Membership T&Cs

These terms apply to all members of The Kiln Rooms. Additional studio-specific terms for Bellenden Rd and Copeland Park are listed below.

We may make reasonable changes to these Terms & Conditions at any time. It is your responsibility to check online for updates, although we will notify members by email of any significant changes. By becoming a member of The Kiln Rooms, you agree to the terms below.

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PART 1 — GENERAL MEMBERSHIP TERMS (Applies to members at both studios)

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Payments

• Fixed-term memberships must be paid in full before the start date.

• Rolling memberships are paid monthly by direct debit.

• All prices include VAT and processing fees.

• No shared contracts and no sub-lets.

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Failed Payments

• For fixed-term or standing order payments, a £10 fee will be charged for each week (7 days) if a payment is late.

• For direct debit failures, the payment provider charges The Kiln Rooms a fee. We absorb this fee once. After this, a £15 failure fee (including VAT and admin time) will be charged for each failed payment.

• In the event of repeated failed payments, we may require a refundable one-month deposit as security.

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Minimum Stay

• Minimum membership period is 2 months.

• On rare occasions, shorter stays may be agreed at management’s discretion, subject to availability and the type of work proposed. Short-term membership fees apply where agreed.

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Cancellation & Notice

• A notice period is required to cancel membership (1 x month at Bellenden Rd and 2 x months at Copeland Park).

• If a member has paid for membership upfront, any remaining time will be refunded on a pro-rata basis, subject to the required notice period and minimum membership term.

• All personal storage spaces must be cleared by the end of the day on the final membership day. If personal belongings remain in the studio and/or shelving has not been cleared after the confirmed leave date, the former member will be charged a £20 per week storage fee. Items not collected within 14 days of departure will be removed and / or disposed of.

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Included in Membership

• Use of studio equipment and tools, with access to firings.

• Personal and communal storage space (as allocated)

• Access to The Kiln Rooms development programme, including the opportunity to sell work in bi-annual shows.

• Expert technical support.

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Holidays & Time in Lieu

No holiday or time in lieu is offered. If you plan to be away for an extended period, we recommend cancelling your membership and discussing a future rejoin date with management.

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Non-Usage & Studio Closures

• Non-usage does not entitle members to refunds or replacement studio access.

• Studios close for approx 3 days during each of our bi-annual shows (taking place on a weekend in June and late November).

• Studios may close temporarily for essential maintenance, refurbishment or circumstances beyond our control. We will always aim to reopen as soon as reasonably possible and if possible provide alternative studio access.

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Data Protection

We use member contact details to communicate about: Studio matters / Health & safety / Opening times / Shows / best practice and upcoming studio events

Personal data is kept secure and not shared with third parties.

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Sharing the Space

• We are not responsible for personal belongings or work that is lost, stolen or damaged.

• All members must respect staff and other members at all times. Anti-social or disrespectful behaviour may result in immediate termination of membership.

• Personal materials, glazes or equipment must be approved by staff and stored correctly.

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Cleaning

Members are expected to clean their work area and communal areas after use. Always wet-clean dry materials.

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Guests

• Guests may visit briefly, visits of over 10 minutes require approval. They must be supervised at all times.

• Guests may only work in the studio with prior management approval as studio use is restricted to inducted members only.

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Kilns & Materials

• Damage caused through misuse may be charged to the member.

• Bellenden Rd: Firings normally take 2–3 weeks, though we aim for 5–10 days where possible.

• During heatwaves, firings may be reduced or staggered to maintain safe studio temperatures.

• Materials store located at Bellenden Rd – with a variety of materials and clays sold just above cost price.

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Social Media

The Kiln Rooms social media is primarily used to promote events, members and staff and we may repost public content without seeking permission. If you do not wish your content to be used, please inform us. Posting negatively about The Kiln Rooms before discussing matters with management may result in termination of membership.

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Health & Safety

All members must complete an induction before using the studio. Members must follow all health & safety regulations and signage. Failure to follow health & safety rules may result in suspension or cancellation of membership.

Key points covered in induction:

• We are not responsible for injuries caused by misuse of equipment

• No food or drink in the studio

• Fire safety and evacuation procedures apply

BELLENDEN RD STUDIO-SPECIFIC TERMS

Inductions & Start Dates

• Membership is not reserved until induction, start date and payment plan are confirmed.

• Start dates become fixed 7 days prior.

• Inductions usually take place on the confirmed start date. If an induction date is changed/postponed by the prospective member the payment and ‘start date’ will remain as the original date.

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Refunds & Notice

• One month notice required for cancellation.

• Pro-rata refunds for fixed-term contracts are available after 2 months, with 1 month’s notice.

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Usage Limits

• Maximum studio use: 18 hours per week

• Members must sign in and out

• Time cannot be carried over

• Kiln usage limited to 50 cubic litres per month

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Storage

• Each member has a personal storage allocation (90cm x 45cm x 45cm) which must be cleared on leaving

• Communal storage space – work left after 6 days may be disposed of

• Maximum 120cm of communal shelving

COPELAND PARK STUDIO-SPECIFIC TERMS

Deposit

A £300 deposit needs to be paid before joining. Deductions can be made for:

• Equipment or kiln damage

• Unpaid firing or material fees

• Key replacement

• Failure to clear storage

Deposit is refunded once: Keys are returned, shelf is cleared, account is settled. Deposits do not accrue interest.

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Cancellation Before Induction

• 10+ days before induction: full deposit refund

• 9 days or fewer: 50% refund

• 48 hours or less: deposit may be withheld

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Refunds & Notice

• 2 months’ notice required for cancellation of membership

• Pro-rata refunds on fixed-term contracts with 2+ months’ notice

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Usage and storage

• No maximum studio usage

• Personal storage must be cleared by final membership day

• Machinery must be approved by staff before bringing onsite

Members may attend artist talks and we host two open studios per year, taking place in the studios.

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Vouchers T&Cs

These terms apply to the purchase, validity and use of gift vouchers issued by The Kiln Rooms (part 1)

Classes and courses booked using a voucher are subject our Classes T&Cs (part 2)

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PART 1 — VOUCHER TERMS & CONDITIONS (Applies to buying and claiming a voucher)

Voucher Validity

• Vouchers are valid up to and including the expiry date shown on the booking confirmation – usually 1 year. After this date, vouchers are no longer valid and are non-refundable and non-exchangeable.
• It is the recipient’s responsibility to check the expiry date and book onto a session before it expires.
• The Kiln Rooms will do everything possible to accommodate booking preferences but cannot be held responsible if the recipient is unable to attend a session before the voucher expiry date.
• Eligibility – classes are for 18+ only.

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How to Redeem

• After purchase, you will receive:
  • An automated receipt email
  • A separate E-voucher email (which can be forwarded if the voucher is for someone else)
• Both emails include a unique booking reference code and instructions on how to redeem.
• If you would prefer a printable E-voucher, we can send one manually. Please email: info@thekilnrooms.com

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Refunds on Voucher Purchase

• From the date of purchase, there is a 14-day grace period during which a full refund will be given, minus a £5 administration fee.
• After 14 days, the voucher becomes non-refundable and non-exchangeable.

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Single Use

• Each voucher has a unique booking reference code and can only be used once.

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Transfer of Vouchers

• Vouchers are transferable before they are redeemed.
• Once redeemed and booked into a session, transfer rules are set out in the classes terms below.

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PART 2 — Classes T&Cs

These terms apply to all one-off tasters and all longer courses with us.

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Attendance & Non-Attendance

• If you do not attend or arrive late, it is not possible to provide alternative studio time or reschedule the class. Classes run at fixed times to cover the cost of tuition.

• We operate at full capacity, so it is not possible to swap classes or use the studio outside the allotted class time to catch up.

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Refund Policy

• 20 days or more before the start date: Full refund minus £5 booking fee

• Between 20 and 10 days before the start date: 50% refund minus £5 booking fee

• 9 days or fewer before the start date: No refund

• Once a course or session has started, no refunds are given.

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Transfers

• While bookings are fixed with less than 20 days’ notice (as outlined in the refund policy above), you may transfer your place to a friend or family member before the course start date if you are unable to attend.

• You must inform us of the replacement participant’s name and email address.

• Once a course has started, bookings cannot be transferred.

• Course blocks cannot be shared between people.

One-Off Taster Sessions only: With 10 days or more notice, we can transfer your booking to an alternative taster session date. 9 days or fewer before the session date: The booking becomes fixed and only a name transfer will be possible.

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Payment

• Bookings are made through Bookwhen.

• If you prefer not to use this platform, we can provide bank transfer details or accept cash.

• All prices on our website include VAT and booking fees.

• It is possible to spread payments out over time with Klarna.

• For any payment questions, please email info@thekilnrooms.com.

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Additional materials, Glaze & Firing Costs

Taster Sessions, 5-Week Taster Courses, private sessions: All material costs are included in the fees, so there are no additional charges.

8-12 Week Courses

• Materials are charged in addition to class fees:

  • White stoneware clay: £2.50 per 500g of fired pot (approx. £1 for a teacup)

  • Porcelain / crank / vulcan clays: £10 per 1kg of fired pot

• Pots must be paid for on collection.

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Collecting Work

We cannot guarantee work will survive firing. Any work damaged during firing is not the responsibility of The Kiln Rooms. Any work remaining after the cut-off time will be cleared due to limited storage space, unless a request is made in advance to extend this.

Taster Sessions / 5-Week Taster Courses / Private Hires:

• You will receive an email when your work is ready for collection:

  • Usually 3–4 weeks after a taster session or private hire

  • 2–3 weeks after the final class of a 5-week course

• From the date of that email, you have 21 days to collect your work. This may be extended by up to 2 weeks if requested in advance or by arranging a specific collection date.

• 5 x week taster course: if you cannot attend the final (glazing) week, your work will be glazed in transparent glaze for you.

8-12 Week Courses

• Work must be collected within 21 days after the final session. You can either make arrangements with your teacher or liaise with the booking team.

• We estimate 2–3 weeks for firing, but aim to turn work around within 5–10 days where possible.

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Firing Delays (Heatwaves)

During summer heatwaves, firings may be reduced or staggered to keep studios safe and comfortable. At these times, work may take longer than usual to be fired. Any delays will be communicated by email.

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8-12 Week Course Renewal

At the half-way point of a course, participants will be asked if they wish to continue for the next block. Priority booking will be given for the following course.

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Disabilities

If you have a disability, please inform us before your first class. We can accommodate many disabilities, but advance notice allows us to prepare properly to support you and some of our studios are better than others at meeting specific needs.

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Health & Safety

All participants must respect health and safety rules, signage, staff, and other people on courses.

Key points:

• The Kiln Rooms cannot be held responsible for injuries caused by misuse of the studio or equipment.

• Classes are for 18+ only.

• Please familiarise yourself with the evacuation procedure.

• If you are unsure about any safety matter, ask your teacher or a member of staff.

• We are not responsible for damage to work or for belongings or money that are lost or stolen.

• We reserve the right to suspend or remove anyone from a course if these rules are not respected.