Rules of Use

OPENING TIMES & CHARGES

Panmure House is staffed on an ad-hoc basis between 09:00 – 17:00 Monday to Friday. Any events that fall outwith these times (including set up access and load out time) will incur an additional staffing charge of £100 per hour.

If you require access to the building outwith the above times, you must state this at the time of booking to ensure our team can accommodate your request. This includes access for event organisers and facilitators. Panmure House requires at least 72 hours’ notice for any changes to timings.

Applicable facilities fees to support the operation of the House will be confirmed upon approval of your enquiry. Panmure House has the right to charge additional fees depending on your event requirements and event duration.

EVENT MANAGEMENT

A dedicated member of the team will work with you in the lead up to your event and will act as Venue Manager for the duration of your event. This includes liaising with your chosen caterer for access, venue set up and infrastructure. However, the planning and delivery of the event remains your responsibility. All events must have at least one dedicated Event Manager on site at all times to coordinate the running of the event (including operating AV) and management of your guests arrival and coordination. We kindly ask you comply with our event management timelines outlined by our Venue & Events Coordinator.

CANCELLATIONS

Payment is required within 30 days at the latest in order for your event to take place.

Should you choose to cancel your event, the following charges apply:

• Less than 30 days notice: 100% chargeable (staffing charges)
• 30 days notice or more: 50% chargeable (staffing charges)

Please contact our Events Coordinator immediately in the event of a cancellation.

CAtering and av

All catering within the House must be ordered and purchased from one of our approved external providers. Guests’ own food is not permitted within the House, and we ask that event hosts and attendees adhere to our House Rules and leave the premises as they find them.

If you have AV requirements e.g hybrid or event recording, please contact our approved supplier for support. Panmure House will test and prepare in-house AV equipment before you arrive but kindly remind you that we cannot offer AV support staff to operate your event.

You should liaise directly with our approved suppliers for any catering and AV support required. 

We recommend contacting catering and AV at least 4 weeks in advance of your event.

HOST RULES

• The building is to be left as found and all items brought with you must be removed and disposed of off site. Any event materials, equipment or debris left over from an event will result in an additional cleaning charge to you.
• Care of the venue remains your responsibility during the hours of your event. A member of Panmure staff will be onsite for building safety.
• Any damages or repairs should be highlighted immediately to Panmure House staff.
• You are responsible for disallowing any act which may affect the reputation of Panmure House, Heriot-Watt University and/or the Premises. In addition, you must not permit any unlawful activities and it is important you comply with all applicable licences and third-party consents.

HEALTH & FIRE SAFETY

You and your guests will be briefed on fire safety protocols at the beginning of your event. It is essential you know what to do in the unlikely event of an alarm. You will be notified in advance if there is a planned alarm test on the day of your event. Should any theft, damage, accidents and injuries occur during an event, please report it to Panmure Staff immediately.

A member of staff will provide an Events Welcome (either in person or via video) before your event takes place which includes the history of the building and health and safety information.

GENERAL HOUSE RULES

• All fees are subject to revision upwards should Panmure House staff be required to provide additional support to your event beyond what has been agreed.
• Use of pyrotechnics, fireworks, strobe lighting and hazardous substances are prohibited.
• No illicit substances/items are to be taken onto the premises at any time.
• Any persons under the age of 18 must be accompanied by an adult. Serving staff may request proof of age or identity to any guests attending events where alcohol is consumed.
• To protect the infrastructure of the House, no external catering, including takeaway coffee, is permitted. All catering onsite must be provided via our approved contractors to be served within specific areas of the House.
• Panmure House cannot offer printing facilities. Please ensure you bring all printed materials with you. The team are happy to provide suggested local printing suppliers.
• Organisers must comply with Panmure's strict building capacity of 60 attendees which is set by the City of Edinburgh Council and Licencing.
• Outwith the organised event and any pre-agreed use of rooms, Panmure House does not offer office space or private rooms for additional meetings during your visit. We ask that the event organiser relays this information to their attendees.

Changes should not be made to:

• The internal and external layout and furnishings
• Fittings, decorations and artwork
• It is prohibited to use nails, screws, drawing pins, blutack, tape or other means to fix anything to the:
• Ceilings, walls, windows, doors, floors and pillars
• All corridors, gangways, staircases, fire exits and passageways must be free from obstruction.
• Smoking is not permitted within the building, the external staircase or on the terrace under any circumstances.
• Any furniture moved during the event must be returned to its original place when the event has ended.

PROMOTION AND BRANDING

Panmure House has two distinct identities. It is both a building and an intellectual project. It is paramount that use of the former does not come into conflict with the latter, i.e. through misuse of the Panmure House brand, or through advertising/invitations which draw on Panmure's reputation by suggesting, even obliquely, that a guest event may be part of the Panmure House project and its programmes.

Panmure House require sign off for any literature relating to a guest event (including, but not limited to the venue name, image or description) at least 48 hours before the intended publish date.

We reserve the right to remove permission for an event, even at short notice, if these rules aren't adhered to.