Cambridge Cottage General FAQS

What do the venue hire fees include?
Who will be there from Kew on the day and what will they do?
Can I hire a venue for a half day or for a couple of hours?
What is the booking procedure?
Does Kew ever offer a discount on their venue hire fees?
Can we bring our own caterer, entertainment or production company?
What about access and set up for caterers and suppliers?
Can we use our own florist or photographer?
Are we able to outsource a DJ/ Band?
Where can our DJ/band set up for the evening entertainment?
It's summer and we're having drinks on the terrace - can our musicians play outside?
Can we deliver or set up the day before an event?
Can we arrange to leave items in the venue overnight?
Can my event go on later than 11pm?
Can we provide our own alcohol (BYO)?
Are there any restrictions regarding theming or decorations?
Can we use our own electrical equipment in the venue?
Can we smoke inside the venue?
Can we have candles, if so what are the restrictions?
Can our guests use the Kew Car Park?
Can we have fireworks?
Can we have outdoor furniture or games on the lawn in the Duke's Garden?
Can we have an outdoor event/barbecue in the Duke's Garden?
Do you have an outdoor space that is available for hire?
Can we have team building events at Kew?
Can we hire a venue at Kew for a ticketed event or an event that is open to the public?
Can we hire a space for a photo shoot or filming?
Can guests gain access to the Botanic Gardens before or after our event?
Is Kew Palace available for private and corporate hire?
Is there an external phone connection, internet access or photocopying facilities within the venue?

What do the venue hire fees include?

Exclusive use of the venue on your chosen day for the full hire period. The full operational support from our Event Team in the run up to your event is included and one of our Venue Managers to co-ordinate and deliver your event on the day. Security staffing and cleans of the venue, before and after your event, are also included.

Cambridge Cottage hire fees include use of furniture already present.
Orangery Conference Room hire fees include use of the inbuilt projector, screen, flipcharts and basic stationary equipment.
Orangery hire fees include night time lighting of the pathways.
The Temperate House hire fees include toilet hire with encasing Marquee and connection to the glass house with an awning.

Who will be there from Kew on the day and what will they do?

You will have a member of the Operations team present on the day of your event to help co-ordinate proceedings.. They will also oversee the planning of access for caterers, florists, musicians and other suppliers. Your venue manager will also brief your stewards and will be onsite for the predominant part of your event.

Can I hire a venue for a half day or for a couple of hours?

All our venues are hired out to one client exclusively each day. Therefore whether you choose to utilise a venue for a couple of hours or up to the full hire period, you will still incur the same venue hire fees.

What is the booking procedure?

Provisional bookings can be held for up to 14 days without commitment.
Confirmation of a Private Event requires a signed copy of our terms and conditions, together with a cheque for our venue hire fees+VAT in full. Please make cheques payable to RBG Kew Enterprises Ltd. Please write the event reference number, booking name and event date on the reverse.
Confirmation of a Corporate Event requires a signed copy of our terms and conditions together with a purchase order number for your venue hire fees. The Kew Finance Department will invoice clients after the event and requires payment within 14 days after the event has passed.

Does Kew ever offer a discount on their venue hire fees?

The funds generated from venue hire are a vital source of income for Kew, an exempt charity. Kew Events is part of RBG Kew Enterprises Ltd, a registered, non-profit company that contributes to the funding of Kew's plant conservation and research work. We therefore do not offer discounts on our venue hire fees.

Can we bring our own caterer, entertainment or production company?

Kew's venues are all either Grade I or II, Heritage-Listed buildings and the greatest of care must be taken to prevent damage. Only our approved suppliers for catering, entertainment and production are allowed to provide a service for any event at Kew. This also allows us to restrict the range of suppliers to those that only provide a service to the very high standards of delivery that we expect for our clients.

Please be aware that only our resident caterer, Elegant Cuisine, may provide catering for the Orangery Conference Room events.

What about access and set up for caterers and suppliers?

The start of your hire period marks the point at which your chosen venue will be ready to receive you and your guests. Caterer and supplier access to the building for setup is pre-arranged directly between your suppliers and with the Kew Events Team.

Can we use our own florist or photographer?

Only our approved suppliers for catering, entertainment and production are allowed to provide a service for any event at Kew. Suppliers that provide a service which are not intrusive by their nature, do not require power from the venue and are not logistically crucial to your event may be sourced outside of our approved list. Florists and photographers fall under the latter category and are therefore not limited to our approved suppliers list, although we have a selection of recommended florists and photographers that we regard highly.

Are we able to outsource a DJ/ Band?

Only accredited suppliers for entertainment are allowed to provide a service for any event at Kew. Occasionally non-approved entertainment can be accommodated but only with prior consent from our Event Operations Team, which will require full adherence to our venue and garden regulations, Kew's premises license and health & safety protocol. Please see our approved suppliers list for accredited entertainment suppliers.

Where can our DJ/band set up for the evening entertainment?

All amplified music must go through our sound limiter systems in either the Drawing Room or Gallery in Cambridge Cottage. The sound limiters are set at a specified decibel level, above which the music will cut out.

Live bands and musicians are only permitted in the Gallery. DJ's are permitted in either the Drawing Room or the Gallery. A DJ is only permitted in the Drawing Room for evening entertainment with the following conditions:-

The DJ is set up by the French windows at the far end of the Drawing Room.
The two French windows that run lengthways in the Drawing Room must be closed and the curtains drawn.
The French window at the far end of the ceremony room is left open for ventilation and is not used for access to the Duke's Garden and vice versa. Access into the Duke's Garden can be made through the Gallery and Ante Room.

All other acoustic or amplified evening music must be performed inside the Gallery. This is due to the regulations of the premises licence and the necessity to maintain goodwill between Kew and our surrounding neighbours. A maximum of a 4 piece band including vocals is permitted.

It's summer and we're having drinks on the terrace - can our musicians play outside?

Due to the regulations of our premises licence and out of respect for our neighbours, musicians may only play inside the venue. However, the Cambridge Cottage windows may be kept open during the daytime part your event.

Can we deliver or set up the day before an event?

All setup, breakdown and deliveries must be on the day of your event with prior consent and agreed times with the Kew Events Operations Team. The Operations Team will liaise directly with our approved suppliers to arrange suitable delivery times.

Can we arrange to leave items in the venue overnight?

Everything must be collected immediately after the event. Kew cannot except any responsibility for items left at any of our venues.

Can my event go on later than 11pm?

A one hour extension to midnight is available and chargeable upon request. Due to Kew being situated in a residential area and out of courtesy to our neighbours, all standard hire times across all venues elapse at 23:00 hours.

Please be aware that this extension is not available for the Princess of Wales Conservatory or the Orangery Conference Room.

Can we provide our own alcohol (BYO)?

Kew cannot accommodate BYO and all beverages must be supplied solely by your chosen caterer from our approved list. Our caterers have developed drinks packages on a per head basis that are easy to budget for and are great value. Alternatively, beverages can also be charged by consumption. Provision for a cash bar can also be facilitated during the evening part of your event.

Are there any restrictions regarding theming or decorations?

Due to the Heritage Listing of all of our venues, nothing may be affixed to any surface, either internally or externally. Freestanding decorations or stands are advised but please consult with our Operations Team to discuss your requirements or request.

Can we use our own electrical equipment in the venue?

All electrical equipment must be provided by Kew approved suppliers. This is due to the site sensitive nature of Kew's venues.

Can we smoke inside the venue?

Smoking is only permitted outside the venue.

Can we have candles, if so what are the restrictions?

You may have candles as long as they are encased in glass tea light holders which are higher than the flame or storm lanterns.

Can our guests use the Kew Car Park?

Kew Gardens Car Park is not available for events. The car park closes after the Gardens close and is therefore unsuitable for evening events. The car park is situated outside Brentford Gate and is poorly located for most venues that are available for hire.

Kew encourages the use of public transport whenever possible for environmental and conservation reasons and we are ideally located for several public transport services.

Can we have fireworks?

Due to the fallout of debris from fireworks and out of consideration to our neighbours, fireworks are not permitted at any private events at Kew.

Can we have outdoor furniture or games on the lawn in the Duke's Garden?

Out of consideration for our neighbours and to preserve the lawn and garden's surrounding Cambridge Cottage, no outdoor furniture, equipment, games, additional outdoor lighting or lanters may be used in the Duke's Garden area. Floodlights are in place to provide night time lighting for the Duke's Garden.

Can we have an outdoor event/barbecue in the Duke's Garden?

Cambridge Cottage is sold and hired as an indoor venue with an accompanying garden. In cases where clients are looking for an outdoor hire space with a wet weather option, please be advised that Cambridge Cottage will probably not be the correct venue for you.

Although guests are free to utilise the garden area and Kew benches already in situ, the focus of your event - such as dining and dancing - will be inside. Outdoor barbeque cooking is permitted in the Cambridge Cottage garden area but the allocated space for dining will be inside.

Do you have an outdoor space that is available for hire?

Kew only offers various venues that are available for corporate and private hire. Our venues come with varying degrees of outdoor space that is included in your exclusive hire space but the focus of your event will always be indoors. The Gardens are a public attraction and although you have access to the Gardens whilst they are open to the public, we must ensure that your event will not impact on the experience of our day visitors.

Can we have team building events at Kew?

As a World Heritage Site and a Royal Botanic Garden, Kew Gardens is not suitable for any activities that may have even a minor impact on the grounds, buildings or visiting public.

The focal point of your event will be inside, whichever venue you choose and, although you may use the accompanying outdoor space included in your exclusive hire, any activities must be non-intrusive and require the prior permission of the Events Operations Team.

Although your guests will have access to the Gardens whilst they are open to the public, we must ensure that your event has no impact on the experience of our day visitors.

Can we hire a venue at Kew for a ticketed event or an event that is open to the public?

Kew does not facilitate ticketed events, as it is possible for clients to lose control over who attends such events when tickets are made available to private individuals and the general public.

Advanced confirmation of an event also requires a legal commitment to payment of our venue hire fees, which cannot be guaranteed if this is being generated through ticket sales.

Can we hire a space for a photo shoot or filming?

The Events Team cannot facilitate requests for permission to film or photo shoot at Kew. If your request is for commercial purpose, please contact the main switchboard on 0208 332 5000 and ask for a contact for external filming from the Horticulture and Public Educations Department.

If your request is of a Public Relations nature, please contact the main switchboard on 0208 332 5000 and ask for a contact from Kew's PR Department.

Can guests gain access to the Botanic Gardens before or after our event?

Please liaise directly with the Events Team for further arrangements.

Is Kew Palace available for private and corporate hire?

Kew Palace belongs to the Historic Royal Palaces and is available for hire outside its public function. Please visit www.hrp.org.uk for further details.

Is there an external phone connection, internet access or photocopying facilities within the venue?

There are no external phone connection points, internet access or photocopying facilities. Please consult the Events Team for advise about what you may be able to source out and what might have to be planned around.