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Information


ROOM/SUITE NAME BANQUET BOARDROOM CABARET CLASSROOM RECEPTION THEATRE AREA (m2)
Auerbach Room 0 15 0 6 20 18 30
Kelvin Room 18 18 0 0 0 0 60
Lower Gallery 0 18 18 15 20 28 38
MacRobert Room 0 12 0 0 0 0 25
Scott Room 40 22 24 0 60 40 68
Swann Room 0 20 28 30 0 32 75
Turner Room 6 16.52
Upper Gallery 30 24 30 30 80 60 66
Welcome East 40 30 40 20 80 60 78
Welcome West 90 34 60 30 120 80 203
Wolfson Lecture Theatre 145 92

Looking for accommodation for your delegates? We have Corporate Rates Agreement with the below Hotels.  For your best quote please ask for the “Royal Society of Edinburgh” Corporate Rate.

The George Hotel
Contact: Reservations
19-21 George Street
Edinburgh EH2 2PB
T: 0131 225 1251
E: george.reservations@principal-hayley.com
W: www.thegeorgehoteledinburgh.co.uk

Ibis Styles Hotel
19 St Andrew Square
Edinburgh EH2 1AU
T: 0131 292 0200
E: H9058@accor.com
W: www.ibis.com/gb/hotel-9058-ibis-styles-edinburgh-centre-st-andrew-square

Fraser Suites
Contact: Reservations
12-26 St Giles Street
Edinburgh EH1 1PT
T: 0131 221 7200
E: sales.edinburgh@frasershospitality.com
W: www.frasershospitality.com


Security

All delegates/attendees must be registered at either the event registration desk or by signing in at the RSE Reception. The event register will be required should we need to evacuate the building. Those signing in at the RSE Reception must sign out again when leaving the premises. Please note the RSE is not responsible for any belongings left unattended or in the cloakroom, items are left at the delegates own risk.

Health and Safety

All visitors are required to comply with the RSE Health and Safety policy. The RSE Health & Safety Manual containing this is available should you need to see it. Any member of RSE staff will be pleased to help you obtain a copy.

First Aid

For First Aid assistance contact the RSE Reception who will summon one of our First Aid team to assist. An accident book is located at the RSE Reception and should be completed for each incident, no matter how minor.

Information for visitors with disabilities

It is the responsibility of Event Organisers and Chairpersons of meetings to ensure that the needs of visitors with a disability are met. The RSE has the following facilities available for visitors with a disability:

Wheelchair Access with or without assistance
  • A ramped access for wheelchair users is at 26 George Street. Please ring the bell to alert Reception to your presence or, alternatively, ring 0131 240 5000 for help if needed.
  • The ramp is accessible all day and on nights of events.
  • If you have mobility impairment difficulties but are able to go up some steps, the building’s main entrance is via 22 George Street. Rails are available on both sides of the staircase (5 steps).
  • The main passenger lift accommodates a powered wheelchair which will enable access to most Society Rooms. Visitors using smaller wheelchairs can also gain access to the Kelvin and Wellcome West rooms via the smaller lift.
  • IF YOUR WHEELCHAIR IS ANY WIDER THAN 76CM PLEASE CONTACT THE FRONT OF HOUSE MANAGER FOR FURTHER GUIDANCE ON ACCESS/ DIMENSIONS IN THE BUILDING
  • The RSE has its own wheelchair which delegates can use when appropriate i.e. in the case that a person’s wheelchair is too wide we can offer the choice to be transferred to the RSE wheelchair.
  • Should you wish to transfer from your wheelchair into a standard seat, please do let us know.
  • All rooms in the building are wheelchair accessible with the exception of the Lower Gallery.
  • A unisex disabled toilet is available on the Ground Floor, beside the main lift.
  • There is no disabled parking space available on George Street, but taxis and cars may pull and park for a short period of time in front of the entrance of the building.
Facilities for people with visual impairment
  • Guide dogs are welcome throughout the building. Seats are normally not allocated but if you attend an event in the Lecture Theatre and wish to seat at the aisle, please contact us for provisions to be made.
  • Our programme of Events may be available upon request in large print or Braille, please contact the events assistant for more information.
Facilties for people with hearing impairment
  • An Induction loop is fitted in the Lecture theatre, Wellcome Rooms, Upper Gallery, Swann room and Reception. Please remember to use the “T” switch on hearing aids. A mobile system is available at Reception for one-on-one activities.
  • The RSE will also take all reasonable steps to provide additional facilities and help if required. When required, please contact RSE staff through RSE Reception.

Many clients return to us year after year.  We see that as a reward for the level and quality of service our venue and staff provide.  In return, we would like to reward those clients for their faith in us.

We have created a Clients Reward Programme which allows clients who hold their events with us to accrue rewards which secure a discount on future bookings.  The programme is free to join.  All you need to do is register your organisation as a member and from that point onwards you will be able to start earning discounts.

Not only that, but any discount you earn as a member can also be used in conjunction with any other benefits we offer.  Become a member, you have nothing to lose.

View the application form


Since February 2015, Saltire Hospitality Ltd has provided the catering services for the RSE Venue.

The RSE is delighted to be working in partnership with Saltire in continuing to provide high quality catering to our customers.

Saltire Hospitality is an award-winning Edinburgh based catering company, providing bespoke catering and hospitality services to this truly exquisite and flexible venue.  They can carefully tailor a package to meet your specific requirements using the freshest Scottish produce, coupled with a seamless service – the perfect combination.

Further  information about Saltire – www.saltirehospitality.co.uk


We can offer timeless elegance combined with modern audio-visual facilities in stunning spaces, flexible enough to suit any event. Our Lecture Theatre comes fully AV equipped and we can provide AV Equipment & Technician Support Services in all our rooms.

Enquire now


The Foundation and the Royal Society of Edinburgh recognise the sustainability issues related to waste, water and energy management, and are committed to taking all reasonable practicable measures to contribute to a sustainable environment.

To help us achieve this we would very much appreciate the help of visitors to the building. You can help us by:

  • Recycling any waste – none of our conference / meeting rooms have any waste disposal units. These are located at different stations throughout the building. Our staff would be happy to show you where these are, or to arrange for any waste you have to be moved to a station.
  • Switching off the lights – only use the lights if you absolutely have to, and if you see one on that’s not needed, switch it off.
  • Turning down the heating – if the room you are in is too warm turn down the heating, or ask one of our staff to do so.
  • Saving water – only use what you need and minimise the length of time you let a tap run.

Thank you for your help. A small amount of effort by you will help us make a big contribution.


Thank you for choosing the RSE for your event. It is important that you understand clearly, when you make a booking with the RSE, who is responsible for what. This document sets out clearly which responsibilities lie where.

Due to the RSE’s charitable status, these Terms and Conditions may differ from those you would expect from a commercial hotel or conference centre business. The following are the terms of the Booking Contract (“the Contract”) between you and the RSE.

Download PDF version

Procedure for Checking USB Sticks

Why do we need this process?
One of the most common ways for virus/malware to be transmitted is through the use of USB sticks. A virus can affect computers in many different ways: from slowing down the operations and targeting and corrupting data to the worst case scenario of bringing the whole system down. It can cause a significant amount of damage to our systems, be major disruption to our IT operation and can be costly. In order to protect our systems and equipment, and the equipment of users of our systems, we need to limit our exposure to any viruses. Therefore we operate a system to check that all USB sticks to be used on RSE IT equipment are virus free before they are used.

Download Procedure

 

Definitions

Below are the definitions of the words used in these Terms and Conditions:

Event
Conferences, dinners, lectures, meetings, presentations, receptions and seminars, held in the Foundation’s rooms, the date of which has been agreed between you and the RSE.

Event Attendees
Any person who will be attending your event including staff, guests, speakers and suppliers; or anyone else operating on your behalf.

Facilities
Any property including rooms and equipment belonging to the RSE.

RSE
The Royal Society of Edinburgh; its connected charitable trust, the RSE Scotland Foundation.

Services
Includes audio visual equipment hire and support, catering and other business services.

We/us/our
The Royal Society of Edinburgh; its connected charitable trust, the RSE Scotland Foundation.

You/your
The person, organisation or company who will be hiring and using the RSE conference centre facilities and services

1. Who is this contract between?
a. The contract is between you and us. You accept responsibility for paying all charges, including any extra charges, arising under the contract. The contract is subject to and construed and interpreted in accordance with the laws of Scotland and any relevant regulations of the RSE. You may not transfer your rights or responsibilities under the contract to any other person or organisation.

2. Making a Booking and Booking Deposit
a. All bookings made with us are granted strictly for the purposes agreed (see clause 16) and will be accepted only on that basis, and following receipt of the Contract signed by you. You may also be asked for a non-refundable deposit of 25% of the facilities charges applied in the Contract. No booking will be confirmed until we have received a signed Contract and, if requested by the RSE, the non-refundable 25% deposit.
b. Once you have confirmed to us you wish to make a booking, and the specific arrangements for your event, we will set the details out in the Contract and will send it to you for signature, together with an invoice for the deposit (if this applies). We will provisionally hold the facilities and services you have requested from the date the Contract is issued, and will inform you of the date on which the provisional booking will lapse. No provisional booking will be held for more than 28 working days. If we hold a provisional booking and you have not yet returned the contract, we will contact you if another client wants to book out the same rooms, and will give you 24 hours to respond before letting it to another client.
c. You will sign the Contract and return it (and the deposit payment if it applies) to us by post, fax or email. If we do not receive the Contract (and the deposit payment if it applies) by the provisional booking deadline we have set, we will release the provisional booking held. Should this happen, you will not be charged for the provisional booking.
d. On receipt of the Contract and deposit (if it applies) we will confirm, by email, your booking and receipt of any non-refundable deposit you have paid.
e. By signing the Contract you will have agreed to pay all the charges for facilities and services set out in the Contract, unless these are changed or cancelled under the terms of clauses 4 or 5 below. In which case you will pay the charges set out in the relevant clause(s).

3. Final Invoice
a. After the event, we will send a final invoice to you for the balance of all final charges for the facilities and services set out in the Contract. You will pay in sterling, to the address shown on the invoice, within 28 days of the date of the invoice. If you do not pay the invoice in full and on time, a reminder that may include a 10% non payment surcharge will be issued. After that time, we reserve the right to withdraw any discount that may have been granted. We may also charge you interest at 2% over the base rate for borrowing then applied by the Royal Bank of Scotland PLC on all outstanding sums and any other relevant costs incurred by us as a result of your default.
b. Catering charges will not be included in the RSE’s contract with you. The catering you organise with an approved caterer is a separate agreement between yourself and the caterer. The RSE is not responsible for any catering costs that you incur, and your chosen caterer will send you your catering invoice directly.

4. Altering the Contract
a. We will accept alterations to the Contract up to 7 working days before your event. Please note that you will, if we require it, still have to pay for any cancelled items in accordance with the terms of clause 5.  After that time we will supply what is agreed in the Contract and charge accordingly. We shall have no liability to you for any inconvenience or loss this may cause you.
b. If you do alter the Contract, we will issue a revised Contract, which you will sign and return to us. The revised contract will only take effect when received by us and if it is received by us no later than 7 working days before your event. The revised contract will include details of all previous and new facilities and services agreed, and any cancelled.
c. There may be circumstances which require us to alter the facilities or services allocated to you. We will do this only if the alternatives we offer are suitable for your purposes as you explained them to us when you made the booking. There will be no extra charge to you if we alter your facilities or services.

5. Cancellation
a. If you decide to cancel or postpone your booking, or alter facilities and services you have agreed to pay for in the Contract, you will be liable to pay charges for any facilities or services that we cannot re-sell despite using reasonable efforts. You will pay in full for any facilities or services in the Contract that you do not cancel, whether or not you use them. The level of charge to be applied will depend on the amount of notice you give us, calculated from the following table:

Written notice received by us (letter or email): % of contracted revenue to be charged (Original)
More than 57 working days before the first day of the event: No charge over and above any non-refundable deposit paid
29 to 56 working days (inclusive) before the first day of the event: 50%
8 to 28 working days (inclusive) before the first day of the event: 75%
Up to 7 working days before the first day of the event: 100%

b. The cancellation charges referred to above represent a reasonable pre-estimate of the net loss that will be incurred by the RSE, based on previous experience, including but not limited to lost time, costs and expenses due to cancellation.
c. We will tell you the final cancellation charges once we know whether or not we have been able to re-sell the facilities or services cancelled.
d. We reserve the right to cancel the Contract for reasons that are beyond our control. If this happens we will use all reasonable efforts to offer you an alternative. We cannot accept responsibility if we cannot provide facilities or services because of any cause which is beyond our control.
e. We reserve the right to cancel the Contract without liability to you if you are in arrears of previous payments or the RSE becomes aware of any significant change in your circumstances that would adversely affect the reputation of the RSE should your Event proceed.

6. Opening and Closing Times
a. The RSE rooms are available for hire Monday – Sunday from 08.30 until 23.00
b. All events in the building will start and end at the time agreed in the Contract, and all your event attendees will have vacated the building no later than 30 minutes following the end of the event. We will charge you for any facilities or services used out-with the times agreed in the Contract

7. Organising Food and Drink
a. You are required to use our appointed caterer.
b. You and your event attendees are not permitted to bring food or drink into our premises without our agreement.
c. It is your responsilbility to inform us of final catering numbers for your event, no less than 3 working days prior to your event. Fail to do so you will be charged in full for your final numbers agreed with you before.

8. Animals and pets
a. No animals or pets of any kind, except guide dogs, are allowed on our premises.

9. Behaviour of Event Attendees
a. You will make sure that your event attendees behave in such a way that they do not cause a nuisance or unreasonable disruption to the RSE, our Fellows, our employees, or to anyone else using or visiting the RSE. Should any of your event attendees refuse to, or appear unwilling to alter any aspect of behaviour that is unacceptable to us, we reserve the right to terminate the stay of the person(s) involved or all you event attendees

10. Liability
a. You agree to pay any loss or liability of any kind to us or any other person caused by you or any of your event attendees and to indemnify the RSE in full against all injury (including death) to any persons or loss of or damage to any property which may arise out of any negligence, act of omission by you or your event attendees
b. If any damage caused by your event prevents facilities and services being used whilst the damage is made good, you will be charged for any revenue lost during this period. We advise that you obtain insurance and are fully insured against all losses or liabilities. We cannot accept responsibility for loss of or damage to property or vehicles belonging to you or any of your event attendees, however caused.

11. Services provided by other parties
a. Only persons or organisations named in the Contract may provide services for your event
b. The RSE cannot accept any liability for any costs connected with services you arrange directly with other providers
c. If you ask us to arrange services to be provided by any other person or organisation, any resulting contract is between you and the person or organisation providing the service, unless we specifically agree otherwise. We will treat the person or organisation providing the service as your event attendee

12. Using RSE name without permission
a. You may not use the name of the RSE, our logo, or any photographs of our premises, internal or external, without our prior written permission.

13. Security
a. You will be liable for all aspects of security surrounding your event
b. You will provide a full list of event attendees no later than three working days before the first day of your event. The list will clearly distinguish between VIPs, guests, speakers, staff and suppliers etc. This information will be treated in strict confidence. If any of the event attendees are security-sensitive, you will inform us. If their presence necessitates additional security, the RSE reserves the right to charge an additional fee in respect of additional costs and expenses incurred as a result
c. For events of more than 15 people, you must provide a member of your staff to stay in the RSE reception area to monitor your delegates on arrival and departure from the building. You should not rely on the RSE receptionist to register your delegates. For events of less than 15 people the RSE receptionist will do it on your behalf, if required

14. Performing Rights Charges
a. If your event involves activities which are subject to the laws governing performing rights, you must inform us about this no later than 14 working days before your event. We will then organise the license for this purpose. Any fee for obtaining this licence will be added into your final invoice. Information on performing rights can be obtained from the Performing Rights Society, 3 Rothesay Place, Edinburgh EH3 7SL (Tel: 0845 300 6033)

15. Health & Safety
a. We comply with statutory requirements governing, licensing, health and safety and entertainment. You are therefore responsible for ensuring that all your event attendees comply with all laws and byelaws relating to these requirements, and with our Health and Safety policy and procedures. A copy of our Health and Safety policy and procedural manual can be obtained from our Director of Corporate Services (tel. 0131 240 5000). If you fail to comply with these Health & Safety obligations, it may result in the termination of the Contract.

16. Prices and Discounts
a. Prices quoted for your event are subject to change, and all charges are based on the prices which apply when the facilities or services are requested.
b. Upon request, the RSE may agree to offer a 25% discount to charities, learned bodies or educational institutions. Please note that this request must be made before the contract has been drawn up. Where a discount has been granted, the RSE will confirm this in the Contract.

17. Complaint Procedure
a. If you have a complaint against the facilities or services provided by the RSE Scotland Foundation Conference Centre during the event, or about any of the arrangements relating to the event you should contact the Front of House Manager (0131 240 5034).


Please find below the contractual terms and conditions for weddings held at the RSE.  You can also download this information in PDF format.

Definitions:

RSE:
The Royal Society of Edinburgh; its connected charitable trust, the RSE Scotland Foundation.

Wedding:
Any ceremony, meals provided and receptions held in the Foundation’s rooms on a date which has been agreed between you and the RSE.

Wedding Attendees:
Any person who will be attending your wedding through invitation by you and anyone providing wedding services organised directly by you and not by the RSE.

Facilities:
Any property including rooms, equipment, fixtures, fittings and furniture belonging to the RSE.

Services:
Includes all services normally provided in relation to a wedding

We; us; our:
The Royal Society of Edinburgh; its connected charitable trust, the RSE Scotland Foundation.

You; your:
The person who is hiring and using the RSE facilities and services

1. Who is this contract between?
a) The contract is between you and us. You accept responsibility for paying all charges, including any extra charges, arising under the contract. The contract is subject to and construed and interpreted in accordance with the laws of Scotland and any relevant regulations of the RSE. You may not transfer your rights or responsibilities under the contract to any other person or organisation.

2. Making a Booking
a) Any booking made with us is granted strictly for the purposes agreed and will be accepted only on that basis, and following receipt of the contract, signed by you, and the non refundable deposit (see section 3). No booking will be confirmed until we have received a signed contract and the non-refundable deposit.
b) Once you have confirmed to us you wish to make a booking, and the specific arrangements for your wedding, we will set the details out in the contract and will send it to you for signature, together with an invoice for the non refundable deposit. Subject to section 2 c), we will provisionally hold the booking for 28 days from the date the contract is issued. No provisional booking will be held for more than 28 days.
c) If during the 28 days you have not returned the contract and not paid the non refundable deposit, and we are approached by another customer to use our facilities on the same date as you, we will contact you to establish if you still wish to proceed with the booking, and if you do will give you 3 days to return the contract and pay the non refundable deposit.
d) If we do not receive the contract and the non refundable deposit by the deadlines set by us in sections 2 b) or c) your booking will be cancelled.
e) On receipt of the contract and non refundable deposit we will confirm, in writing, your booking and receipt of the non-refundable deposit.
f) By signing the contract you will have agreed to pay all the charges set out in the contract, unless these are changed or cancelled under the terms of section 5.

3. Your Deposit
a) If the date of your wedding is more than 6 months after the date the contract is issued by us, you will pay a non refundable deposit of 10% of the full contract price.
b) If the date of your wedding is less than 6 months from the date the contract is issued by us, you will pay a non refundable deposit of 50% of the full contract price.
c) Deposits will be paid in sterling to the address shown on the invoice.

4. What will the contract cover?
a) Your contract with us will include the hire of our facilities, but will not include any catering, including drinks services.  You will arrange these services directly with our approved caterers.  Your contract with us may include other services you have asked us to provide on your behalf.  If you choose to arrange these yourself our preference is that you use our preferred suppliers, but you may use other suppliers, subject to our prior approval.
b) If you do use other suppliers which are approved by us, this will be a separate contract between yourself and the supplier and we do not accept any liability for any costs connected with services you arrange directly with them.

5. Altering / Cancelling the Contract
a) We will accept alterations to the contract up to 28 days before your wedding. After that time we will supply what is agreed in the contract and charge accordingly. We shall have no liability to you for any inconvenience or loss this may cause you.
b) If you do alter the contract, we will issue a revised contract, which you will sign and return to us. The revised contract will only take effect when received by us, and if it is received by us no later than 28 days before your wedding, and if payment has been made in respect of any further non-refundable deposit set by us, which may be required if the contractual alteration results in an increase to the overall cost of the facilities and services being provided through the contract.
c) If you decide to cancel your wedding any payment which you have made to the RSE up to and including the date on which you cancel will not be refunded.
d) We reserve the right to alter or cancel the contract for reasons that are beyond our control. If this happens we will use all reasonable efforts to offer you an alternative. We do not, however, accept responsibility if we cannot provide facilities or services because of any cause which is beyond our control.
e) We reserve the right to cancel the contract without liability to you if you are in arrears of payment or we become aware of any significant change in your circumstances that would adversely affect the reputation of the RSE should your wedding proceed.

6. Further Payments
a) If you paid a 10% non-refundable deposit, you will pay us a further of 40% of the full contract price 6 months prior to the date of your wedding.  This payment will be non refundable.
b) We will invoice you for any further 40% payment you are due.
c) 28 days before your wedding we will send a final invoice to you for the balance of all final charges set out in the contract.
d) You will make further payments in sterling to the address shown on the invoice.  You will pay within 14 days of the date of the invoice and we will confirm receipt of payment. If you do not pay the invoice in full and on time we reserve the right to cancel the contract.

7. Behaviour of Wedding Attendees
a) It is your responsibility to ensure that your wedding attendees behave in a way that does not cause damage to our facilities or equipment provided by other service suppliers, or that creates a nuisance or unreasonable disruption to our staff or to anyone else present during the wedding.  Should any of your wedding attendees refuse to, or appear unwilling to alter any aspect of behaviour that is unacceptable to us, we reserve the right to terminate the stay of the person(s) involved or all your wedding attendees.
b) You or your wedding attendees are not permitted to bring food or drinks into our facilities.
c) You or your wedding attendees are not permitted to smoke in, or bring any banned substances into, our facilities.
d) Should you or your wedding attendees fail to comply with sections 7 b) or c), we reserve the right to terminate the stay of the person(s) involved or all of your wedding attendees.

8. Liability
a) You agree to pay any loss or liability of any kind to us or any other person caused by you or any of your wedding attendees and to indemnify the RSE in full against all injury (including death) to any persons or loss of or damage to any of our facilities or any other property which may arise out of any negligence, act of omission by you or your wedding attendees.
b) If any damage caused by your wedding prevents our facilities and services being used whilst the damage is made good, you will be charged for any revenue lost during this period.
c) We advise that you obtain insurance and are fully insured against all losses or liabilities. We cannot accept responsibility for loss of or damage to property or vehicles belonging to you or any of your wedding attendees, however caused.

9. Animals and pets
a) No animals or pets of any kind, except guide dogs, are allowed on our premises.

10. Using RSE name without permission
a) You may not use the name of the RSE, our logo, or any photographs of our premises, internal or external, without our prior written permission.

11. Security & Health and Safety
a) You will provide a full list of wedding attendees no later than 7 days before the wedding. This information will be treated in strict confidence.
b) If any of your wedding attendees have personal security needs over and above what we would normally provide, you will inform us. If their presence necessitates us to provide additional security services, we reserve the right to make additional charges in respect of any additional costs and expenses incurred.
c) We comply with statutory requirements governing licensing, health and safety and entertainment. You are therefore responsible for ensuring that all your wedding attendees comply with all laws and byelaws relating to these requirements, and with our Health and Safety policy and procedures. A copy of our Health and Safety policy and procedural manual can be obtained from our Director of Corporate Services (tel. 0131 240 5000).
d) Should you or your wedding attendees fail to comply with sections 11 a) b) and c), we reserve the right to terminate the contract, or on the day of the wedding terminate the stay of the person(s) involved or all your wedding attendees.

12. Complaint Procedure
a) If you have a complaint against the facilities or services provided by us or about any of the arrangements relating to your wedding you should, in the first instance, contact our Front of House Manager (0131 240 5034).