Room booking enquiries terms and conditions

1 - Definitions

1.1 - These conditions shall be binding on all those entering into a Booking Contract with the University Court of the University of St Andrews, a charitable body registered in Scotland under the registration number SC013532, and having its principal office at College Gate, North Street, St Andrews, Fife, KY16 9AJ (“University of St Andrews”).
The provisions in these conditions apply to bookings made for the rooms and/or facilities and/or catering services at the University of St Andrews’ premises, as agreed between the University of St Andrews and the Client (defined below) (the “Reservation”).

1.2 - “Agreement” means these Terms and Conditions, and the Booking Contract.

1.3 - “Booking Contract” means the contract signed on behalf of the Client setting out the details of the Reservation.

1.4 - The “Client” means the person who shall be over 18 years of age, by whom the Booking Contract is signed, or the organisation on whose behalf the Booking Contract is signed by a duly authorised agent.

2 - Catering

2.1 - The Client must make all catering arrangements for the supply of food and beverages required with the University of St Andrews as part of its Reservation. The University of St Andrews retains exclusive rights to supply persons attending the premises with food and beverages. No food, alcohol, or other refreshments shall be brought onto the premises unless a self-catered package has been purchased.

2.2 - Due to the licensing act in Scotland, it can take between 4-6 weeks for an occasional licence to be granted by Fife Council. Please bear this in mind when organising events.

2.3 - The Client must ensure that individuals aged under 18 years do not consume alcoholic beverages at the event. This is in accordance with the licensing legislation, and failure to comply may result in prosecution.

3 - General

3.1 - The premises shall be used only for the purposes shown in the Booking Contract. No part of the premises hired may be sublet by the Client without the written consent of the University of St Andrews.

3.2 - The University of St Andrews must be advised of the full circumstances and proposed scheduling of any event or function. Failure to do so is deemed a breach of the Booking Contract.

3.3 - All timings detailed in the Booking Contract must be adhered to by the Client. Should any performance, event, or function continue beyond the time specified in the Booking Contract, the Client may be liable to additional charges.

3.4 - No decorative material may be placed in any part of the premises without the consent of the University of St Andrews. Consent will not be given for the use of naked flames, nails, screws, hooks, Sellotape, gummed strips, or paper for fixing decorations to any part of the premises. All signage to be removed after the event.

3.5 - The Client will be liable for the costs of rectifying any damage caused by or arising out of their occupancy of the premises. The Client must ensure that all guests under 18 years of age are adequately supervised at all times whilst at the University of St Andrews’ premises.

3.6 - The University of St Andrews accepts no responsibility for loss or damage to property or goods belonging to, used, or exhibited in the premises by the Client or persons attending an event or function.

3.7 - The University of St Andrews accepts no liability for loss or damage to articles left in the designated cloakroom and/or storage areas.

3.8 - The Client shall be responsible for keeping proper order as well as ensuring that all persons attending the event shall behave in a seemly manner. All instructions issued by the University of St Andrews staff must be adhered to.

3.9 - No alterations or additions to the existing lighting arrangements shall be carried out, no additional power sockets installed, or use made of existing power sockets, and no public address system, recording/playback, cinematography, or similar equipment used without prior consent of the University of St Andrews IT/Media Services Manager and Estates. All portable electrical equipment must have been tested and carry a valid electrical safety test sticker.

3.10 - The Client must remove all equipment or materials by the end of the agreed period of the Reservation. Any removal or storage costs incurred by the University of St Andrews will be payable by the Client.

3.11 - If, for any reason beyond our control, we are unable to fulfil any order, we shall not be liable for damages or compensation, but the University of St Andrews will offer an alternative venue where available.

3.12 - Accommodation, Conferences, & Events reserves the right to relocate the reservation.

3.13 - Please do NOT remove or alter any IT/AV within the venue without prior authorisation from IT Services.

3.14 - YOUNGER HALL SPECIFIC: Please do NOT remove or alter any IT/AV within the venue without prior authorisation from IT Services.

Please do NOT move or alter the stage lectern and/or any IT/AV connected with the lectern without prior authorisation from IT Services.

4 - STUDENT SOCIETIES ONLY

4.1 - It is the responsibility of the Client to ensure any film showings comply with copyright legislation and that the content is appropriate.

4.2 - For Events involving invited speaker(s), the name of the speaker(s) and details of the talk/discussion, and any other required information will be required before confirmation is made.

4.3 - The University has the right to cancel at short notice any event or screening that does not comply with health and safety legislation or that is deemed to be damaging to the reputation of the University of St Andrews.

4.4 - Advance ticket sales for meetings and events are only permitted with approval from the Accommodation, Conferences and Events, Events Manager.

4.5 - Any charges for out-of-hours will be due for payment within 72 hours of creating a booking and must be received prior to your event taking place. Following submission of your request, you will be sent detailed instructions to make payment by card.

4.6 - Please note this is for booking internal university and student society meetings. If you wish to book a venue for a larger event or for personal use, please contact our Student Events Manager at unievents@st-andrews.ac.uk or 01334 463000.

5 - Smoking and Fire Regulations

5.1 - Smoking is not allowed in any part of the premises in compliance with the Smoking, Health, and Social Care
(Scotland) Act 2005

5.2 - The Client shall be responsible for ensuring all persons comply with the no-smoking policy

5.3 - All exits, fire alarm controls, firefighting appliances, and emergency doors will not be tampered with in any way and at all times shall be kept free of obstruction.

5.4 - The Client is responsible for ensuring that the University of St Andrews is notified in advance of any individual who will require assistance in the event of an emergency evacuation.

6 - Charges Payable

6.1 - Various venues throughout the University charge a hire fee for room usage. Should this apply to your event, an invoice will be issued the day after your event, and the amount will be automatically deducted from the cost centre provided by the internal Client.

6.2 - Queries regarding an invoice must be notified in writing within 7 days of its receipt.

6.3 - Should student societies encounter any charges for their event, please see section 4.

6.4 - Janitorial overtime is charged after 21:30 Monday-Friday during the academic year and all day at weekends, with a minimum of 4 hours cover on weekends.
During the Summer period, janitorial overtime is charged after 19:00 Monday – Friday and all day at weekends

7 - Bookings

7.1 - The University of St Andrews will issue written confirmation on receipt of the Client’s completed booking form, accompanied by any necessary deposit required to secure the booking and acceptance of these Terms and Conditions.

7.2 - A minimum of three days’ notice is required for all Monday–Friday room bookings. A minimum of 14 days’ notice is required for weekend bookings.

7.3 - Confirmation of booking will be emailed once your booking has been processed.
Please note that your booking is not confirmed until you have received our Confirmation Email.

8 - Cancellation of Event

8.1 - In the event of a cancellation, 7 days’ written notice is required.

9 - Correspondence

9.1 - Correspondence on the organisational and financial arrangements should be addressed to:
Events Manager, Accommodation, Conferences and Events,
University of St Andrews, Walter Bower House, Guardbridge, St Andrews, Fife, KY16 0US
Tel: +44 (0) 1334 463 000 Email: reserve@st-andrews.ac.uk