day notice period from Go-Live Date for movements, and bookings may only be moved once.
2.2. Movement of a booking will incur an administration charge of £20 (plus VAT) per day, for each day of the booking.
2.3. In the event that the new booking dates are at a higher base price than the original booking, the Licensee will pay the difference within 48 hours of the date change request. New Go-Live dates will not be confirmed until payment is received in full.
2.4. In the event that your booking period is shorter than one week, and you have booked more than 6 weeks in advance, Sook reserves the right to move your booking to the nearest available matching rate days. This will only occur if the replacement booking has a booking period of more than one week. In such cases Sook will only be allowed to do so by giving you at least four weeks notice.
2.5. The Licensee may cancel a booking under this agreement by giving notice in writing to Sook before the Go-Live Date, in which case the cancellation will be on the follow terms:
• Provided the booking is made more than 60 days in advance of the Go-Live date, bookings cancelled within 10 days of contract signature can be cancelled without penalty, and any Booking Fees made to Sook will be refunded within 28 days of Sook receiving a written cancellation request.
• Bookings cancelled within 10 days of signature date, but more than 30 days before go live date will incur a cancellation fee equal to 10% of the Booking Fee
• Bookings cancelled more than 10 days after signature date, and more than 30 days before Go live date will incur a cancellation fee of 25% of the Booking fee.
• Bookings cancelled within 30 days of go live date will incur a cancellation fee of 50% of the Booking Fee.
• Bookings cancelled within 14 days of the Go-Live date will incur a cancellation fee equal to 75% of your overall booking.
• No cancellation terms are available 7 days prior to your Go-Live date.
• No refunds will be given on additional services booked that have incurred design, production or up front 3rd party costs ahead of the original Go-Live date.
• Any proportional refunds will be made within 28 days of Sook receiving a written cancellation request.
3. Onboarding and Unit Handover
3.1. One 1 hour onboarding call with a member of the Sook team will be included in your booking fee, and should you consent to the recording this will be sent to you following the call.
3.2. If you would like any additional onboarding calls, these will be charged at £30+VAT per hour. Please note that onboarding calls will only be available during normal working hours.
3.3. A handover timeslot will be agreed with you prior to your Go Live Date. The timeslot will be over four hours and you must arrive at the site within this allotted time. During this timeslot the following will occur:
• You will be shown the space, all health and safety features, and electronic equipment for you to use
• You will be required to fill and sign the handover checklist to confirm the space is in good and working condition
• You will have access to a Sook member of staff for on site assistance for 2 hours during the handover time period.
• Note that in certain instances, content may not be scheduled until 9 am on the day of handover.
3.4. If you do not attend the handover within the allotted time you will be liable for an additional charge of £30+VAT per hour beyond the missed time, up to £120+VAT.
3.5. In the event that you do not attend the handover, you will be charged a flat fee of £120+VAT for handover of the unit at an alternative agreed time.
3.6. Bookings of a period longer than 7 days will be required to fill out a handover checklist each 7 days.
4. Content Charges
4.1. Screen content must be submitted no less than 72 hours in advance of the Go-Live Date.
4.2. If you fail to submit screen content 72 hours prior to Go-Live Date, submissions shall be treated as additional to the booking and will be charged at a base rate of £60 + VAT.
4.3. In the event that changes to the screen content are required during the Booking Period, or less than 72 hours in advance of the Go-Live Date, this will be charged at a rate of £40+VAT per request ('Content Change Request Rate').
4.4. In the event that screen content is required to be changed out of hours (outside of the hours of 08.00 - 18.00 on any week day, and any time at weekends), this will be charged at a rate equal to 20% increase on the Content Change Request Rate, per request.
4.5. Content Change Requests submitted more than 72 hours in advance of Go-Live date will not be charged.
4.6. Bookings over 4 days may submit one Content Change Request during the Booking Period for no additional charge, so long as the new content has been submitted not less than 72 hours prior to the Go-Live Date.
5. Assistance during the Booking Period
5.1. In the event that a member of the Sook team is called out for any issues caused by the occupier, this time is chargeable as follows:
• Tech issue: £72+VAT per hour, (minimum call out time 1 hour)
• Operational issues: £30+VAT per hour, (minimum call out time 1 hour, maximum fee of £120+VAT per day).
5.2. There will be no additional charges for issues caused by failures in the Sook system that have not been caused directly by the actions of an occupier.
6. Handback of the Unit
6.1. Your Booking Period is limited to the times in your occupancy Licence. If you remain in the unit for longer than the permitted period, Sook reserves the right to charge you for the additional time spent within the unit, and/or the removal of any stock/ signs that have been left following your Booking Period.
6.2. Any additional work required to be undertaken by Sook to return the unit to its original state after the end of your Booking Period will be charged on quotation, with an additional 30% overhead and profit costs.
6.3. You will be required to send photos of the unit to confirm that it has been left in the condition to which it was handed over to you to this phone number:
7. Additional Damage / Repairs Following Occupancy
7.1. A standard cleaning charge is included in the overall booking fee.
7.2. Should you leave the unit at the end of your rental in an especially dirty or damaged state you will be invoiced for the cost of additional cleaning materials and/ or for replacement damaged items or parts, plus labour charges in both cases (inclusive of VAT). Cleaning or repair charges will be decided at Sook’s discretion, and photographic evidence of the damage / mess will be provided in order to validate any claim made by Sook to recover losses incurred to make good our spaces for subsequent occupiers.
7.3. In the event that there are substantial damages in the space as a result of your booking, you agree to pay as follows in respect of the items listed below*:
Video wall screen
Stand alone high-bright display screen
Vinyl left on other surfaces
per m2 (m2 minimum measure)
Adhesive materials left on walls and noticable marks to walls greater than 5cm
per m2 (m2 minimum measure)
Vinyl left on approved window surfaces
Large items of waste (pallets, furniture etc)
Fixtures not returned / left out
Damage to electrical items
All other items will be upon quotation or receipt plus a labour and overhead fee of 20%. All figures stated above are exclusive of VAT. Figures listed are the minimum amount you may be charged. Figures may vary on a site by site basis and based on the level of damage.
*all amounts stated above are exclusive of VAT. Figures listed are the minimum amount you will be charged. Figures may vary on a site by site basis and the level of damage.
Sook reserves the right to charge you automatically for up to £500's worth of damage following payment of a deposit of £1 made upon signing of the Occupier Handover Checklist. Alternatively, Sook may invoice you for the amount due, with an appropriate fee breakdown, in which case you must pay the invoice within 10 working days of receipt of invoice.
These Terms and Conditions are subject to the discretion of Sook Retail Limited and may be changed from time to time.