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?

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.
Nash Conservatory hire fees include use of the Joseph Banks Building loos and 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 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 deposit by cheque, bank transfer or card payment for our venue hire fees+VAT. Please make cheques payable to RBG Kew Enterprises Ltd. We do not unfortunately accept American Express. Full payment of our hire fees is required 2 months before your event date. 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 payment is required 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 Licence and health & safety protocol. A sound technician must also be contracted to manage your non-approved entertainment from a Kew approved supplier. Please see our approved suppliers list for accredited entertainment suppliers.

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

Due to the regulations of Kew’s Premises Licence and the necessity to maintain goodwill between Kew and our surrounding neighbours, all acoustic or amplified evening music must be performed inside your chosen venue. A maximum 4 piece band including vocals is recommended to stay within decibel limits.

Cambridge Cottage - 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.
Sound readings are taken and recorded at regular intervals across all other Kew venues to ensure adherence to our Premises Licence.

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 windows and doors of your chosen venue may be kept open so your guests may enjoy the music whilst they are outside.

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)?

Please liaise directly with Kew’s approved caterers to discuss your event beverage options. All Kew caterers offer the option of client self-supply of alcohol, drinks packages on a per head basis, the consumption of beverage on a sale or return basis and evening cash bars.

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?

The Kew Gardens public 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.

Please contact the Kew Events Team to discuss your transport requirements.

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?

In order to preserve the Gardens, any outdoor furniture, equipment or games must be approved by the Operations Team before your event date. Failure to do this before your event may result in the refusal of unapproved items to be brought onsite or confiscated during your event.

Cambridge Cottage Duke’s Garden – no furniture or lanterns may be used on the lawn area or gardens immediately surrounding Cambridge Cottage in an effort to preserve the lawn for everyone’s enjoyment. Your chosen Kew approved caterer may source a limited amount of furniture on the concrete patio area. Lanterns are also permitted on the concrete patio. Picnic rugs may be used on the lawn and floodlights are in place to provide night time lighting for the Duke's Garden.
Orangery Lawn – picnic rugs may be used on the Orangery Lawn. Furniture and lanterns may not be used on the lawn area. Furniture and lanterns may be placed on the Orangery Terrace.
Nash Conservatory – picnic rugs may be used on the lawn area immediately surrounding the Nash Conservatory. Picnic rugs may be used on the private lawn area between Kew Palace and the Joseph Banks Building pond which is made available for Nash Conservatory clients upon request. Garden furniture may be sourced from your chosen Kew approved caterer for this area pending the approval of the Operations Team.
Orangery Conference Room - a small concrete patio area is located directly outside the Orangery Conference Room which may be utilised in a discrete manor for temporary breaks.

Can we have an outdoor event/barbecue?

Barbecues are permitted. Please contact our Kew approved caterers to discuss catering options and menus.

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 are included in your exclusive hire space and may be utilised for your event. 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 Gardens, Kew Gardens is not suitable for activities that may damage our grounds, buildings or visiting public.

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.

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 host photo shoot 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.

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.