Venue Partner Terms

These Venue Partner Terms (“Terms”) govern the relationship between SeatFillers UK (“SeatFillers”, “we”, “us”) and the venue, theatre, production company, or promoter named in the signup form (“Venue Partner”, “you”).

By completing the venue signup process and accepting these terms, you enter into a binding agreement with SeatFillers on the terms set out here. These Terms apply alongside the Data Processing Agreement which you also accept at signup and which governs how member personal data is handled.

These are business-to-business terms. They do not confer any consumer rights.

Access to the SeatFillers platform as a Venue Partner is by invitation only. Invitations are issued at SeatFillers’ discretion following outreach or an expression of interest.

After you complete the signup form, your application enters a review period. SeatFillers will assess your details and notify you of the outcome, ordinarily within two working days. We reserve the right to decline any application without giving a reason.

On approval, your account moves to an active status and you can access the venue portal, complete your profile, and begin listing shows.

The person completing the signup form warrants that they have authority to bind the Venue Partner to these Terms, and that all information provided is accurate and not misleading.

SeatFillers provides Venue Partners with:

• Access to a venue portal where you can create and manage show listings, set ticket allocations, and view bookings made by members.
• Distribution of your listings to SeatFillers’ registered member base, who are notified of available shows based on their location and preferences.
• Booking administration — members claim tickets through the platform and receive confirmation emails, reducing the administrative overhead for your team.
• Access to a booking report for each show, providing the names and contact details of members who have confirmed attendance.

SeatFillers provides the platform on a reasonable-efforts basis. We do not guarantee any particular level of member uptake, any minimum number of bookings, or continuous uninterrupted availability of the platform.

As a Venue Partner, you agree to:

Honour bookings

Once a member has received a booking confirmation for one of your shows, you must honour that booking. SeatFillers members must be admitted on the same terms as other audience members holding equivalent seats. You must not deprioritise, relocate without good reason, or refuse entry to SeatFillers members who hold valid confirmation.

If you are unable to honour a confirmed booking — for example, because of a technical error or an unexpected reduction in available seats — you must notify SeatFillers as soon as possible so that we can inform the affected members.

Provide accurate information

All show listings must be accurate, complete, and not misleading. This includes show title, venue, date, time, and any content advisories (age restrictions, strong language, strobe effects, etc.) that a reasonable audience member would want to know before booking. You are responsible for keeping listings up to date.

Give reasonable notice of changes

If a show is cancelled, rescheduled, or significantly changed after bookings have been made, you must notify SeatFillers as soon as reasonably practicable — and in any event no less than 24 hours before the performance, except in cases of genuine emergency. We will handle communication with affected members.

Treat members with respect

SeatFillers members are genuine theatre-goers who have committed to attending your shows. They should be treated with the same courtesy and professionalism as any other member of your audience. Any complaints about how members have been treated will be investigated and may result in the suspension of your account.

Keep your account current

You must keep your venue profile, contact details, and any other account information accurate and up to date. Notify us promptly of any material changes to your organisation’s details — including changes to ownership or trading status.

You have full control over which shows you list, what ticket allocations you make available, and when you make them available. You may withdraw an allocation at any time before bookings are confirmed, but once a member has received a booking confirmation, section 4 (“Honour bookings”) applies.

SeatFillers reserves the right to review, edit for formatting, or remove any listing that is inaccurate, incomplete, misleading, or otherwise inconsistent with the platform’s standards. We will ordinarily notify you before removing a listing unless it requires urgent action.

We do not guarantee that all listed shows will receive bookings, or that all allocated tickets will be claimed.

SeatFillers operates two booking fee models, which you select when creating each show:

Fee rates are notified to Venue Partners and may be updated with reasonable notice. Continued use of the platform following a fee change constitutes acceptance of the updated rates.

All amounts are stated exclusive of VAT, which will be added where applicable. Invoices are payable within 30 days. Overdue amounts may attract interest at the rate set out in the Late Payment of Commercial Debts (Interest) Act 1998.

When members book tickets for your shows, SeatFillers will provide you with limited booking data (member name, email address, and outward postcode) to enable you to administer attendance. How you may use that data is governed exclusively by the Data Processing Agreement that forms part of your agreement with SeatFillers.

In summary: you may use booking data only to administer attendance at the specific show for which it was provided. You may not use it for marketing purposes without separate, explicit opt-in consent from the member concerned.

A breach of the Data Processing Agreement is treated as a material breach of these Terms.

SeatFillers IP

All intellectual property in the SeatFillers platform — including the software, design, trademarks, and content we produce — remains the property of SeatFillers and its licensors. Nothing in these Terms grants you any rights in it.

Your IP — licence to SeatFillers

By listing a show on SeatFillers, you grant us a non-exclusive, royalty-free licence to use your venue name, show title, production images, and other materials you provide (“Venue Content”) for the purpose of operating and promoting your listings on the SeatFillers platform. This includes displaying Venue Content to members and, where relevant, using it in SeatFillers’ own marketing.

You warrant that you have the right to grant this licence and that Venue Content does not infringe any third party’s intellectual property rights. You indemnify SeatFillers against any claim arising from a breach of this warranty.

The licence ends when the relevant listing is removed or when your account is terminated. We will remove Venue Content from the platform within a reasonable time following termination, subject to any archival or legal obligations.

SeatFillers may suspend your access to the platform or remove listings if you:

• fail to honour a confirmed booking without reasonable cause;
• provide false or misleading information in a listing or in your account details;
• breach the Data Processing Agreement;
• fail to pay amounts owed when due;
• behave in a way that is harmful to members, to SeatFillers, or to the platform’s reputation; or
• become insolvent, enter administration, or cease trading.

In non-urgent cases, we will give you written notice and a reasonable opportunity to remedy the breach before taking action. Where members are at risk of harm — for example, where a booking is unlikely to be honoured — we may act immediately and notify you afterwards.

SeatFillers provides a matching and booking platform. We are not a party to the contract between you and any member for their attendance, and we are not liable for any failure on your part to honour a booking or to provide the performance as listed.

To the extent permitted by law:

• Our total liability to you under or in connection with these Terms, whether in contract, tort, or otherwise, shall not exceed the total fees paid by or to you in the three months preceding the event giving rise to the claim.
• We are not liable for any indirect, consequential, or special losses, including lost revenue, lost profit, or reputational damage.
• We are not liable for any failure or delay caused by circumstances outside our reasonable control.

Nothing in these Terms limits either party’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded.

These Terms begin when you accept them at signup and continue until terminated by either party.

Either party may terminate the agreement by giving 30 days’ written notice to the other. Notice from you should be sent to hello@seatfillers.co.uk.

Either party may terminate immediately on written notice if the other commits a material breach that is either incapable of remedy, or that is not remedied within 14 days of a written notice requiring it to be remedied.

On termination, your access to the venue portal will be removed. Any show listings will be taken down. Confirmed member bookings that fall within the notice period will remain valid and you remain obliged to honour them. Confirmed bookings for shows after the termination date will be cancelled and members notified.

Termination does not affect accrued rights or obligations, including any outstanding fee payments.

These Terms are governed by the law of England and Wales. Any dispute that cannot be resolved between the parties directly shall be subject to the exclusive jurisdiction of the courts of England and Wales.