Terms and Conditions
to hire the Art and Spirituality CIC Centre
Updated 6th January 2025
GENERAL INFO
Art and Spirituality CIC is an ethnic minority-led not- for profit Social Enterprise
Organization (Community Interest Company) registered in Scotland (No 741451).
The word “Centre” refers to the studio room, the therapy room and adjacent toilets and hall
situated in 6-8 Alexander Drive, EH11 2RH Edinburgh
Parking: the road is now with parking fees Monday-Friday 8.30-5.30pm
Liability: All applicants must have and maintain a current public liability insurance policy in
an adequate amount covering death of or injury to people and damage to property and
contents and a copy has to be provided via email together with the application form and
otherwise upon reasonable request from time to time. It is the responsibility of regular
applicants to send a new copy after expiration of the previous one provided. If the applicants
do not have public liability insurance, they will be personally responsible for any
claim/damage. All applicants are legally responsible for damage to the Centre and its
contents, loss of personal belongings in the Centre and injuries to people (including death)
arising from the applicants’ (and their clients’) use of the Centre and any therapy, class or
other treatment undertaken by the applicants at the Centre and the applicants will indemnify
Art and Spirituality, its Directors and the landlord for all claims, losses, damages, liabilities,
costs and expenses (including legal costs) arising from act or omission of the applicants or
their clients and any event, treatment, therapy or other activities undertaken by the
applicants or their clients. Neither Art and Spirituality, its Directors, nor the landlord shall
have any liability for any claims, losses, damages, liabilities, costs and expenses arising
from such use, treatments, therapies or other events.
If you do not have an insurance,please see some suggestions:
Balens
Hiscox
Wellbeing Insurance
Publicity Facilitators/applicants are responsible for their own advertisements, promotion and
publicity but agree to their name and therapy or classes being advertised on Art and
Spirituality (and related) social media pages and the website. In order to benefit from Art and
Spirituality full support, applicants and facilitators are requested to please tag
@artandspirituality.co.uk on FB or Instagram and follow us.
If you do not know what to use to realise your digital flyersCanva
Printing Shops some suggestions (or online vistaprint and Canva)
Edinburgh Fringe Poster & Flyer Print | Out of Hand Scotland
Home (copyprintedinburgh.com)
Hobs Edinburgh- A high-resolution printers in Edinburgh (hobsrepro.com)
https://www.edinburghcopyshop.co.uk/
For regular classes we would love to have the teachers’ bio and pictures to be displayed on
our website, please send them to Giada together with your form and let us know your social
media profiles, we will help you share what you post.
Booking system
If you do not have a way to take your bookings, we personally recommend this one, which is
free and these guys are based in Edinburgh, so we like supporting a local business. Cademy
If you decide to opt for one of their paid plans, this is our referral link Cademy paid plan
Free Wi Fi available : SKY9DSN5 password h4QKvZSbPL5R
Candles and incense Use of candles is allowed only in suitable tea light holders including
any provided on site. Candles are not to be left burning unattended. Applicants will be
responsible for any increased fire risk arising during their and their clients’ use of the Centre.
Use of incense is allowed but this is a no smoking venue and smoking or vaping is strictly
forbidden.
Windows, lights and doors : If you wish to have more privacy in your event, there are
blinds on the main windows and door that can be pulled down. Please remember to switch
off all the lights (toilets included), Please also ensure that you close the doors and the
shutters before leaving.The light switch for the studio room is situated near the windows and
the one for the therapy room behind the grey curtain. It is the applicants’ responsibility to
ensure that all lights are switched off. In the event of lights being left on all night, we reserve
the right to charge £20. Please help us to reduce energy waste and an unnecessary
increase in energy bills by switching off all lights before leaving the Centre. We plan to
substitute them with sensor lights in the near future to avoid the inconvenience, but in the
meantime, we ask for your cooperation. Thank you!
Heating: Please do not switch off the radiators and please do not increase the heat unless
really needed.
First Aid Kit A basic first aid kit is present in the main toilet. Giada is qualified in Emergency
first aid at work at SCQF Level 6 Qualification Code R770 04.
Any building emergency related to your booking please contact Giada by calling
07930073303 (No messages if it’s a real emergency!)
STUDIO (big room)
Bookings All applicants are requested to complete and sign a booking form with relevant
documents the first time booking and send it back via email to Giada info@artandspirituality.co.uk From the second time onwards, by booking via e-mail and paying the invoice, you will automatic confirm your acceptance to these terms and conditions.
General info about the studio room
Our large studio room has 2 shop windows and is
perfect for classes and workshops. It measures approx. 6x 8 sqm plus the hall area which is
about 3.5x 2 sqm It is situated on the street level of Alexander Drive, providing the same
access to a retail unit. The studio can host up to 23 mats (depending on your set-up
requirement). The walls are painted in white and there is a wooden floor. There are several
separate lights on the ceiling to decide the perfect atmosphere on your own terms.
Equipment: 15 new mats (plus extra old 10 in the cupboard of the therapy room), 11
bolsters, 20 foam blocks, 14 blankets, 20 cushions, 15 padded floor meditation chairs (10
out, the rest upon request as stored). Free use of 6 sockets in the studio room plus others in
the whole space (1 extension cable on site). The space is equipped with four 6 feet folding
tables (each H73.6, L182.9, D69.9cm) and 1 smaller table for 4 people and 12 folding chairs
+4 normal chairs. Extra 12 chairs from the cafe available during closing time. Small portable
sound speaker.
Toilets are situated as follows: one in the therapy room and one outside the therapy room
to the left. One of them is suitable for disabled people (the main door entrance is 82cm wide)
When the cafe is open (Mo-Sun 12-5pm, closed on Wednesdays, there may be some
customers using the main toilet. For classes happening in the studio during the day, the
curtains connecting the cafe to the toilet can be drawn, to allow the few people to enter the
studio room quietly and avoid any interruption, without being seen by anyone. The cafe is
small, so the access is normally very limited.
Activities in the centre Facilitators offering creative activities that require the use of
paintings or similar are required to cover the floor part in the studio to protect it, to cover the
tables and pay attention to doors and furniture to avoid colour being left over them. We
require you to check carefully after use to avoid any extra charge.
Studio Room hire rates
Regular weekly classes and regular community partnerships (3 hours/month): £22 per hour
One-off events: £27 per full hour / Full day of 8 hours £189 (instead of £216) Full week-end
offer upon request
Booking time Your booking time for the space needs to include the set-up and dismantle
time where required. We allow 10 minutes before and after the requested slot to enter and
leave the room. Bookings are calculated per full hour.
Payment: For non regular bookings: A non-refundable deposit invoice of 30% is required to
secure your booking. Balance is due 15 days before your date of use of the space. For
weekly bookings, the invoice is initially sent at the beginning of the month, then regular
teachers will benefit from receiving it at the end of the month. Transfers are accepted via
BACS as specified in the invoice.
Changes or cancellations Please notify Giada in writing about your intention to change or
cancel a booking. For non regular and monthly bookings: Your first deposit is
non-refundable if you cancel the whole booking.If your change/cancellation happens: (a) up
to two months before, you will not be charged the remaining balance, (b) between two
months and one month before you will be charged 50% of the remaining balance or (c)
within one month before you will be charged a full (100%) cancellation cost. Exceptional
circumstances for days during the week only may be taken into consideration and we are
trying to be very both fair and comprehensive, so please be in touch with any of your
reasons. Week-ends are however in great demand and the charges noted above require to
be charged without discretion. Weekly bookings’ teachers are asked to reconfirm their slots
monthly, so 100% cancellation applies after this.
Keys: Studio Room bookings You will need to arrange with Giada to collect the keys and
remote control for the shutter if she is not in the studio (please check with her). Regular
bookings will be asked for the payment of a deposit of £45 (which will be refunded
immediately after returning the set in working order). Unfortunately, the remote control is
quite expensive and there are two keys also.
Cleaning The space is regularly cleaned and disinfected and implementation of care is
taken on a regular basis. We require you to leave the space clean and tidy as you find it.
Please spray the mats after each use. You can find the hoover and the mob opposite the
therapy room if you think it’s needed. We reserve the right to charge any additional cleaning
required, if the premises are left in a non-acceptable condition and further use of premises
will be suspended until this charge is paid in full.
THERAPY ROOM
General information about the therapy room Our therapy room measures approx. 2.80x 3
sqm and has a portable massage table for treatments that can be removed and placed out of
the room, if not needed. The massage table has a cotton cover+ a pvc cover that is
regularly disinfected. We require you to cover it with your own towel or paper . It is your
responsibility to check the massage table before using it and to notify us, should you report
anything in the structure. The size of the massage table is 189 cm x 70cm and it’s 10cm
thick. If you require a table instead for consultations, a round one is situated in front of the
therapy room behind the yoga blocks and there are also bigger tables folded outside the
room.
Set-up and use
The usual set up of the room is with the massage table. If you require a table, please close
the folding massage table and take one of the round tables in front of the therapy room.
Please replace it back at the end of your treatment. (See section at the end how to do it)
Please remember to cover the massage table with paper or towel and to leave the room
clean and ready for the following colleagues (door open, disinfectant spray and cleaning
wipes for the chairs are available in the room). Thanks for your cooperation!
Therapy Room Rates
£18 per 60 min/ £27 per 90 min
Keys: Therapy Room bookings You will need to arrange with Giada to collect the keys and
remote control.It is your own responsibility to contact Giada after you book, not expecting
that someone will automatically be in the centre to open. The cafe may be open, but please
check sending an email and, if last minute, a phone call. If you are planning to come
regularly every week, you could have the keys in exchange for payment of a deposit of £45.
Upon paying the invoice, you will automatically agree to our terms and conditions in this
document.
Bookings can be done through our booking system
https://bookwhen.com/artandspirituality
How it works:
When you select a slot, you’ll have 15 min to complete the booking, after this time, if the
booking is not complete, the slot will be released.
After each slot there will be 30 min free for check-out/check-in. If you require 90 minutes for
your booking, please select it at the check out of your booking and then I’ll adjust the day
accordingly.Worst scenario someone is booking the following slot at the same time, these
free 30 min will save any overlapping risk.
If you require 2 hours or a different slot please drop me an email.
If the slot is not visible, it means it is not available. The role of the system is to facilitate
everyone’s time and work. Please do not hold slots unless confirmed.
Slot Cancellation/change
Once a spot has been booked, you’ll receive a confirmation email, if you need to change the
date/timing, click on VIEW BOOKING which is in your confirmation email
On this page, the ‘TICKET OPTION’ appears
Click on it and you’ll have two options:
A) transfer ticket to a new time/date
B) cancel ticket (booking)
Booking Cancellation fees
WEEKDAYS:
The deadline for full charge is 24 hours before the time of the booking.
There may be classes in the big studio. If I am aware of elements that can be of disturbance
like drumming or sound or classes that require full silence, I’ll remove the slot directly from
the system. Please be mindful with the use of your voice and when entering and leaving the
space.
WEEK-ENDS:
Non-exclusive use of the space:There may be workshops in the big studio at the same time.
Please be mindful with the use of your voice. If I am aware of elements that can be of
disturbance like drumming or sound or classes that require full silence, I’ll remove the slot
directly from the system. Please be mindful with the use of your voice and when entering
and leaving the space. The cancellation deadline for full charge is 24 hours before the
time of the booking for one hour booking, for more consecutive hours it is 15 days.
Exclusive use of the space with no one in the studio:, you can tick the box in the system.
Minimum 2 hours of hire are requested and the same cancellation policy of the studio
applies.
We reserve the right to provide further increase in prices as needed from time to time and
after due notice.
By paying the invoice, you confirm to have read and to agree to all the conditions of the Terms and Conditions document and to any conditions updated with any further adjustment sent to you after your confirmation of booking.
For any further bookings after the first one, by paying the invoice, you will
automatically agree to these terms and conditions each time again even if we do not require
to fill the form each time.
Thanks for your cooperation and enjoy the time in our Centre, Art and Spirituality Team