Event and Venue Hire Terms and Conditions

PERTH RACECOURSE LIMITED
SC744882– Scotland 
Registered Office – Perth Racecourse, Scone Palace Park, Perth, United Kingdom, PH2 6BB

Introduction:
The following terms and conditions read alongside the Event Contract relate to bookings made for Events and Venue hire for goods and services provided by Perth Racecourse Ltd (The Supplier). 

By entering into an agreement/booking, the parties agree to abide by the following terms and conditions. 

1.    Definitions:
1.    In these conditions, unless otherwise stated or required by context, the following words and phrases are defined as follows:
Venue – This refers to any part of the site or grounds owned by Perth Racecourse where event activities are to occur. This will include both indoor and outdoor areas. 

Deposit – The amount due at time of booking and/or signature due at a time stipulated within the event contract. 
Payment - refers to the funds due as detailed within the Event Contract for all goods and services supplied by Perth Racecourse. Full payment is required prior to the event and no later than 14 days before the event start date. 

Hire Charges – refers to any additional hire charges that may occur in addition to the main booking charge (eg, musical acts or AV Equipment hired on your behalf by Perth Racecourse Ltd). Any additional hire charges will be detailed in full and invoiced as required.  

2.    General 
These terms and conditions cover all aspects of the event booking and contract terms as detailed within the Event Contract. This contract will supersede any other agreement whether made in writing or verbally relating to an event or function for the customer on the prescribed date. 

3.    Booking and Payment 
i.    Booking confirmation and payment– 50% deposit is required at the time of booking to confirm the booking with the remaining 50% balance estimated cost due 14 days prior to the event. For bookings made within 30 days or less before the event date, full payment will be required at the time of booking. 

ii.     Payment Methods – An invoice will be sent for both deposit and any remaining monies owed. Payment made via Bank Transfer (details provided on the invoice) or by credit card via a secure online payment link. All payments are non-refundable. By making the deposit the customer is deemed to have accepted Perth Racecourses Terms and Conditions.

4.    Customers Obligations
i.    Return a signed final version of the Event Schedule alongside final guest numbers including any dietary requirements, no later than 14 business days prior to the event. 

ii.    Pay all invoices as promptly as possible when provided by the Supplier. 

iii.    To ensure that all guests both at, prior and on completion of the event/function act in an accordance with our customer conduct policy as outlined in clause 8. 

iv.    to not an ensure no guests or third parties hired by the customer cause damage to or deface the premises or venue in any manner whatsoever or engage in any illegal or immoral behaviour whilst on Perth Racecourse Property. 

v.    To provide all request information to the supplier in a timely manner and no less than 14 days prior to the function start date. 

5.    Suppliers Obligations
i.    to provide and perform the services detailed within the event scheduled/contract in accordance with good industry practices and in accordance with all applicable legislation, statues, regulations and other enactments in force at the time of the provision of services. 

ii.    The supplier assures that all relevant insurance, risk assessments and licences will be in place to allow the event/function to take place.

6.    Insurance and Liability 
i.    We recommend that all customers obtain insurance for their function at Perth Racecourse, as any damage to fixtures, fittings, or any other item or property owned by Perth Racecourse will result in repair or replacement costs being charged to the customer. 

7.    Customer and Guest Conduct
The customer and their guests and any approved sub-contractors will at all times:
a.    Conduct the function in a legal, orderly, safe, and proper manner ensuring that no nuisance or offence is caused, as deemed reasonable by Perth Racecourse and any approved and associated businesses and contractors to the event. 

b.    Be responsible for the orderly conduct of their guests and sub-contractors and shall ensure that their behaviour in no way jeopardises Perth Racecourse and properties belonging to it, including fittings, decoration, furnishing and any alcohol licence in force during the time of your function.

c.    Ensure that in the conduct of the Function nothing is said or done which is immoral or of an improper nature or which might otherwise prejudice, injure, or tend to do so, the reputation of Perth Racecourse. Perth Racecourse shall have the right to suspend or terminate any Function which in its opinion would amount to a breach of this condition.

d.    Understand that Perth Racecourse reserves the right to exclude or eject, as it reasonably thinks fit, any person from the premises whose behaviour or appearance it shall consider objectionable, disruptive or otherwise unacceptable.

e.    Always allow Perth Racecourse and its employees access to any and all areas of the premises used by the customers during the Function.

f.    Inappropriate behaviours may lead to the early termination or cancellation of the Function at the sole discretion of Perth Racecourse and its staff or agents.

g.    The Customer shall pay for any loss or damage to any part of the premises, or to any fixtures, fittings and equipment which are caused by the Client, their guests or subcontractors.

h.    Perth Racecourse reserves the right to remove any person from the venue who is behaving in a manner not in keeping with our code of conduct. This includes any behaviour in-line with over consumption of alcohol. 

8.    Health and Safety 
i.    Compliance with laws – Customers and their guests must at all times comply with any and all relevant laws and regulations in place. All instructions of Perth Racecourse staff must be adhered to in the interest and safety of all staff, guests and third parties present on site. 

ii.    Risk Assessments – All standard activities undertaken at Perth Racecourse are covered by appropriate rise assessments. Any activity outside the reach of these assessments undertaken either by the customer or a third party will require an additional risk assessment to be provided. Anyone activity operated by a third party hired by the Customer requiring a risk assessment, appropriate documentation must be provided no later than 30 days prior to the first day of the event. 

iii.    Emergency procedures – All emergency procedures on site will be clearly documented and communicated to the customer in advance. These must be adhered to and followed. In the event of an emergency, all instructions of Perth Racecourse staff or any partner company should be followed. 

iv.    Fire Exits and Safety
a.    The customer will not do or omit to do nor allow its guests, employees, sub-contractors, or agents to do anything that would cause a breach of Perth Racecourse’s Fire Regulations or would reasonably be deemed to cause an increased risk of the occurrence of a fire or otherwise affect the safety in any manner of persons in or about the premises.
b.    The Client, their guests, and sub-contractors are to be aware that all exits, and entrances are kept free from obstructions and ensure all fire exit signs are always visible.
c.    Smoking is not permitted in any building or structure within Perth Racecourse.
d.    The Client, along with their guests and subcontractors, should always be aware that the external steps and paths are made from natural materials. As a result, these surfaces may be uneven and can become slippery in wet weather. Therefore, it is important to exercise caution when using these facilities.

9.    Catering and Vendors 
i.    The Client, their guests, and subcontractors are not allowed to bring their own catering or beverages. Perth Racecourse has a corkage policy, which can be provided in detail upon request. All selected food requirements will be supplied by Perth Racecourse caterers. For events that require specialist catering, Perth Racecourse will contract directly with preferred specialist caterers.

ii.    Menus, including item and guest numbers, must be finalised at least 14 days before the event start date. This includes notifying Perth Racecourse of any guests with special dietary requirements or allergens.

iii.    Customers should be aware that the kitchens and catering areas at Perth Racecourse handle nuts and other potential allergenic food products. No guarantee can be made that a complete absence will be present of these substances. All relevant allergies of guests to the event should be clearly stated to allow us to plan and make arrangements as reasonably practicable. 

10.    Alcohol and Licencing – 
i.    All relevant alcohol and licencing rules and regulations in place must be adhered to at all times. 

ii.    No alcohol is allowed to be brought onto Perth Racecourse premises without prior agreement from Perth Racecourse Management. If permission is granted a corkage fee will be charged. Any alcohol found to be brought on site without prior agreement will be confiscated at return at the close of event/function. 

11.    Third Party Suppliers 
i.    The use of third-party suppliers must be agreed in advance.

ii.    No third-party suppliers will be provided access to Perth Racecourse or any of its buildings/properties without prior approval. 

iii.    All necessary Public Liability Insurance and risk assessments for work/services being provided must be supplied no later than 30 days prior to their arrival/set up at Perth Racecourse. 

iv.    Any electrical equipment being brought onto site for use for your functions either during, prior or after the event, must be appropriately PAT tested. 

v.    The customer will be liable for any loss or damage to the venue or any of its fixtures, fittings or furniture due to actions caused by a third-party supplier. 

12.    Event Timings 
i.    Event Duration – the event duration will be detailed in the event contract. This does not include any delivery or set up time which should be arranged with Perth Racecourse in advance. 

ii.    Arrival and Departure from Venue – The Client must arrive and depart promptly as specified to ensure catering and entertainment are delivered correctly, or they may incur additional costs for extra time. All guests should leave the venue promptly and upon the request of event staff. Any overtime conducted by Perth Racecourse and their staff directly due to a failure of the customer or their guests to leave promptly will be recharged to the customer.

iii.    Overtime Charges – Out of hours set up and clear up or any requirement for staff to remain on site due to a failure to leave the venue by the stipulated time will incur an out hours charge of £100 +VAT per hour. 

13.    Cancellation Policy 
i.    In the event of cancellation of a booking all payments made up to date at the point of cancellation are non-refundable.

ii.    If the Client cancels the booking within the following timescale of the date of the function/event, the following will be payable. 

a.    Up to 6 weeks before the event booking 50% deposit is non-refundable. Any other payments made will be refunded. 
b.    6 to 2 weeks before the event booking 75% of the total amount due will be charged. 
c.    2 weeks before the event booking 100% of the total amount due will be charged.
 
iii.    If the Client cancels a booking that Perth Racecourse has made on their behalf, for entertainment, equipment or otherwise, the Client shall meet all cancellation charges.

14.    Right to reschedule 
i.    Customers right – The customer retains the right to reschedule their event up to 30 days before the event/function start date. A new function date must be booked within 6 months of the original booking date (in respect of Perth Racecourse availability) without incurring any additional charges. The new date must be selected and confirmed with Perth Racecourse 2 weeks from cancellation. Any deposits taken will be retained for the future rescheduled booking. 

ii.    Organisers right – Perth Racecourse reserve the right to cancel or reschedule your event. If we require to cancel your event due to an unforeseen or uncontrollable circumstance, you will be provided with the option to reschedule your event within 6 months of your original event date at no extra charge or provide the right to cancel the event and receive a refund for the deposit amount and any other funds paid at the point of cancellation. 

15.    Force Majeure 
i.    Unforeseen and Uncontrollable Circumstances – The Supplier will not be liable in any circumstance where the event or function can no longer take place due to occurrences that are beyond the reasonable expectations of The Supplier. 
a.    This includes but is not limited to: Acts of God, outbreaks of disease, epidemic, pandemic, industrial action, strikes, acts of terrorism, blockades, blackouts, storm, flood, fire, explosion or unforeseen changes of law or local governance. 

16.    Photography and Filming – Perth Racecourse reserves the right to take images and video footage of your event with prior approval from the Customer for the use in marketing and advertisement media both online and in print. 

17.    Use of Venue Logos and Intellectual Property – 
i.    All content including logos and images are owned by Perth Racecourse and are protected by copyright. 

ii.    Any use of the Perth Racecourse logo or any other similar intellectual property must be approved in advance by Perth Racecourse management. 

iii.    Any intellectual property created by the customer using Perth Racecourse content will be owned by Perth Racecourse with the non-exclusive and irrevocable right of the customer to use the content in relation to the event/function. 

18.    Miscellaneous 
i.    Right to amend – Perth Racecourse reserves the right to amend and alter these Terms and Conditions as required. Any amendments will be communicated to the customer in writing. 
ii.    Severability – In the event that a clause within these Terms and Conditions becomes unenforceable, all other clauses will remain valid.

19.    Indemnity
i.    Indemnification by Perth Racecourse 
a.    Perth Racecourse agrees to indemnify, defend, and hold harmless the customer from and against any and all claims, demands, actions, causes of action, losses, damages, liabilities, or expenses, including reasonable attorneys’ fees, arising out of or in connection with:
b.    Any injury or damage to persons or property occurring at or around the event.
c.    Any breach of the Event Organiser's obligations under this agreement.
d.    The Event Organiser’s negligence or wilful misconduct during the planning, execution, or tear-down of the event.

ii.    Indemnification by the Customer: The Customer agrees to indemnify, defend, and hold Perth Racecourse harmless from any claims arising out of The Customers actions, negligence, or breach of contract, including but not limited to issues with venue safety, equipment, and any damages caused during the event setup or operation.

iii.    Notice of Claims: Each party agrees to promptly notify the other of any claims or potential claims that may trigger this indemnity clause.

iv.    Insurance: The indemnifying party agrees to maintain appropriate insurance coverage to support its indemnity obligations.

v.    Limitation of Liability: The indemnity shall not cover damages caused by gross negligence or intentional misconduct.