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Fee structure and invoicing

Last updated 03 August 2017

For Guests

Space Fees: means the amounts that are due and payable by a Guest in exchange for that Guest’s use of a Host's Space and any Additional Services or Host Services such as but not limited to catering, AV equipment, event staff and entertainment the Host has stipulated as part of the Booking. The Host alone, and not HeadBox, determines these amounts. The Host may in his or her sole discretion decide to include in these amounts (i) a cleaning fee or any other fee permitted on the HeadBox platform, or (ii) Taxes that the Host determines that he or she has to collect which must be clearly displayed prior to a Booking Request being made including whether for example VAT is included or not. If a Tax is not displayed then it will be deemed to be included.

A VAT invoice for the Space Fees on behalf of the Host is sent to the Guest, all automated by the HeadBox platform.

Processing Fees: means the processing fee that HeadBox charges a Guest for using its Site or Services. The Processing Fees will be displayed to the Guest when the Guest is asked whether it wishes to send a Booking Request to a Host or provided by HeadBox where the Site and Services are provided off-line.

The Processing Fee for using the Site to book a venue is currently free of charge but HeadBox reserve the right to charge up to 5% of the 'Space Fees' plus VAT to cover transaction costs and administrative costs for running our Site and Services at any time, giving reasonable notice.

The Processing Fee for using our offline Service (including our Concierge Service) is currently set at 2% for the total Space Fees and the total cost of any Additional Services. HeadBox reserve the right to change this charge at any time giving reasonable notice.

A VAT invoice is sent to the Guest for this amount, all automated by the HeadBox platform.

For Hosts

Host Fees: means the fee that HeadBox charges a Host for use of its Site and Services, typically which is calculated as a percentage of the applicable Space Fees and/or Additional Services and Host Services. The Host Fees will be displayed to the Host when the Host is asked whether to confirm or reject a Booking Request from a prospective Guest via the platform or provided by HeadBox where the Site and Services are made off-line.

HeadBox operates a tiered Host Fee structure, whereby the Host Fees charged depends on the total value of bookings secured by the Host via our Site or Services. As of October 2019, the Host Fee structure is as follows:

  • 10% Host Fees applied to Bookings up to £49,000.

  • 12.5% Host Fees applied to Bookings between £50,000 and £99,999.

  • 15% Host Fees applied to Bookings over £100,000 in total.

Each year, the total amount of bookings will reset so you will be charged 10% on the first £49,999 worth of bookings in that year, before moving through the increased Host Fee tiers.

For the avoidance of doubt, if you have previously received £40,000 worth of Bookings from HeadBox and you have just confirmed a new event at £20,000, then you will be charged the first £9,999 at a 10% commission to take you up to the £49,999 threshold and the remaining £11,000 at 12.5% commission.

Host Fees also include the transaction and administrative costs for processing payments, your Host support and protection through our Site and Services. The Host Fees will be displayed to the Host when the Host is asked whether to confirm or reject a booking request from a prospective Guest.

VAT: As outlined above; Space Fees, Processing Fees and Hosts Fees are subject to VAT at the existing UK rate at any given time.

All fees are rounded to the nearest amount in pence.