LAMLASH HOUSE EVENTS

TERMS AND CONDITIONS

Background

Lamlash House is a Category B Listed Private House, which hosts small scale private and public events with Planning Consent from East Ayrshire Council in respect of Food and Drink and Assembly and Leisure. The capacity of Lamlash House is limited and the Client should arrange to discuss intended guest numbers at the outset.

While Lamlash House operates a hospitality service on an exclusive use basis, it is not a restaurant, bar, hotel, B&B or public hall and does not operate under these types of conditions. Lamlash House is only open to the public at particular pre-determined times and by appointment only. Clients should not assume that Lamlash House operates like other hospitality venues, and should seek clarification around its operating procedures and any particular constraints which the Category B Listed Private House may have.

PRIVATE EVENTS

The Contract

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 Private 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 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 (7 days or 21 days depending on how far in advance the booking is).

Confirmation of a Booking

The Client will be asked to 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

An Event Estimate without any content alterations may change in price if the Estimate has been made more than 3 months before the event date.

Payments

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 a private 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, unless at the discretion of Lamlash House and agreed in writing.

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 or electronic bank transfer, online payment or by debit/credit card by card reader payments in person. 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.

A 10% service charge will be added to all purchases on the day.

Meetings

The Estimate produced by Lamlash House includes reference to all the items which have been specifically requested by the Client. However, it also includes an element of time for communication (face-to-face, telephone, e-mail) to facilitate the proper advanced planning of the event. For the purposes of the Estimate, this is limited to two meetings at Lamlash House post-booking. Any additional meetings which are requested by the Client (including their appointed Suppliers) will be chargeable and will be invoiced shortly after the meeting has taken place. Lamlash House will advise the Client at the time of the initial request that further meetings are chargeable and that an Invoice will be provided for the time required for the meeting to be conducted.

Client Cancellation

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.

However, Lamlash House, may at its discretion, allow the deposit to go towards a rescheduled Event date on a mutually agreeable date, minus any costs that have been incurred by Lamlash House at the time of the Client requesting to reschedule.

It is suggested that the Client considers insurance arrangements and gives consideration to separate insurance which provides cover in the event of the Client cancelling or due to any other external factors.

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 7 days in arrears with payment to Lamlash House or if the booking may prejudice the reputation or cause any damage to Lamlash House.

In addition, if a supplier or provider of goods/services for Lamlash House is incapacitated and Lamlash House cannot reasonably provide alternative services, within the required timeframe, Lamlash House reserves the right to cancel/postpone the event in these circumstances.

Lamlash House operates a Zero Tolerance policy in respect of the treatment of staff and reserves the right to cancel an event if it deems that the Client’s behaviour is considered to be unacceptable or the Client’s expectations cannot reasonably be accommodated during the planning process.

Should Lamlash House exercise its right to cancel a planned event after any deposit sums have been paid, Lamlash House will arrange to reimburse the Client for the full deposit sum, minus the abortive cost of any admin and service provision which has been provided specifically for the client.

Changes to Guest Numbers/Menus/Drinks Packages/Event Rooms

The Client may be asked to 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.

Hire

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.

Smoking Policy

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.

External Services

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 ordinarily offer a corkage facility at Events, but in particular circumstances, it may agree to limited corkage being provided.

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.

Insurance Requirements

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).

Force Majeure

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.

Liability

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.

Governing Law

This agreement is governed by Scots Law with Scottish Courts having exclusive jurisdiction.

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TERMS AND CONDITIONS

PUBLIC EVENTS

The Contract

In these Terms and Conditions, 'The Client' refers to the individuals who have requested to attend one of the Public Events at Lamlash House and has paid a deposit, in receipt of a gift voucher or any other additional sum to reserve to attend a forthcoming Public Event. This may include additional persons, in the form of an additional guest or guests.

A guest is defined as any persons attending an event under the Booking Reservation Name and is deemed to be at the Client’s request or the Client’s invitation.

Some events may be free to attend, however these Clients are bound by the same Terms and Conditions as paying clients.

Making a Reservation, Confirming a Booking and Payments

All potential Clients can make an initial enquiry to attend a Lamlash House Public Event 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 Public Event at its earliest convenience either face-to-face, by telephone, e-mail, website form submission or via a message on Social Media. This also applies to those who have a Lamlash House Gift Voucher.

In addition, the Lamlash House website offers potential Clients the opportunity to make a reservation directly on the Lamlash House website on the Event Booking page. Most events are able to be booked through this secure site.

On there being availability, Lamlash House will ask that a non-refundable deposit, set out by Lamlash House, on a per person basis, shall be paid to secure the reservation, as appropriate. Please note that some Public Events will require the full cost to be paid in advance.

The primary means of paying the deposit/full cost shall be through the Lamlash House website. If The Client is unable to complete the online booking form for any technical reasons or preferences, the deposit per person may be processed in person at Lamlash House by cash or chip/pin.

If Lamlash House agrees to make a provisional reservation for the Client and the Client does not follow through and pay a deposit within a reasonable time period, Lamlash House will release the provisional booking.

Generally the payment of a deposit does not apply to Clients that have a Lamlash House Gift Voucher, however some circumstances may require a small deposit depending on the nature of the event or current circumstances.

However, in all situations, The Client will be directed to the Terms and Conditions and any payment received by The Client will be taken as an acknowledgement that these Terms and Conditions have been read and accepted and those who have A Lamlash House Gift Voucher will be asked to review the Terms and Conditions.

A balance relating to the Client’s booking must be paid on the day of the event. This can be paid by cash or by debit/credit card by chip and pin payment.

A discretionary 10% service charge will be added to final bills.

Client Cancellation and No-Shows

Should the Client cancel the booking, this should be notified in writing. If there is a Waiting List for the event and another guest is able to fill the booking, Lamlash House will allow the deposit to be transferred to a future date. If no other person(s) are on the Waiting List and/or do not book, the Client will have to forego the non-refundable deposit/full cost which has been paid unless they themselves are able to find someone to take their place(s).

Should the Client or any persons under the Booking Reservation Name deemed to be at the Client’s request or the Client’s invitation not attend the event this shall be classed as a ‘no-show’ and the deposit for that person(s) will be lost.

Cancellation By Lamlash House

Lamlash House may cancel an event under the following circumstances:

In addition, if a supplier or provider of goods/services is incapacitated and Lamlash House cannot reasonably provide alternative services, within the required timeframe, Lamlash House reserves the right to cancel/postpone the event in these circumstances.

Changes to Guest Numbers

The Client shall notify Lamlash House no later than 72 hours before the Event 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.

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 the time of booking and paying the deposit. If the Client is in any doubt that the dietary requirement may not be able to be met, it is for the Client to contact Lamlash House about the specific request prior to paying the deposit/full cost.

Lamlash House requires any request for additional menu alterations to be made at least 3 days prior to the event.

External Activity

The Client agrees to 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 shall make all persons attending the event at the Client’s request or invitation aware that these Terms and Conditions can be reviewed online at lamlashhouse.co.uk/lamlash-house-tcs .

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.

Smoking Policy

Use and Damages

The Client assumes all responsibility for any damage they 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.

The Client or the Client’s invited guests 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.

Any claims made against the client will be made in writing.

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 has a full on and off sales alcohol licence which has been granted by the East Ayrshire Council Licensing Board. Lamlash House is not a BYOB establishment and only alcohol purchased on the premises may be consumed on the premises. However, in particular circumstances with advance approval of Lamlash House, it may be agreed that wines can be provided by the Client for consumption on the premises. In these very particular circumstances, Lamlash House reserves the right to charge the Client corkage to the value of the least expensive equivalent bottle of alcohol which is available for purchase from the Strongroom Bar at Lamlash House.

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 and any persons attending the event at the Client’s request or invitation 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 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.

Force Majeure

Liability

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 attending or involved in the event at the Client’s request or invitation either in the property and its grounds, however caused.

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 bill. Lamlash House will not under any circumstances be liable for any indirect, consequential or economic losses.

Governing Law

This agreement is governed by Scots Law with Scottish Courts having exclusive jurisdiction.

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