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The Scotch Malt Whisky Society

Full Terms and Conditions for Bookings

28 Queen Street, Edinburgh

CONFIRMATION
To guarantee a Private Group booking for groups of 7 and over, we require credit/visa/debit card details which will be held securely off site. These card details will only be used as detailed below;

Your provision of card details indicates acceptance of our terms and conditions

PROVISIONAL BOOKINGS
Bookings are considered provisional until card details are provided as set out above. Provisional bookings are held for three weeks only. If you wish to extend that period please contact us directly. Provisional bookings will be automatically deleted after 3 weeks.

FINAL NUMBERS AND MENU CHOICES
Final group numbers need to be confirmed a week prior to the booking.
Groups of 10 and under are able to select their menu choices on the day of the booking. Menu choices for groups of 11 and over must be provided seven days prior to your booking. Groups of 21 and over must select a set menu (all guests must choose the same starter, main and dessert).

PAYMENT
The full balance of the event, including any Room hire, Tastings, food and drinks will be payable on the night. You will be charged for the numbers provided 7 days in advance. In case of a reduction in numbers after the confirmation period (7 days) we will charge the full amount for Food for each cancelled guest. If the booking does not involve food, we will charge £10 for each cancelled guest. The final outstanding bill will be presented, at the end to the event, to the group host for settlement. Should payment not be resolved there and then, SMWS will use the stored credit card details to close the bill. This process incurs a 3% charge levied by the payment processor and will be added to the final bill. We will contact you as soon as possible to notify you of this.

CANCELLATION
If you cancel the event, we will be entitled to charge your card provided with the following:

  • Between 1 month and 8 days prior to the event, £10 per person based on the latest confirmed numbers.
  • Within 7 days of the booking, 100% of the confirmed booking fee per person plus any room hire based on latest confirmed numbers.



The Vaults, Edinburgh

CONFIRMATION
To guarantee a Private booking, we require credit/visa/debit card details which will be held securely off site. These card details will only be used as detailed below.

Your provision of card details indicates acceptance of our terms and conditions.

PROVISIONAL BOOKINGS
Bookings are considered provisional until card details are provided as set out above. Provisional bookings are held for three weeks only. If you wish to extend that period please contact us directly. Provisional bookings will be automatically deleted after 3 weeks.

FINAL NUMBERS AND MENU CHOICES
Final group numbers must be confirmed at least 7 working days prior to the event date. All guests must select a set menu (all guests must have
same starter, main and dessert) at least 7 working days prior to the event date.

BOOKING TERMS & CONDITIONS PAYMENT
The full balance of the event, including any Room hire, Tastings, Food and drinks will be payable on the night. You will be charged for the numbers provided 7 days in advance. In case of a reduction in numbers after the confirmation period (7 days) we will charge the full amount for Food for each cancelled guest. If the booking does not involve food, we will charge £10 for each cancelled guest. The final outstanding bill will be presented, at the end to the event, to the group host for settlement. Should payment not be resolved there and then, SMWS will use the stored credit card details to close the bill. This process incurs a 3% charge levied by the payment processor and will be added to the final bill. We will contact you as soon as possible to notify you of this.

CANCELLATION
If you cancel the event, we will be entitled to charge your card provided with the following:

  • Between 1 month and 8 days prior to the event, £10 per person based on the latest confirmed numbers.
  • Within 7 days of the booking, 100% of the confirmed booking fee per person plus any Room hire based on latest confirmed numbers.



19 Greville Street, London

1. Interpretation: In the Agreement:-

1.1 ‘we’, ‘us’ and ‘our’ refer to The Scotch Malt Whisky Society Limited, company number SC83022;

1.2 ‘you’ and ‘your’ refer to the person (including any natural person, partnership, company, corporation, association, organisation, trust or other entity) who is organising the Event and by whom, or on whose behalf, the acknowledgement on the Booking Form is signed;

1.3 ‘Booking Form’ means the letter sent by us to you, setting out details of the Event;

1.4 ‘Event’ means the event detailed on the Booking Form;

1.5 ‘Venue’ means the premises shown on the Booking Form;

1.6 ‘Agreement’ means the agreement between you and us, as constituted by the Booking Form and these terms and conditions.

1.7 The law of Scotland will govern the Agreement.

1.8 “Days” means calendar days

2. Confirmation and Deposit:

2.1 To confirm and guarantee the Event, one copy of the Booking Form should be signed and returned to us, together with the deposit shown on the Booking Form.

2.2 Deposit is 50% of full value of booking.

3. Conditions of booking:

3.1 The Agreement (i) sets out the whole contract between you and us, (ii) supersedes all previous written and oral communications, and (iii) can only be varied in writing, signed by you and us. You acknowledge that you are not entering into the Agreement in reliance on anything not set out in the Agreement.

3.2 If you want to request any amendment to the Booking Form, you should notify us without delay, to find out whether we can accommodate the change and issue a revised Booking Form for your signature.

3.3 Any amendment to the number of guests must be notified to us in writing at least 5 Days before the Event; otherwise, if you reduce the number of guests, we will be entitled to charge for the number shown on the Booking Form.

3.4 The final choice of menu and any special dietary requirements must be notified to us in writing at least 14 Days before the Event.
We will make every effort to provide the menu of your choice but if this proves impractical for any reason, such as seasonal unavailability of produce, you will not be entitled to cancel the Event and we will discuss an alternative menu with you.

3.5 You and your guests are not permitted to bring any food or drink into the Venue for consumption during the Event, unless previously agreed by us in writing.

3.6 Use of the Venue (i) is strictly for the purpose of the Event, (ii) cannot be assigned or sub-let to a third party, (iii) will not (if held at our premises) be exclusive because our members have a right of access to the Venue and (iv) is subject to our right to change the Venue provided such change does not materially affect the specifications for the Event. We reserve the right, without being liable to compensate you, to exclude from the Venue any person whose demeanour in our sole opinion indicates inebriation, rowdiness or other unsuitability for the Event.

3.7 Where the Event is not at our premises, our travel costs will be charged as shown on the Booking Form.

3.8 The Event must finish by the time shown on the Booking Form; where none is shown, the Event must finish by the end of regular licensing hours. We will be entitled to make an appropriate charge for any period of over-run.

3.9 Any damage caused by you or any of your guests to any person or to the Venue or to any property or equipment or stock is your responsibility and you will indemnify us in respect of every cost, claim, loss, damage and expense thereby directly or indirectly incurred.

4. Payment:

4.1 The cost is shown on the Booking Form. Value added tax is chargeable where appropriate and will generally be included in quoted prices.

4.2.1 Unless a credit facility has been agreed in advance with us in writing, the full balance of the cost is required 7 Days prior to the Event, based on the numbers confirmed by you.

4.2.2 If numbers not confirmed by you at this stage, we will automatically charge you based on the most recent figures provided by you in writing.

4.2.3 Any additional sums (e.g., additional guests, etc) must be paid on the date of the Event.

4.2.4 Drinks bills must be paid in the venue before departure.

4.3 Any amount not paid when due will attract interest at 7% per annum from the due date until actual payment.


4.4 We may store (electronically or otherwise) any credit card or charge card details you give us. If any sum becomes due to us under the Agreement, we may debit the credit card or charge card account in order to obtain payment, in which case we will notify you as soon as possible.

5. Cancellation:

5.1 If you cancel the Event, we will be entitled to retain some or all of the booking value, as follows:-

Period of cancellation and amount of booking of the event retained by us:

60 + days before to the Event... None
60 - 30 days before the Event... 50% of full booking value
30 - 7 days before the Event..... 75% of full booking value
7 - 0 days before the Event....... 100% of full booking value

5.2 If we cancel the Event because of circumstances beyond our reasonable control, or because we in our sole opinion consider the holding the Event could damage our reputation or the Venue or our or a third party’s property, we will refund any deposit paid but otherwise will not be liable to you in any way in relation to such cancellation.