Office & Studio Use Policy

Effective Date: 4 Jan 2026
Version: 1.1

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1. Purpose

This policy sets out the terms and conditions for use of the Belfast Filmmaking Club CIC (“the Club”) office and studio spaces. Its purpose is to promote a safe, respectful, and responsible environment for all members and visitors.

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2. Acceptance of This Policy

Access to, booking of, or use of the Club’s office or studio space constitutes acceptance of this policy.

By becoming a member, booking the space, or entering the premises, you confirm that you have read, understood, and agreed to comply with the terms set out below. No signature is required.

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3. Eligibility & Access

• Only current, registered members of Belfast Filmmaking Club CIC may use the office and studio spaces.

• Non-members may attend only as guests of a member and must be supervised at all times.

• Members are responsible for ensuring their guests comply with this policy.

• Bringing non-members into the space requires prior approval from a committee member.

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4. Personal Responsibility & Safety

4.1 Use at Own Risk

• Use of the Club’s facilities is entirely at your own risk, to the fullest extent permitted by law.

• You are responsible for your own safety, wellbeing, and conduct while on the premises.

4.2 Limitation of Liability

• The Club does not accept responsibility for injuries, accidents, loss, or damage arising from your use of the space, except where liability cannot be excluded by law.

• Nothing in this policy excludes or limits liability for death or personal injury caused by negligence, or any other liability that cannot legally be excluded.

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5. Responsibility for Guests

• If you bring guest(s) into the space, you accept full responsibility for:

  • Their behaviour and conduct

  • Their safety and wellbeing

  • Any damage, loss, or disruption they cause

• Any incident involving a guest will be treated as the responsibility of the hosting member.

• Guests must follow all Club rules and instructions.

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6. Equipment & Property

• You are solely responsible for any equipment you bring into the office or studio, including (but not limited to) cameras, lighting, computers, props, and accessories.

• The Club accepts no liability for loss of or damage to personal or professional equipment.

• All equipment must be set up and stored safely and must not block walkways, exits, or create hazards.

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7. Space Use & Booking

• Studio use must be booked in advance using the Club’s booking system.

• Members must leave the space clean, tidy, and in good condition after use.

• Any damage, faults, or safety concerns must be reported to a committee member as soon as possible.

• Repeated failure to follow booking or usage rules may result in suspension of access privileges.

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8. Areas Permitted for Use

• Members and guests may access only:

  • The designated Film Club space

  • Toilets

  • Kitchen

• Accessing other areas of the building, including other floors, is strictly prohibited unless prior approval is given by a committee member.

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9. Prohibited Activities

The following are strictly prohibited at all times:

• Smoking or vaping indoors

• Use or possession of illegal substances

• Consumption of alcohol

• Dangerous stunts or unsafe activities

• Pyrotechnics, hazardous materials, or special effects without written approval

• Naked flames of any kind (including candles or flame-based props)

• Unauthorised commercial use of the space

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10. Indemnity

To the fullest extent permitted by law:

• You agree to indemnify and hold harmless Belfast Filmmaking Club CIC, its directors, volunteers, and committee members against any claims, losses, damages, or costs arising from:

  • Your actions or omissions

  • The actions or omissions of your guests

  • Your use of the Club’s facilities

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11. Enforcement

Failure to comply with this policy may result in:

• Temporary suspension of access

• Termination of membership

• Further action where appropriate