Terms and conditions for renting the KTH Reactor Hall

General information on booking conditions

These Terms and Conditions apply whenever KTH Royal Institute of Technology (org. no. 202100-3054) enters into an agreement to rent out the Reactor Hall at KTH (the “Premises”) to a legal entity (the “Renter”).

• Only a legal entity may rent the Premises. They are not rented out for private functions.
• By booking the Premises via KTH’s website, the Renter approves the Terms and Conditions and undertakes to abide by them in their entirety.
• The agreement to book the Premises (the “Agreement”) enters into force when KTH has approved the Renter’s booking by sending a booking confirmation. The Renter shall check that details in the booking confirmation and immediately notify KTH of any errors.
• The Agreement applies for the duration of the period during which KTH or the Renter has undertakings pursuant to the Agreement or any agreed amendments or additions thereto. The Agreement expires automatically when KTH and the Renter have fulfilled their undertakings.

About the rent

The current general rent levels  are available on the KTH website. The specific amount for each rental period is stated in the booking confirmation sent to the Renter by KTH once a booking has been made.

What is included in the rent?

• Basic effect lighting system.
• Existing furniture;
• A viewing of the premises.
• Cleaning.
• An overhead crane, for use by agreement and after training.

​​​​Other basic provisions:

• The default position of the concrete pit in the centre of the Reactor Hall is open with a surrounding handrail.
• Times of events and deliveries by agreement.

Optional extras available at additional cost:

• Projector (by agreement).
• Sound system (by agreement).
• Covering the concrete pit with grating (SEK 11,000).
• Use of the Wurlitzer organ installed in the Reactor Hall (SEK 5,000).
• Introduction to the Reactor Hall by a member of KTH staff in conjunction with an event (SEK 2,000).
• KTH staff in attendance (by agreement).
• Security guards.
• Any additional cleaning costs.

KTH reserves the right to change prices. In addition to the rent, KTH will charge a booking fee payable in advance. The booking fee will not be refunded in the event of cancellation.

Invoicing

Unless otherwise agreed, an invoice will be sent to the Renter once the event has been held.
Payment shall be made in the amount stated on the invoice, payment terms 30 days net.

In the event of late payment, KTH has the right to charge the Renter interest pursuant to the Swedish Interest Act (SFS 1975:635) from the due date of payment, as well as reimbursement of any costs incurred as a result of the delay. This includes costs for sending written reminders and for enforcing payment or other obligations.

Cancellation of the booking

A booking may be cancelled no later than 30 calendar days before the start of the rental period. If a cancellation is not received by the deadline, the Renter is liable to pay the hire fee in full. The booking fee is nonrefundable.

Cancellations should be addressed to the stated contact at KTH (see below under “Contact details”).

Exceptions - Force majeure

A party shall not be deemed liable for any failure or delay in the performance of its undertakings pursuant to the Terms and Conditions or the Agreement if this is due to forces beyond its control, including but not limited to industrial action, fire, explosion, acts of war or other military action, terrorism, civil unrest, sanctions, pandemic or epidemic, the actions of public authorities, legislation, or disruption to operations.

The renters responsibility

• The Renter is responsible for acquiring any permits required by law and any costs associated with the implementation of the Renter’s event. 
• Unless otherwise agreed, the Premises shall be restored to their original state after the event, including basic cleaning. 
• The Renter is liable for and shall reimburse KTH for any damage to the Premises and fixtures and fittings incurred during the rental period. All damage and faults shall be reported to KTH without delay. 
• The Renter shall immediately inform KTH if the Premises are not in the expected condition at the start of the rental period. 
• KTH is not liable for personal injury, damage to property, pure economic loss, indirect damage or indirect costs or similar, unless pursuant to applicable peremptory legislation.

Safety and security 

Rules of conduct

• The Premises may not be used by the Renter at a time or for purposes other than those stated when the booking was made.
• The Renter is not permitted to sublet or lend the Premises to a third party.
• Activities on the Premises are undertaken at the individual’s own risk and caution shall be observed.
• The maximum occupancy of the venue is 100 + 30 people (100 visitors + 30 from the event organiser).
• The Renter is responsible for removing any significant amounts of rubbish and waste from activities such as set building, as well as all food waste, empty containers, packaging and so on.
• As far as possible, unless otherwise agreed furnishings and lighting are to be returned to their original state.
• Advertising material for public events must state that the event is being held in the Reactor Hall at KTH. Graphic materials are available and should be used in compliance with KTH’s visual identity .

Rules for fire safety and safety

• Evacuation routes, stairs and corridors shall be kept free from obstructions (including vestibules to stairwells).
• Smoking is prohibited in and around the Premises.
• Fire loading in props, sets and so on shall be kept as low as possible.
• Emergency telephones are located beside the lifts on the second and third floors and in the lifts.
• At major events with an audience, ushers shall be in attendance and prepared to assist visitors who are unnerved by the location. Visitors shall be informed of the location of emergency exits.
• The large lift shall be operated by someone who has received instructions from KTH.
• Lifts must not be used in the event of an evacuation. Use the two stairwells instead.
• The assembly point is Malvinas väg 9, above the emergency evacuation staircase.
• At the end of the event, the emergency evacuation routes must be checked to ensure that no one remains on the premises. Emergency exits must also be checked to ensure that the doors are closed.
• Smoke machines may be used for filming (but not when an audience is present) by separate agreement.
• It is not permitted to prepare hot food on the Premises, as this may trigger fire alarms. Nor may other equipment that gives off odours be used, such as popcorn machines.
• The fire alarm must be continuously active and never turned off. Costs associated with attending any alarms (fire or intruder alarms) caused by incorrect operation on the part of the Renter, its employees or other staff employed by them will be debited to the Renter.
• Candles and tea lights may be used with caution. Pyrotechnics, outdoor candles or other open flames are prohibited inside the building.
• Unless otherwise agreed, doors to storerooms must be kept closed during events.
• Stickers and tape applied in connection with the event (e.g. to attach cabling to the floor, when putting up posters) and adhesive from these are the responsibility of the Tenant to remove them. If this is not done, an additional fee for cleaning may be charged to the Tenant.

If the Renter breaches any of the above regulations, the Renter will be charged a fee equivalent to KTH’s costs for replacing, restoring or repairing the property, fixtures and fittings.

Issuing keycards

• Keycards can be collected from the location stated in the booking confirmation. 
• Keycards must be returned immediately, but no later than five (5) working days after the end of the rental period. 
• The Renter will be charged a fee of SEK 500 for any keycard not returned within the prescribed time.

Amendments and additions

KTH reserves the right to amend these Terms and Conditions. Six (6) months notice shall be given of any such amendment. If an amendment materially affects the Renter’s ability to use the Premises for the intended purpose, the Renter retains the right to cancel the booking.

Amendments resulting from legislation, a decision by a public authority or that are advantageous to the Renter apply notwithstanding the requirement for notification stated above. KTH shall, however, make every effort to inform the Renter to the extent that this is practical.

Disputes

Disputes concerning the validity, interpretation and application of these Terms and Conditions shall initially be settled through negotiations between KTH and the Renter.

Should it prove impossible to resolve the dispute within a reasonable period of time through negotiation, the dispute shall be tried in the general courts or some other competent instance.

Should a dispute be ongoing in any of the abovementioned instances, no process to recover the disputed debt shall commence until the dispute is finally settled.