HOUSE TERMS AND CONDITIONS
We look forward to welcoming you to this historic location. Please ensure you read the following rules for House users and share these with your events team/colleagues coordinating the event.
PANMURE HOUSE RULES OF USE
OPENING TIMES & STAFFING CHARGES
Panmure House is manned on an ad-hoc basis between 09:00 – 17:00 Monday to Friday. Any events that fall outwith these times (including set up and get out access) 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. Panmure House requires at least 72 hours’ notice for any changes to timings.
Cleaning charges are applicable at £100 per event. Panmure House has the right to charge additional fees depending on your event requirements and event duration.
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 take care to leave the premises as they find them.
If you have any AV requirements e.g hybrid or filming needs, please contact our approved supplier for support. Please note Panmure House staff cannot offer AV support for 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.
EVENT MANAGEMENT
Panmure House staff are happy to support in whatever way we can regarding the venue. This includes liaising with your chosen caterer for access, venue furniture set up and infrastructure within the venue. However, the planning and delivery of the event remains your responsibility. All events taking place within the House must have at least one dedicated event manager on site at all times to coordinate the running of the event.
HOST RULES
- The building is to be left as found and all items and materials brought with you must be removed and disposed of off site. Any items, 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 although a member of Panmure staff will be onsite should you require any assistance.
- 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 will be briefed on fire safety protocols for Panmure House prior to 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, otherwise assume any sounding alarm is NOT a drill. 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 video to be played before your event takes place which includes fire evacuation 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. The Panmure Team / caterers / serving staff may request proof of age or identity to any guests attending events where alcohol is consumed.
- No external catering, including takeaway coffee, is permitted within the House. All catering onsite must be provided via our approved contractors.
- Panmure House cannot offer printing facilities online. Please ensure you bring all printed materials with you. The team are happy to provide suggested local printing suppliers.
- 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.
- Please refer to our Rooms and Facilities information for venue capacity, layouts and accessibility.
Changes should not be made to:
- The internal layout
- Fittings
- Decorations
- Furnishings
- Artwork
- The gardens outside
- It is prohibited to use nails, screws, drawing pins, blutack, tape or other means to fix anything to the:
- Walls
- Ceilings
- Floors
- Pillars
- TV screens
- Windows
- Doors
- Please ensure all corridors, gangways, staircases, fire exits and passageways are free from obstruction.
- Smoking is not permitted within the building, or on the terrace under any circumstances. During the event guests and staff must only smoke outwith the perimeter of Panmure House. Attendees must be informed of this from the outset.
- 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.