Pollokshields Burgh Hall Trust
Terms and Conditions

We thank you for choosing Pollokshields Burgh Hall Trust as a venue. We have considera-ble experience of hosting weddings and events in our building. We know what works well and what doesn’t. Also, as a community trust it is our responsibility to make sure that the building is treated with care and respect so that it can be used by the future generations of our community. Please take some time to read over our conditions of let so that you know what we expect of you, and also further ways we may be able to help you to have a perfect day. As soon as your booking is confirm we will assume that you are happy with the condi-tions of let and agree to be bound by them.

 

1. The contract of let for the Hall is with you the client. You are responsible for the persons who come into our Hall to provide services for you. While we can give you some guidance in terms of a caterer whose regulatory information will have been verified by us, for all other services it is your responsibility to guarantee the personnel you choose will conduct themselves professionally at all times. Also, if you are hiring in external contractors please ask them to provide specific times for dropping off and collecting goods and equipment as the Hall is not manned by a caretaker continuously throughout the day.

2. Please consult our website. This will provide you with information and pictures of events which will give you ideas for your big day. Crucially, it will give examples of table layout etc for different numbers of guests for your meal, and for your evening entertainment. This will enable you to dis-cuss your specific requirements with your caterer.

3. Please adhere to the hours of let as indicated on your booking. For example, if the let is from 11 am on the day of your wedding then please be aware that contractors etc cannot turn up before this time as the building may be locked - for example we have had occasions when bakers have attempted to deliver wedding cakes at 8.30 am. If goods require to be dropped in advance this must be by arrangement as we may not be able to accommodate you if there are other functions taking place the day before your event.

4. Please ensure that you are specific about the number of persons attending your event. We re-quire this information for health & safety reasons and so that we can properly plan for your event. If you exceed your numbers then we reserve the right to call in an additional caretaker and this amount will be deducted from your deposit. Please refer to your brochure for details of the maximum numbers allowed for each function room.

5. Clients will be referred to the website for optional floor layouts for events which they should choose after consultation with their caterer. To ensure smooth running of the event on the day for the caretaker, our events manager should be advised of the floorpan/tables required for daytime and evening at least 14 days in advance of the event.

6. If you wish to decorate any room in the Hall can you please use the hooks on the walls already provided. Only false candles will be allowed in the Hall. If the window recesses are to be lit artificial candles will require to be used there also. Only biodegradable confetti will be allowed and only outside the Hall. If other confetti is used which requires to be cleared away a charge of £25 will be made for this deducted from your deposit. Smoking is strictly prohibited and there are places pro-vided at the seating area near the main entrance for cigarette disposal. Please ensure that guests do not put their cigarettes out in our flower baskets.

7. The Hall has a list of approved caterers we work with to ensure events run smoothly as well as minimal damage and wear and tear to the building. A list will be provided when the building is booked. Only in exceptional circumstances will permission be given to use another caterer. This is due to the time involved in checking the business’ regulatory paperwork etc and advising new caterers on our terms and conditions. We reserve the right to make a one off £50 charge for this additional work which will be deducted from your deposit. Our usual caterers know that they must tidy and clean our kitchen and leave the premises as they found them or they risk their ability to work at this venue.

8. The Hall is in the process of applying for a liquor license to run a purpose built function bar. It is hoped this will be up and running by early 2018. We will also have a mobile bar which can be set up in any other area of the Hall as let. Wine and champagne can still be supplied by the caterer etc under your own arrangements for your meal if you so wish, but all other spirits, beers, soft drinks, cocktails etc must be purchased through our bar during the event. We reserve the right to charge a £25 fee for disposing of bottles on site after 10 pm as the Trust remains responsible for disposing of the bottles in a way which does not inconvenience local residents. If this is not ac-ceptable caterers can remove the bottles off site themselves for disposal. This change in practice regarding our own bar is partly as a result of the Council introducing recycling for the Hall in January 2017. We are very considerate of our residential neighbours and we have concluded after careful consideration that only an in-house service can dispose of empties responsibly and with minimum noise and disruption.

9. If any electrical items are coming on to the premises such as lighting or musical equipment we need to have proof that these items have been tested in accordance with regulations. Plugs etc will normally have a sticker to confirm the date the appliance was checked, and our caretaker has the right to check this on the day and prevent usage if required if he feels there is a potential risk to our electricity supply.

10. Should any persons attending the Hall to undertake decoration require to use ladders it is clear that they are used at their own risk. Clients should ensure that all contractors have insurance for such purposes.

11. In respect of gifts and personal effects if clients have booked the whole building the Park Room will be provided as a lockable space for the bride and groom, personal effects and presents. It is up to clients to ensure everything is secure. Clients will be provided with a key by the caretaker and failure to return the key to the caretaker will result in a £25 replacement charge. Otherwise, very small items can be left in the front office but again the client must assume the risk for these.

12. Regarding clearing the Hall, sometimes decorations are carried out over several hours. Yet there is routinely only 1 hr at the end of the let to clear the Hall. We need to be clear about who is responsible for this work as events vary but charges do not. If this is an obligation the Hall is to take on you must advise us at least 14 days in advance of the event. If you do not wish to clear the Hall of decoration/ foliage/ candles, rubbish etc then a £50 charge will be levied by our office. If you wish any items to be kept for collection this must be indicated to our caretaker on duty and an agreement made in advance for collection of items the next day at a time convenient to us when a caretaker is on duty. In addition, your caterer will require to agree a time in advance for the collec-tion of any kitchen movables not removed on the night. Again this should be by arrangement with the caretaker, and we expect all items to be removed from our premises within 24 hours.

13. Clients must be aware that any Hall staff on duty have the final say on all matters that concern the building and safety.

14. We particularly request that parents supervise their children at all times, particularly in relation to their use of the toilet facilities and any potential glass hazard from unsupervised drinks. We also request that patrons keep their footwear on at all times as unidentified broken glass can be a haz-ard of large social gatherings. Bar staff will make every effort to ensure that glass is not placed on the floor by regular clearing.

15. The events manager deals with bookings, queries and final instructions for the events in re-spect of the contents of the terms and conditions. Should you require specific wedding advice in the run up to your wedding, then we can advise you of a wedding co-ordinator who has run wed-dings at the Hall and whose work we are familiar with.

16. Patrons are requested to adhere to the safety signs etc at all times, both within and outwith the Hall.

17. The Trust reserves the right not to accept a booking and is not required to give an explanation. The Trust will not cancel a booking unless exceptional circumstances prevail, and then every at-tempt will be made to give reasonable notice.

18. Vandalism and/or acts of theft will not be tolerated and every case will be reported to the Po-lice. The Hall is fitted with security cameras and footage will be passed to the Police as well as the names and addresses of the lessees. The Trust will always seek prosecution and recompense for wilful damage. Lessees will all be held responsible and will be billed for additional cleaning charg-es such as bottle and litter in the garden areas caused by guests etc, as well as any sickness clearing undertaken for adult patrons, and generally any mess and disrespect of our toilet facilities. This charge will be £25 taken from the deposit.

19. Where furniture is being brought into the Hall it must be flame resistant.

20. All bookings must be paid in full prior to the date of the let/function. The invoice must be paid within two weeks of the commencement of the let without the deduction of the deposit. The deposit will be returned to the lessee following receipt of a satisfactory accommodation report by the care-taker on duty.

21. The subletting of accommodation is not allowed without the prior permission of the Burgh Hall.

22. No lets/functions can be booked by anyone under the age of 18.

23. All fire exits should be kept unobstructed or our caretaker on duty may ask you to move items.

24. The use of indoor or outdoor fireworks is strictly forbidden.

25. The availability of a caretaker for the Hall does not include the placing of tables, chairs or other items of furniture.

26. Any lessee providing music during a let is responsible for any required arrangements for copy-right.

27. Smoking and using a vaporiser is not permitted on the premises. A penalty of £25 per incident will be imposed on the lessee should this come to our attention.

28. No booking will be considered firm without a written acknowledgement from the Burgh Hall and the terms and conditions having been signed by the lessee.

29. Cancellation of any booking must be made in writing.

30. In the event of cancellation deposits are considered non returnable. A partial deposit may be returned at the discretion of the management.

31. Clients are requested to ensure that their caterers, service providers do not leave their vans/cars parked directly in front of the venue during a function. This can prove problematic if pho-tographs are being taken, as well as for disabled access. The caretaker on duty can provide ad-vice.

32. Clients are reminded that they are responsible for those guests attending the Hall at their invi-tation and for resultant behaviour. It would be helpful if the caretaker could be advised at the start of the let who is in charge of the function so that a person is identified as a contact point for any issues staff on duty require to raise.

33. Clients must ensure that guests do not bring their own alcoholic drinks with them into the Hall in handbags, backpacks etc. Alcoholic drinks are available from the Hall operating under the usual licensing rules. If we find and have to dispose of bottles not purchased on our premises we will charge £25 deducted from the deposit.

34. Clients should note that while drinks may be consumed outside the Loggia where tables and chairs are provided, as is customary with most public parks in Glasgow, it is not permitted to take glasses and bottles into Maxwell Park.

Deposits

To reserve a date for a booking a deposit of £500 is required. This can be by cleared cheque or BACS, not cash.

The deposit is held until after the planned event takes place as surety for any reinstatement costs for any damages or for late unplanned working incurred by our staff when appropriate charges will be recovered and the net deposit returned within 5 working days by cheque.

The deposit is considered non refundable if the client cancels as PBH would have great difficulty in re-letting at such short notice as weddings in particular are planned often well in advance. If the client explains in writing the particular exceptional circumstances requiring a cancellation, solely at the Trustees’ discretion, repayment may be granted according to the scale below, but is wholly de-pendant on PBH reletting the booking date:-

Written notice received 12 months before booked date- 100% repaid

6 months before 50%
3 months before 25%
Less than 3 months nil

Saturday Weddings

In addition if your booking is for a Saturday and is cancelled within 3 months of your booked date we will charge you a further £250 for disruption of business.

If your booking is cancelled within 2 months this fee will be increased to £500.

If the booking is cancelled at the last minute at 1 month notice this will be increased to £750 as staff rotas etc will already have been arranged and there will be no chance of us re-letting the Hall at such short notice.

Final Payment

An invoice for the full amount including any extra contracted items per the booking form will be is-sued 4 - 6 weeks prior to the booked date. This is expected to be paid immediately please.

The final bill will represent the agreed basic cost and agreed extras as per the contract between us, less any final payments to account but will exclude the deposit paid which is separately ac-counted for to you after the event as noted above.

Notes

Clients may wish to insure themselves for loss of deposit and any other charges which are not re-coverable from PBH in accordance with these terms and conditions. Clients may also wish to con-sider insurance to cover the acts to contracted suppliers or the behaviour of any guests. We be-lieve such insurance is available for these purpose though the Hall cannot sell this to you.

Arrangements can be made for payments by bank transfer or cheque only for the full finally agreed fee plus any extras added ( excluding the deposit paid ) commencing on signing of contract with us.

If clients wish to send a thank you card or express appreciation to staff for their event, then can we ask that this is directed to all staff via our downstairs office. A considerable amount of work goes on behind the scenes to ensure the smooth running of the Hall and we work as a team, and that includes our voluntary charitable trustees.

In all cases where charges are levied for breaches of these terms and conditions clients will re-ceive an itemised list and the fee will be deducted from the deposit. In cases where the Trust has to make a charge to a caterer this will be invoiced directly by the Trust office.

Finally, our events manager may contact you after your event to ask for feedback. We would be grateful if this could be provide this for us as it enables us to reflect on what we are doing, and look for ways to improve.

Thank You

Kim Schmulian
Chief Executive Officer