Frequently asked questions

Use our comprehensive list of frequently asked questions and answers to assist you with your venue search and help you plan your events.

Sir Joseph Banks Building at night


What do the venue hire fees include? 

  1. Exclusive use of the venue on your chosen day for the agreed venue hire period.
  2. Event support from the Kew Gardens Operations Team, consisting of a venue manager on the day of your event. Our role is to manage your onsite logistics on the day of your event and act in an advisory capacity in the run up to your event.
  3. Security staffing
  4. Cleaning of the venue, before and after your event
  5. Access to the greater gardens for your guests throughout their opening hours, on the day of your event.
  6. Cambridge Cottage hire fee includes use of the venue's stock furniture.
  7. Orangery Conference Room hire fee includes use of the inbuilt projector, screen and two flipcharts.
  8. Orangery hire fees include night time lighting of the pathways.
  9. The Temperate House hire fee includes toilet hire with encasing Marquee and connection to the glass house with an awning.
  10. Nash Conservatory hire fee includes use of the bathroom facilities in a neighbouring building and the use of the private lawn area between Kew Palace and the Joseph Banks Building upon request.
  11. The Sir Joseph Banks Building hire fee includes the use of the venue's stock furniture and the use of the private lawn area between Kew Palace and the Joseph Banks Building upon request.

  

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

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

 

Does Kew offer a half day or hourly rate?

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 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 payment is required within 30 days after the event.

 

Does Kew offer a discount on their venue hire fees?

The funds generated from venue hire are a vital source of income for Kew, a registered 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. Corporate members of Kew Gardens receive a venue hire discount dependent upon their level of membership. Please contact the Kew Events team for further information.

 

Can we bring our own suppliers to Kew?

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, production and AV are allowed to provide a service for any event at Kew. Suppliers that provide a service which is not intrusive by its nature, does not require power from the venue and is 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.
Having an approved supplier list allows us to restrict the range of suppliers to those that provide a service to the very high standards of delivery that we expect for our clients.
Please be aware that only our resident caterer, Peyton Events, may provide catering for the Orangery Conference Room events.

  

What about access and setup for caterers and suppliers? 

Supplier setup takes place before your hire time starts so that your chosen venue will be ready to receive you and your guests at your venue hire start time. Caterer and supplier access to the building for setup is pre-arranged directly between your suppliers and the Kew Events Team.

  

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 acts can be accommodated but only with prior written permission from our Event Operations Team
If you choose an entertainment act that is not directly booked through one of our four approved entertainment suppliers they must adhere to the following essential requirements;

  • All acts must work within the venue and garden regulations, Kew's Premises Licence and Kew’s health & safety protocol.
  • All equipment must be PAT test certified.
  • The act must be covered by Public Liability Insurance for £5 million.
  • The act must operate at less than 85 decibels
  • The client is responsible for hiring a sound technician from one of our approved suppliers (entertainment or production) to conduct pre-event checks and oversee the setup, performance and de-rig on the day of your event, to ensure that your chosen act is made aware of the specifications of Kew Gardens 

 

Do you have any music restrictions within your venues?

Due to the regulations of Kew’s Premises Licence and the necessity to maintain goodwill between Kew and our surrounding neighbours, all amplified evening music must be performed inside your chosen venue.

Cambridge Cottage

All amplified music must go through our sound limiter systems in either the Drawing Room or Gallery. The sound limiters are set at a specified decibel level, above which the music will cut out. A maximum 4 piece band including vocals is recommended to stay within decibel limits and they must play within the Gallery. A DJ can set up within the Gallery or the Drawing Room. Musicians (acoustic or amplified) may only play inside the venue. However, the windows and doors of your chosen venue may be kept open so your guests may enjoy the music whilst they are outside.

For all other Kew Venues, sound readings are taken and recorded at regular intervals to ensure adherence to our Premises Licence. Acoustic musicians can be accommodated outdoors on the Orangery Terrace or on the Lawn area that is used for Nash Conservatory and Sir Joseph Banks Building Events.

 

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 times agreed 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?

Items cannot be left in the venue over night. 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?

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 11pm.

Cambridge Cottage

A one hour extension to midnight is available and chargeable upon request

For all other Kew venues additional hourly extensions, to 1am at the very latest, are available and chargeable upon request (subject to availability).

 

Can we provide our own alcohol?

Please liaise directly with Kew’s approved caterers to discuss your event beverage options. All Kew caterers allow guests to provide their own alcohol and they will charge accordingly. Alternatively they can also offer per person drinks packages and/or cash bars.

 

Are there any restrictions regarding 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. You may have candles as long as they are encased in glass containers that are taller than the flame when lit.

 

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. However we are happy for you to provide your own laptop, portable projector and small pull up screen on the proviso that:

  • All equipment is PAT test certified and company owned
  • You are covered by Public Liability Insurance for £5 million
  • All cables/wires are matted over rather than taped down. Please be aware that the Kew events team reserve the right to charge the client should damage be caused by tape used on the floor

Any substantial equipment (e.g. large screen and drape kit) must be sourced through Sound by Design. Please be aware that the Kew events team reserve the right to refuse the use of any equipment that is not supplied by an approved supplier, should it be deemed unsuitable for the venue.


Is there Wi-Fi available within the venues?

All of our venues have Wi-Fi which can be used for checking emails and web browsing. If you require Wi-Fi for additional purposes, such as downloading files, we ask that you inform us of your requirements as soon as possible. Our Wi-Fi capacity can be increased on a case by case basis depending upon your exact requirements.

 

Can our guests use the Kew Car Park?

The Kew Gardens public car park is not ideal 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.

We have a private car park situated on Kew Green which can be hired in addition to the venue hire fee, subject to availability.

There is complimentary parking around Kew Green, however we do encourage the use of public transport whenever possible for environmental and conservation reasons and we are ideally located for several public transport services. Use our map for directions on how to find us.

 

Can we have fireworks?

Fireworks are not permitted at any private events at Kew.

 

Can we have outdoor furniture in the Gardens?

In order to preserve the Gardens, any outdoor furniture and its proposed location must be approved by the Operations Team before your event date. Additional furniture can only be positioned on concrete areas of the Garden; it cannot be placed on the lawns. Picnic blankets can be used on the lawn areas as an alternative.

 

Can we have outdoor games in the Gardens?

In order to preserve the Gardens, any outdoor equipment or games must be approved by the Operations Team before your event date. Failure to do this before your event may result in unapproved items being refused entry onsite or confiscated during your event. We cannot permit the use of any ball games or any games that may involve items being staked into the lawns.

 

Can we have a barbecue in the Gardens?

Barbecues are permitted within Cambridge Cottage Garden, on the Orangery Terrace or on the Lawn area that is used for Nash Conservatory and Sir Joseph Banks Building Events. Please contact our Kew approved caterers to discuss catering options and menus.

 

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

Our venues come with varying degrees of outdoor space that are included in your exclusive hire space and may be utilised for your event. An indoor option must always be hired alongside an outdoor space in case of wet weather. 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 the outdoor area that you use for your event will not impact on the experience of our day visitors.

 

Can we have team building events at Kew?

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. Agreed activities may therefore only take place in your private event area. Previous team building activities have included garden-wide treasure hunts during the garden open hours.

 

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

Kew cannot permit venue hire for events that are open to the general public as we must ensure that none of our events impact upon the experience of our day visitors. This includes presenting additional experiences that are not in line with Kew’s standard offering.

 

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

The Events Team cannot facilitate requests for filming or photo shoots at Kew. If your request is for a 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. Alternatively if your request is of a Public Relations nature ask for Kew's PR Department.

 

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.

 

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