The Royal Scots Club, Terms & Conditions for Meetings, Events, Private Dining, Banquets and Weddings
Subject to these terms and conditions RSC Management Ltd (“The Royal Scots Club”) undertakes to provide you (“the client”) with the facilities and services detailed in the booking form in exchange for paying the charges referred to in the booking form in full. These terms and conditions, together with the booking form, comprise the whole contract made by The Royal Scots Club with you.
1. Booking
Any booking, including telephone bookings, will be provisional until we receive confirmation, either by e:mail, fax or post and will be released if we do not have a confirmation within 7 days of the date a booking is made. A completed copy of a booking form, as well as any deposit due (unless you have a credit facility), with full credit/debit card details will be accepted as a confirmation and acceptance of these terms and conditions.
2. Prices
All prices quoted are current for this calendar year. RSC Management Ltd reserves the right to amend the prices quoted, upon written notice to you, in order to reflect any change in cost beyond the reasonable control of the company. Should you make changes to your booking after the initial deposit has been paid additional charges may apply and an additional deposit may be asked of you, prior to your event taking place. RSC Management may also invoice you at any time in respect of any sums due for goods and services provided by us for your event.
3. Numbers
We require approximate numbers from you at the time of booking. Final numbers are required 48 hours before the event. This will be the number we will charge you for, or more if numbers increase on the day. If the numbers are reduced we reserve the right to re-allocate the room booked to one more relevant to the size of your event.
4. Amendments
Any amendments prior to the event should be put in writing to the Events Co-ordinator.
The client agrees that the Club may accept any verbal amendments to the arrangements given during the course of the event, or its preparation, by the client, or by anyone acting, or purporting to act, on the client’s behalf, and the client agrees to pay for any additional goods or services so provided.
5. Cancellations
Any cancellation must be confirmed in writing, either by e: mail, fax or post. Charges will be made as follows for cancelled event rooms
i) Less than 7 Days notice – Room Hire in full
ii) Less Than 5 days notice – Room Hire in full and 50% of any catering costs
iii) Less Than 48 hours notice - Room Hire and all catering costs in full
For Wedding Receptions the following charges will apply
i) Within 16 weeks – 20% of the estimated total bill
ii) Within 12 weeks – 40% of the estimated total bill
iii) Within 8 weeks – 60% of the estimated total bill
iv) Within 4 weeks – 80% of the estimated total bill
In the event that there are any costs incurred, and due to third parties, arising from the cancellations, the client will reimburse the Club in full for any monies the Club may have had to pay out on your behalf.
In the unlikely event that the Club has to cancel your booking you will receive all your advance payments and will not have any other liability. We will only cancel your booking if: any part of the building is closed or unavailable due to circumstances beyond our control; you or we become insolvent, or in the case of an individual becomes subject to a bankruptcy petition and or you are unable to pay your debts as they fall due whether due to the Club or a third party; the booking may damage the reputation of the Club; you are more than 14 days in arrears with payments to the Club,
6. Payment Terms
A non refundable deposit of £500 is required at the time of confirming a booking for private lunches, private dinners, banquets and weddings. For meetings and other events a credit card number must be supplied to guarantee a booking. In the event of cancellation a charge may be made to this card under our cancellation policy (see above)
If you have a credit account with us then your account must be settled within 28 days of holding the event. Failure to settle your account within this time will result in interest being added to the outstanding amount at 3% above the Bank of Scotland base rate.
If no credit facilities have been arranged then the account must be settled on departure.
If you wish credit facilities then 28 days notice is required and a credit application form must be completed. Credit facilities are not available to associations or clubs and accounts must be pre paid or settled in full prior to departing the building. Credit facilities are not available for weddings.
For all dining/banqueting/wedding receptions a pro forma invoice will be raised for 80% of the expected cost of the event, based on numbers provided by you the client. This pro forma invoice should be settled 14 days prior to the event taking place. A final invoice will be sent to you after the event, detailing all pre payments and any balance due should be settled within 7 days, In the event that you have overpaid the Club will reimburse you with in 7 days.
The person making the booking will be responsible for making sure that the account is settled within our terms. In the event that there is more than one interested party involved the Club will only invoice one organisation and that organisation will be responsible for settling the account, within our payment terms. In the event that there is a query with you account this must be raised with the Club within 5 days of receipt of your invoice. We will answer such queries with 3 days
7. Liability
Other than for death or personal injury caused by the negligence of the Club, the Club’s liability to you, your guests, representatives and third party contractors is limited to the price of the booking. The club will not accept responsibility for loss of, damage to, or theft of your, your guests, your staff and any other representatives’ personal property, including gifts, equipment, presentation material or any other items used during the execution of your event. The Club is not liable for failure to perform its obligations to the extent that the failure is caused by any factor beyond its reasonable control.
The Club reserves the right to evacuate the building in the event of a fire alarm, or other emergency, irrespective of whether it is a false alarm or not, in order to protect all guests and staff and the Club does not accept any liability for any consequent delay, disruption refund or compensation whatsoever.
8. Use of The Royal Scots Club
The client and persons attending the Club shall: comply with all licensing, health and safety and other regulations relating to the Club; not carry out any electrical or other works including amplification and lighting; not bring any dangerous or hazardous items into the building; not act in any improper or disorderly manner, leave promptly at the appropriate time and comply with any reasonable requests made by the Club’s employees; not bring or allow to be brought liquor or other drinks from outside the premises for consumption during an event; not to consume any food or drink in the Club not provided by the Club. Any person or item in breach of these conditions may be refused admission or asked to leave the property. The level of noise, especially that produced by sound equipment, must be kept to a reasonable level as defined and approved by the Local Authority.
9. General Matters
It is our policy not to discriminate on grounds of race, colour, nationality, religion, sex, marital status, age, ethnic origin or disability.
Should you wish to bring your own equipment into the Club it is your responsibility to ensure that it is tested and is safe to use. For any bands or entertainers organised and booked by yourself you must ensure that they are fully compliant with all relevant legislation and that adequate “Public Liability” insurance is in place.
The Club’s name, address, telephone and fax number, web address and e mail details shall not be used in any advertising without the prior consent of the General Manager.
The information provided by you may be processed by RSC Management for the purposes it has identified to the Data Protection Registrar. Your confirmation gives consent to the processing of this information.
This contract is non assignable by the client and shall be governed in all respects by Scottish Law.
The full cost of repairing or replacing any of the Club’s property as a result of damage or breakage, or the removal of the Club’s property will be charged to the client, whether the said loss was caused by the client directly or indirectly.
In the event of a complaint any shortcomings should be bought to the attention of the Duty Manager at the time the event is occurring, so where possible the matter can be resolved immediately.
The Club will take all responsible steps to fulfil its obligations to the best of its ability and in accordance with the details provided by the client. However it reserves the right to provide alternatives of at least an equivalent standard at no additional cost to the client, and the client shall have no claim in respect of such alternative services.
