Room booking enquiries terms and conditions

1 - Definitions

1.1 - These conditions shall be binding on all those entering into a contract with the University of St Andrews.

2 - Bookings

2.1 - 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.

2.2 - A minimum of three days' notice is required for all Monday to Friday room bookings. A minimum of fourteen days notice is required for weekend bookings.

2.3 - 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 E-mail.

2.4 - Please note this is for booking internal university and student society meetings. If you wish to book a venue for a conference/event or for personal use, please contact ACE at or +44 (0)1334 46 3000.

3 - Cancellation

3.1 - In the event of a cancellation, seven days' written notice is required.

4 - Catering

4.1 - The Client must make all catering arrangements for the supply of food and beverages with the University of St Andrews, who retain exclusive rights to supply persons attending the premises with food and beverages. No food, alcohol or other refreshments shall be brought on to the premises.

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

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.

5 - Charges payable

5.1 - Various venues throughout the University have a hire charge 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.

5.2 - Should you have any queries about the charges or invoice, must be notified in writing to the University of St Andrews within seven working days of its receipt.

5.3 - Should student societies encounter any charges for their event, please see section 8.

5.4 - Janitorial overtime is charged after 9.30pm Monday to Friday during the academic year and all day at weekends with a minimum of four hours cover on weekends. During Summer period janitorial overtime is charged after 7pm Monday to Friday and all day at weekends.

6 - Availability

6.1 - 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.

7 - Smoking and Fire Regulations

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

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

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

7.4 - 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.

8 - For Student Societies only

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

8.2 - 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.

8.3 - 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.

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

8.5 - 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.

8.6 - 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 event manager at or +44 (0)1334 46 3000.

9 - General

9.1 - The premises shall be used only for the purposes shown in the contract. No part of the premises hired may be sub-let by the Client without the written consent of the University of St Andrews.

9.2 - 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 hiring agreement.

9.3 - All timings detailed in the contract must be adhered to by the Client. Should any performance, event or function continue beyond the time specified in the contract, the Client may be liable to surcharge payments.

9.4 - Decorative material and signage may be fixed to doors with blue tack or placed on notice boards. Consent will not be given for the use of 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.

9.5 - The Client will be liable for the costs of rectifying any damage caused by or arising out of their occupancy of the premises.

9.6 - 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.

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

9.8 - 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 University of St Andrews staff must be adhered to.

9.9 - No alterations or addition 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 Services and Estates. All portable electrical equipment must have been tested and carry a valid electrical safety test sticker.

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

10 - Correspondence

10.1 - Correspondence on the organisational and financial arrangements for conferences and groups should be addressed to:

Accommodation, Conferences and Events
University of St Andrews
Walter Bower House, Eden Campus,
Guardbridge, Fife, Scotland, KY16 OUS

Tel: +44 (0)1334 46 3000