Palace Pavilion FAQS

What do the venue hire fees include?
Can we bring our own caterer, entertainment or production company?
Can we smoke inside the venue?
Are there any restrictions regarding theming or decorations?
Can I hire a venue for a half day or a couple of hours?
What is the booking procedure?
Can our guests use the Kew Car Park?
What about access and set up for caterers and suppliers?
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 12am?
Can we provide our own alcohol (BYO)?
Can we have team building events at Kew?
Can guests gain access to the Botanic Gardens before our event?
Are we able to have fireworks?
Are we able to have confetti at our wedding?
Are there any extra rooms for bags, changing, bands?
Are Bands permitted?
Are we allowed to bring in our own DJ?

What do the venue hire fees include?

The Palace Pavilion hire fee includes exclusive facility hire & ground hire, venue manager, existing lighting - pin spots for dining tables, disco and atmospheric lighting, pa system for speeches and disco, dance floor, cool air system, luxury WCs, existing natural chivari chairs, dining tables, sofas, coffee tables & garden furniture, existing power requirements, cleaning of marquee after the event.

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

Only our approved suppliers for catering are allowed to provide a service for any event at Kew. There are no restrictions on production or entertainment companies allowed within the marquee.

Can we smoke inside the venue?

Due to new Government legislation from the 1st July 2007 smoking will no longer be permitted in the marquee structure.

Are there any restrictions regarding theming or decorations?

Due to the nature of marquees nothing may be affixed to any surface, either internally or externally. Freestanding decorations or stands are permitted but please consult with our Operations Team to discuss your requirements or request.

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

All our venues are hired out based on the exclusive use of that particular venue, that 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 as we do not double book any of our venues.

What is the booking procedure?

Provisional bookings can be held for up to 10 days without commitment. Confirmation of an event requires a signed copy of our booking form, terms and conditions, together with a cheque for 40% of the fees + VAT in full.

Can our guests use the Kew Car Park?

The Kew Gardens Car Park is not available for events. The car park shuts after the Gardens close and is therefore unsuitable for evening events. The car park is also situated outside Brentford Gate and is poorly located. Kew encourages the use of public transport whenever possible for environmental and conservation reasons and we are ideally located for several public transport services.

What about access and set up for caterers and suppliers?

For package bookings the start of your hire block marks the point at which your chosen venue will be ready to receive you and your guests. Caterer and supplier access to the marquee for set-up is pre-arranged directly between your suppliers and with The Ultimate Experience.

If you dry hire the marquee the start of your hire block marks the point at which your chosen suppliers will be able to access the marquee for setup. Deliveries etc still need to be pre-arranged directly between your suppliers and with The Ultimate Experience.

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

All set-up, breakdown and deliveries must be on the day of your event with prior consent and agreed times with The Ultimate Experience.

Please be aware that all vehicles will have to be registered, delivery times confirmed and escorted one vehicle at a time, through a pre-arranged delivery point and specified route. No deliveries can be accommodated directly to the venue and all the above steps must be strictly adhered to.

Can we arrange to leave items in the venue overnight?

The marquee must be cleared immediately after the event unless otherwise agreed by The Ultimate Experience prior to the event date. The Ultimate Experience however does not take any responsibility for any losses or damages that may occur.

Can my event go on later than 12am?

Adhering to Kew's Premises Licence events are not permitted to run events past midnight.

Can we provide our own alcohol (BYO)?

All food and beverages must be arranged directly with the caterers from our approved list. 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 but only during the evening part of your event.

Can we have team building events at Kew?

The focal point of your event will be the marquee and the enclosed garden area. The Ultimate Experience is able to organise suitable team building events that can utilise this space. 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 Kew's day visitors.

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

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

Please liaise directly with the Ultimate Experience Events Team for further arrangements.

Are we able to have fireworks?

Due to Kew being in a residential area the release of fireworks is not permitted.

Are we able to have confetti at our wedding?

The use of confetti within or outside the venue is not permitted - this includes rice and petals.

Are there any extra rooms for bags, changing, bands?

There is a cloakroom adjacent to the reception area. This can be used as a changing room for the bride and groom or suppliers. Please note, however, this is not a locked room so belongings are left at the owner's risk.

Are Bands permitted?

Small acoustic bands are permitted to play within the marquee only with prior approval from The Ultimate Experience. Bands are not permitted to use any live PA.

Are we allowed to bring in our own DJ?

Yes - but they must use the in-house sound equipment. A PA system is supplied that will be connected to a sound limiter that will reduce the noise output to 85 DB. This must not be tampered with. If the volume is pushed above this set level, the noise output will not rise and the sound quality with suffer greatly.

Any new equipment introduced into this system (for example, CDJ 1000s or turntables) will have to run through the existing mixing desk and amps, hence will also be channelled through the limiter.