Event Hosting Policy

Booking an event

• All events must be booked through the platform. In your booking request, you must state the event type, expected guest count, planned start and end times including setup and breakdown, and whether you intend to serve food, alcohol, or use external vendors.
• Event bookings are not confirmed until you receive written confirmation from us. We reserve the right to decline any event request that does not align with our space guidelines or community values.
• Events exceeding the stated capacity of a space will not be approved. Capacities are listed on each space's booking page and reflect fire safety limits. These cannot be exceeded under any circumstances.
• Repeat or large events (more than 50 guests) may require an in-person site visit and planning meeting before confirmation. We will reach out to arrange this where applicable.

Payment and deposits

• A non-refundable deposit of 50% of the total booking fee is required to confirm an event booking. The remaining balance is due no later than 5 business days before the event date.
• If the full balance is not received by the due date, we reserve the right to release the slot and forfeit the deposit.
• Any additional charges incurred during the event (extended hours, damage, cleaning beyond normal wear, or additional services) will be invoiced within 5 business days after the event and are due within 14 days.

Cancellations and rescheduling

The balance (if already paid) is refunded in full for cancellations made 7 or more days before the event. For cancellations within 7 days, the balance is non-refundable. Rescheduling requests made at least 14 days in advance will be accommodated subject to availability at no extra charge. Rescheduling with less than 14 days' notice is treated as a cancellation and a new booking.

Setup, access, and breakdown

• Setup and breakdown time must be included in your booking. You may not enter the space before your booking start time or remain after your booking end time. If you need additional setup or breakdown time, book it explicitly.
• All equipment, decorations, and materials brought in for your event must be removed by the end of your booking. Items left behind may be discarded at your expense.
• External furniture, staging, or AV equipment may be brought in with prior approval only. Inform us at the time of booking. All external vendors must be approved by us and must sign in at reception on arrival.
• You are responsible for ensuring your vendors and crew understand and comply with the House Rules and this policy.

Alcohol

• Alcohol may only be served at events where it has been explicitly approved in your booking confirmation. You must request approval for alcohol service at the time of booking.
• You are responsible for ensuring alcohol is not served to anyone under the age of 18. This obligation rests with you and any caterers or bar staff you engage. Kenya's Alcoholic Drinks Control Act 2010 applies.
• Alcohol may only be consumed within the booked event space and designated areas, not in corridors, stairwells, or other shared parts of the building.
• Events at which alcohol is served may require a security or standby staff arrangement. We will advise you of this requirement at the booking stage.

Food and catering

• External caterers are welcome with prior approval. Share your caterer's details with us when booking so we can confirm access and kitchen arrangements.
• Caterers must comply with all applicable food hygiene regulations under the Food, Drugs, and Chemical Substances Act (Kenya) and must present their certificates of compliance on request.
• Catering equipment (chafing dishes, gas burners, hot plates) must be operated safely and kept away from flammable materials and fire exits. Open flames require prior written approval.
• All food waste, packaging, and catering equipment must be removed by the end of your booking. Leave the kitchen and service areas clean.

Noise and neighbours

• Live music, DJs, and amplified sound require prior written approval. We will specify permitted sound levels and end times as part of your booking confirmation.
• Amplified music must end by 9 pm on weekdays and 10 pm on weekends. These times may be adjusted by us to comply with local noise ordinances or in response to neighbour concerns.
• We reserve the right to ask you to reduce sound levels during your event if they are causing a nuisance. Failure to comply may result in early termination of the event without refund.

Photography, film, and content

• You may photograph and film within your booked event space. You are responsible for obtaining consent from all guests and participants who appear in your content.
• If you plan to publish content that features the Ideas House premises, interiors, or branding, notify us in advance. We are generally supportive of members showcasing the space but reserve the right to request removal of any content that misrepresents the space or is inconsistent with our brand.
• Commercial shoots or productions that use the space as a primary filming location (rather than incidentally) require a separate location agreement. Contact us to arrange this.

Damage and cleaning

• You are responsible for all damage to the premises, equipment, or furnishings caused during your event, including by your guests or vendors. The cost of repair or replacement will be charged to you.
• Standard post-event cleaning is included in your booking fee. Cleaning that exceeds normal wear (significant spills, confetti, glitter, adhesive residue, food waste beyond expected levels) will be charged at cost.
• We strongly advise against the use of confetti, glitter, or pyrotechnics. These require explicit written approval and an additional cleaning deposit.

Prohibited events

We do not host events that are:

• Illegal under Kenyan law or likely to incite illegal activity.
• Discriminatory on the basis of race, ethnicity, gender, religion, disability, sexual orientation, or other protected characteristic.
• Primarily intended to promote hatred, violence, or extremist ideology.
• Likely to damage the reputation or values of Jikoni or Saracen Marketing Group.

We reserve the right to cancel any booking that we determine, at our sole discretion, falls within these categories. Refund terms for such cancellations will be assessed on a case-by-case basis.

Your responsibility as host

As the booking member, you are the host of your event and are responsible for everything that occurs during your booking period. This includes the conduct of your guests, compliance with this policy and the House Rules, and ensuring your event does not create risk or nuisance for others. We are here to support a successful event, so if you have questions about any of these requirements please contact us well in advance at jikoni@saracen-media.com .