Terms of Service
Clear terms governing your use of the Negotiables platform. Plain-English explanations of rights, responsibilities, and what to expect from our marketplace.
Contents
Quick Facts
At-a-Glance Summary
Key points you need to know
What We Are
A marketplace connecting Hosts (venues) with Brands (organisers) for short-term pop-ups and brand activations.
What We Are Not
We don't own/operate venues and are not a party to the booking contract between Host and Brand.
This summary is for convenience only. The legally binding terms are below.
Who We Are & How These Terms Work
Company information and legal framework
These Terms govern your use of the Negotiables platform ("Platform") operated by Negotiables Ltd ("Negotiables", "we", "us"). By using the Platform you accept these Terms.
If you use the Platform on behalf of an organisation, you confirm you have authority to bind it.
Related Documents
Privacy Policy, Cookie Policy, Fees & Payouts, Acceptable Use, Cancellation & Refunds, Damage & Claims, and Data Processing Addendum.
Roles & Responsibilities
Marketplace clarity on who does what
Contract Between Host and Brand
A booking confirmed on the Platform forms a contract between Host and Brand; Negotiables is not a party (common marketplace model).
Negotiables (Platform)
- Provides listings, search, messaging, payments routing
- Support and trust/safety tooling
- Acts as payment collection agent for Hosts
- Facilitates payments from Brands
Host (Venue Controller)
- Publishes accurate listings
- Sets house rules and venue policies
- Maintains safe/accessible premises
- Holds required insurance coverage
- Honours confirmed bookings
Brand (Organiser)
- Books spaces through the platform
- Follows all venue rules and policies
- Secures required licences/permits (e.g., TEN)
- Holds appropriate insurance coverage
- Leaves venue in original condition
Accounts, Verification & Eligibility
Account requirements and verification process
Provide accurate information and keep it updated. We may request identity/KYC checks and deny or suspend accounts for risk, fraud, or policy breaches.
Listings & House Rules
Host responsibilities for accurate listings
Hosts must ensure listings are accurate (availability, capacity, accessibility, pricing, fees, required deposits, and any restrictions).
Host Responsibility
Hosts are solely responsible for venue condition, compliance, and fitness for the stated use.
Booking Flow
How bookings work on the platform
A Brand submits a request with dates, format and needs; the Host may approve or decline. On approval, the Brand pays the Total Price (space price + platform fees + taxes/withholding where applicable).
Booking Confirmation
A booking is confirmed when payment is successfully processed.
Fees, Payouts & VAT
Platform fees and payment structure
Platform fees: shown at checkout; deducted before Host payout.
Payout timing: typically T+3 business days after the event end, subject to chargebacks/disputes and our risk checks.
Tax Responsibility
Hosts and Brands are responsible for their own VAT and tax filings. We provide receipts/invoices showing fees where applicable.
Fee Breakdown
Platform Fee
Commission charged on each booking
Deducted before Host payout
Payment Processing
Card processing and payment handling
Included in platform fee
Security Deposit
Refundable damage protection
Held during event, released after
VAT/Tax Filing
Tax obligations and compliance
Ongoing responsibility
Cancellations, Changes & Refunds
Cancellation policies and refund structure
Each listing displays a cancellation window. Refunds follow the Cancellation & Refunds policy applicable at booking time.
Late Cancellation Fees
Late cancellations, no-shows and over-runs may incur fees.
Cancellation Refund Schedule
| Timeframe | Refund | Description |
|---|---|---|
| 48+ hours before event | 100% | Full refund minus payment processing |
| 24-48 hours before event | 50% | 50% refund of space cost |
| Less than 24 hours | 0% | No refund available |
| No-show | 0% | Full charge applies |
Tenancies, Licences & Legal Compliance
Legal requirements including TEN applications
Pop-ups must comply with all laws and local rules.
TEN Requirements
If the activation involves alcohol sale/serving, late-night refreshment or regulated entertainment, the Brand (and/or Host, as required) must secure a Temporary Event Notice (TEN) or other licence/permission in time.
Important
Negotiables does not obtain licences on your behalf.
Compliance Requirements
Venue Safety
Health & safety compliance
Capacity Limits
Building regulation compliance
Public Liability
Minimum £2M coverage
Insurance & Risk Allocation
Insurance requirements for all parties
Host: maintains appropriate property/public liability cover for the venue.
Brand: maintains public liability (and product/event cover where applicable).
Insurance Proof Required
We may require proof before or after booking. Failure to maintain cover can lead to suspension or cancellation without refund.
Damage, Deposits & Claims
Damage resolution and claims process
Hosts may set a refundable deposit or require a card hold. If damage occurs, the Host must document it promptly; the Brand must cooperate.
Claims Facilitation
We may facilitate resolution (photos, invoices, expert quotes) and charge the Brand's payment method up to the agreed limit. This is not insurance; it's a platform claims facilitation process.
Conduct, Safety & Capacity
Behavior expectations and safety requirements
You must follow law, local by-laws, building policies, and venue capacity limits.
- No hazardous materials
- No unlawful goods
- No activity that would void insurance
- No breach of licence terms
- Keep all messaging on-platform for auditability
Anti-Circumvention
Platform fee avoidance policy
No Platform Bypassing
Do not bypass the Platform to avoid fees for any booking discovered here (during the listing period and for 12 months after your last interaction regarding that listing).
We may charge the avoided fees or suspend accounts.
Reviews, UGC & IP
Content licensing and intellectual property
You grant Negotiables a non-exclusive licence to host and display your listing media, logos, and text for Platform operation, promotion, and editorial.
Content Rights
Don't upload content you don't have rights to; don't post unlawful or misleading material. We can moderate or remove content.
Third-Party Services
External service integrations
The Platform integrates services like hosting, payments, maps and analytics (e.g., cloud/edge providers, payment processors, mapping).
Third-Party Terms
Their terms may apply to features you use; we don't control third-party outages or changes.
Privacy & Data
Data processing and privacy information
See our Privacy Policy for how we process personal data.
Event Data Processing
For event QR/lead capture, Negotiables acts as a processor to the Brand/Host; we process only on their instructions and delete processor copies after designated periods.
Suspension & Termination
Account suspension and termination policies
We may suspend or terminate access for policy breaches, fraud risk, non-payment, or unlawful activity.
You may close your account; some data and obligations (e.g., invoices, taxes, disputes) will persist as required by law.
Disclaimers
Service disclaimers and limitations
Service "As Is"
The Platform is provided "as is". We do not warrant uninterrupted or error-free service or guarantee booking outcomes or commercial success of any activation.
Liability (UK)
Liability limitations under UK law
Protected Rights
Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to that, we exclude all implied warranties and, to the extent permitted by law, limit our aggregate liability arising from or related to the Platform to the greater of £200 or the total Platform fees paid by you in the 12 months preceding the claim.
Liability Limits Summary
Death or Personal Injury
No limit for negligence, fraud or fraudulent misrepresentation
Platform-Related Claims
Whichever is greater in 12 months preceding claim
Third-Party Services
Outages or issues beyond our control
Business Losses
No guarantee of commercial success
Changes to Service or Terms
How we handle service and terms updates
We may update features and these Terms. Material changes will be notified on-site or by email with the effective date.
Acceptance
Continued use after that date means you accept the changes.
Governing Law & Venue
Legal jurisdiction and applicable law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
No Mandatory Arbitration
Unlike some competitors, we don't require mandatory arbitration or include class-action waivers.
Legal Questions?
Contact our legal team for questions about these terms or disputes. We're committed to resolving issues fairly and transparently.
Terms Version: 1.0 | Last Updated: 18/10/2025 | Jurisdiction: England and Wales