LAMLASH HOUSE VENUE HIRE
TERMS AND CONDITIONS
Your contract is with Lamlash House Events (referred to as ‘Lamlash House’ in these Terms and Conditions) owned and operated by Gordon McDonald and Johnathan Muirhead at Lamlash House, 1 Brown Street/1 Brown's Road, Newmilns, Ayrshire, Scotland, KA16 9AD/KA16 9AS.
In these Terms and Conditions, 'The Client' refers to the individuals who propose to hold their Event at Lamlash House and who complete the Lamlash House Event Booking Form. ‘The Client’ cannot be anyone else unless otherwise agreed with those above and submitted in writing to Lamlash House at the time of booking.
‘The Supplier’ refers to any authorised sub-contractor, supplier or artist requested to attend Lamlash House by ‘The Client’
Any persons attending the an event is deemed either to be at the Client’s request or the Client’s invitation.
Making a Reservation
The Client can reserve a date either face-to-face, by telephone, e-mail, website form submission or via a message on Social Media.
Lamlash House will confirm availability of the proposed date at its earliest convenience to the Client either face-to-face, by telephone, e-mail, website form submission or via a message on Social Media.
On availability, Lamlash House will provisionally hold the date chosen by the Client for a specified number of days from the initial request date. Within the reservation period, the Client shall receive a copy of the Terms and Conditions for the hire of Lamlash House as an Event Venue Hire.
Confirmation of a Booking
The Client will complete the Lamlash House Event Booking Form which will be provided by Lamlash House and this shall be returned during the reservation period. On doing so, the Client agrees that they have read and agree to be bound by these Terms and Conditions. Confirmation of a booking is not possible without the Event Booking Form being completed and returned to Lamlash House.
The Client who agrees these Terms and Conditions does so on behalf of any persons attending the event at the Client’s request or invitation and binds them jointly and severally to the terms therein. The Client agrees to take full responsibility for all those requested or invited by the Client.
While guide prices will be available prior to the Client making a date reservation, an Estimate can only be sent out to the Client once agreement has been made on the proposed requirements. These include:
- Time and Date of the Event
- Format Requirements
- Number of Guests
- Food and Drink Options
- Any other additional elements discussed with the Event Coordinator and Client
Lamlash House will request a non-refundable deposit for event hires.
A non-refundable deposit, set out by Lamlash House, will be paid by the Client to Lamlash House immediately after the expiry of the initial reservation period.
For larger events, payments by instalments shall be agreed with Lamlash House when the Event Booking Form has been submitted. Lamlash House will advise if this payment method is appropriate.
Should an event be scheduled to take place within fourteen days of the booking, the full balance will be paid to Lamlash House at the time of reservation.
Should an instalment of the non-refundable deposit not be received on one of the agreed dates, Lamlash House will notify the Client by e-mail to remind them that the instalment has to be paid. Should this instalment still not be received one week after the agreed date, then the booking shall be treated as a Cancellation by the Client (See Client Cancellation below) and the date will be released unless otherwise agreed with Lamlash House.
After the initial deposit has been paid, the Client may wish to continue paying by instalments, however the anticipated final balance must be paid by the date set out at the time of reservation.
Lamlash House reserves the right to pass on increases in costs over the period from booking to the date of the event itself and will confirm the final price two weeks before the event, or earlier if full details are available. The final price will not, unless Lamlash House agrees otherwise, be lower than the current Estimate.
Payments may be made by cash, electronic bank transfer or by debit/credit card by card reader payments in person or by telephone. For electronic bank transfer, Lamlash House Bank details will be provided. All payments are to be made in £Sterling.
On occasions someone else (such as a parent) may wish to make payments to Lamlash House on the Client’s behalf. Such payments are acceptable, but please note that unless otherwise agreed with the Client in writing, the Client is contractually responsible for any payments due to Lamlash House.
All payments made are deemed to confirm acceptance of these Terms and Conditions.
If the final balance is not paid by the agreed Date, a representative of Lamlash House will contact the Client to remind them that the final balance has to be paid. If payment is not made by the revised requested date, the booking shall be treated as a Cancellation by the Client (See Client Cancellation below) and the date will be released.
Should the Client wish to cancel their booking, this should be notified in writing and the Client will forego the non-refundable deposit(s) which have been paid up to that point.
Cancellation received with less than one months’ notice of the Event Date will result in the loss of all payments made.
However, Lamlash House, may at its discretion, allow the deposit to go towards a rescheduled Event within 3 months of the initial reservation date.
Cancellation By Lamlash House
Lamlash House may cancel the booking under the following circumstances:
If the House, or any part of it, is closed due to fire/flood or an act of god (see Force Majeure below), or by order of any public authority, or for any other reason that could not be foreseen at the time of the booking; if the Client becomes insolvent or enters into liquidation or receivership; if the Client is more than one week in arrears with payment to Lamlash House or if the booking may prejudice the reputation or cause any damage to Lamlash House.
Changes to Guest Numbers/Menus/Drinks Packages/Event Rooms
The Client will complete a full list of invited guests and make this available to Lamlash House prior to the Event Day. If the Client alters the guest list without prior agreement and/or if additional guests are given unauthorised access to Lamlash House, then an additional cost will be incurred to the client. Lamlash House reserves the right to refuse admission to the property of any persons not specifically named on the Client’s list of invited guests.
All invited guests will be requested to confirm their name to a member of the Lamlash House staff on arrival. The purpose of the Client’s guest list is to assist with the implementation of the Lamlash House Emergency Evacuation Procedures should it be required to do so.
The Client shall notify Lamlash House no later than one week before the Event Day if the number of attending guests has reduced, however this cannot be less than 90% of the initial number booked. Lamlash House reserves the right to charge in full for these guests where the notice period is less than one week. Lamlash House will make reasonable arrangements to accommodate any increase in numbers and this new number will become the minimum number of guests to be charged.
However, there is a maximum capacity for the number of guests at the property, with each room having an agreed maximum capacity. If this capacity has been met, it will not be possible to increase numbers due to Building Standards and Health & Safety regulations.
Admittance to the property as a whole or to certain rooms may be refused if this condition is not observed.
The Client must advise Lamlash House of any dietary requirements at least 10 working days before the Event Day, otherwise Lamlash House cannot guarantee that the specific dietary requirements can be met.
Lamlash House is not responsible for any events or activity (public or private) which may take place out-with the boundary of the building at the same time as the event and cannot be held responsible for any disturbance due to any activities within the vicinity of the building and garden.
The Client agrees to these Terms and Conditions does so on behalf of any Suppliers preparing and setting-up for the event, or any persons attending the event at the Client’s request or invitation and binds them jointly and severally to the terms therein.
The Client shall make all persons attending the event at the Client’s request or invitation and all Suppliers aware that these Terms and Conditions can be reviewed online at lamlashhouse.co.uk/lamlash-house-tcs .
Lamlash House will make reasonable arrangements to accommodate the delivery of any items associated with the event. Access to the property and the duration of the access must be agreed in advance by Lamlash House. If the duration exceeds the agreed timescale, Lamlash House reserved the right to charge the Client for any additional costs incurred for this time.
Zero Tolerance Policy Statement
No part of Lamlash House or its grounds is to be used for any unlawful purpose or in any unlawful way.
Lamlash House has a Zero Tolerance stance for unauthorised drugs, weapons or any other potentially harmful items in the house or grounds.
No one shall enter Lamlash House or its grounds if under the influence of illegal or improperly utilised drugs or excessive alcohol. Lamlash House reserves the right to either refuse entry to any person believed to be under the influence of illegal drugs or overly intoxicated; equally Lamlash House reserves the right to ask any person who becomes overly intoxicated to leave the premises. Any person asked to leave must do so without any objection, aggression or disturbance to others. Ultimately the Client is responsible for the acceptable behaviour of all invited guests and appointed Suppliers.
Lamlash House is a no-smoking premises. This Smoking Policy is in place due to the historic nature of the Grade B Listed property and to comply with the law and property Insurance arrangements. For the avoidance of doubt no person present at an event, whether as the Client’s guest, an employee, or any other person, shall smoke (or use E-cigarettes) in any part of the property or garden areas, since this is in contravention with the Prohibition of Smoking in Certain Premises (Scotland) Regulations 2006. Any person wishing to smoke or use E-cigarettes must do so completely off the premises. Any person failing to adhere to this condition may be asked to leave the premises.
If the Client wishes to employ the services of an outside Supplier or Contractor other than those provided by Lamlash House, the client must undertake to indemnify Lamlash House against any claims made against them resulting from an act or default by the Clients’ Suppliers or Contractors or caused by equipment supplied. This indemnity is also to include cover under the Health & Safety at Work Act 1974. Any outside contractor must comply with appropriate legislation including the Fire Precautions Act. Lamlash House reserves the right to refuse access without prejudice to any contractor.
Any external contractors must not carry out any electrical or other works at Lamlash House, including amplification and lighting, without prior written consent.
Use and Damages
The Client assumes all responsibility for any damage they, their Suppliers or any persons attending the event at the Client’s request or invitation may cause during the event at Lamlash House. The Client will make all persons attending the event at their request or invitation aware that they are entering an Historic Grade B Listed Building and appropriate care should be adhered to at all times.
To this end, care must be taken by the Client and all those requested or invited by the Client to ensure that all aspects of the property including building, garden, fixtures, fittings, furniture, pictures and other effects in or around the property shall be left in the same state of repair and condition at the end of the event as was found on arrival. As the property was built in 1890, certain elements are fragile and irreplaceable and extra care must be taken in and around the property. Some pieces of furniture are not to be used, and these items are suitably labelled.
The Client, the Client’s invited guests or the Client’s Suppliers shall not fix by any means any item to any of the internal walls, staircases, ceilings or door surfaces within Lamlash House. Any requests for additional decorations must be agreed in advance of the event and should such agreement be granted, all works must be supervised by a member of the Lamlash House staff to avoid any undue damage to internal surfaces.
The Client will indemnify Lamlash House from and against any and all losses, costs, expenses, damages and claims arising in respect of damage caused by the client and/or any persons attending the event at the Client’s request or invitation to any aspect of the property at Lamlash House.
Any claims made against the client will be made in writing.
Any issues resulting from the action or inaction of the Client or any persons attending the event at the Client’s request or invitation (but not limited to): the property being left in an unreasonable state, non-payment of food and beverage taken, neglect or damage to the property, damage or loss of contents and/or any extra or excessive cleaning costs required will face a compensation request.
In the event of damages attributed to the Client or any persons attending the event at the Client’s request or invitation during their time at Lamlash House shall notify this to the Client as quickly as reasonably possible together with any evidence provided by Lamlash House.
It is the Client's responsibility to reimburse Lamlash House the full cost of rectification for losses or damage caused by the Client or any persons attending the event at the Client’s request or invitation. The Client is advised that Lamlash House reserves the right to pursue recovery of these costs through legal channels and for this reason adequate personal liability insurance is strongly recommended (See Insurance Requirements below).
Compliance/Breach of Contract
The Client and any persons attending the event at the Client’s request or invitation must comply with all Licensing, Health & Safety and other regulations relating to the property:
Lamlash House must adhere to Scottish Licensing Laws. Any evidence of alcohol found in the property or grounds that has not been purchased from Lamlash House will be charged to the Client at the published rate. Lamlash House does not offer a corkage facility at Events.
Only food purchased on the premises can be consumed on the premises, unless prior agreement by an approved external service (as mentioned in External Services above).
The Client, guests and Suppliers must act in a proper and courteous manner while in attendance at the event.
The Client or any persons attending agrees to not, under any circumstances, exploit for commercial purposes any photographic or moving images of the property.
If any of the above conditions are breached by the Client, Suppliers or any persons attending the event at the Client’s request or invitation, Lamlash House reserves the right to request that the party leave the property with immediate effect.
Although not mandatory as part of the Terms and Conditions, Lamlash House strongly advises the purchase of Insurance including Public Liability. The Client should obtain insurance that at least includes cancellation cover for the value of their booking for their own protection. Ideally the insurance policy will cover other eventualities such as travel and road conditions as Lamlash House shall not be liable for circumstances that may prevent the Client or any persons attending the event at the Client’s request or invitation from accessing the property (See Force Majeure, below).
Lamlash House cannot accept any liability or pay any compensation where the performance or prompt performance of its contractual obligations is prevented or affected by circumstances amounting to force majeure. Force Majeure is any event, which Lamlash House could not, even with all due care and attention, avoid. Such events may include war or threat of war, civil strife, natural or nuclear disaster, industrial dispute, terrorist activity, fire, adverse weather conditions, unforeseen local building or road-works, unavoidable technical problems with transport, closure or congestion of airports or ports, cancellations or changes of schedule by scheduled airlines and all similar circumstances beyond its control.
Lamlash House shall not be liable for any act, neglect or default on the part of any other person not within their employ or otherwise under their control, nor for any accident, damage, loss, injury, expense or inconvenience, whether to person or property, which the Client or any other person may suffer or incur arising out of, or in any way connected with the property and its grounds. In addition, Lamlash House accepts no liability for loss of or damage to the Client's possessions, or the possessions of any persons or Suppliers attending or involved in the event at the Client’s request or invitation either in the property and its grounds, however caused.
Lamlash House is an historic building, and as such some floor surfaces and ground surfaces in the garden are uneven due to the age of the property and care should be taken at all times. The Client and all those requested or invited by the Client are advised to hold handrails when ascending and descending staircases and steps.
Any issue which the Client may wish to raise with Lamlash House in connection with the event must be forwarded within two working days of the date of the event and the liability of the latter shall not exceed 10% of the total invoice value. Lamlash House will not under any circumstances be liable for any indirect, consequential or economic losses.
This agreement is governed by Scots Law with Scottish Courts having exclusive jurisdiction.