FAQs

Wolfson Lecture Theatre	12.4m by 7.4m
Wellcome East Room	13m by 6m
Wellcome West Room	16.5m by 10.5m by 6.5m
Upper Gallery	12m by 5.5m
Kelvin Room	7m by 8.5m
Swann Room	7.5m by 10m
Lower Gallery	5.5m by 7m
James Clerk Maxwell Room	7.5m by 5m
Scott Room	8.5m by 8m
Fellow's Room	7.5m by 5.5m

What are the capacities of the rooms? Back to top

Please see link Room Capacities

How is catering organised? Back to top

We do not have an internal catering service and it is your responsibility to book your own catering with one of our approved caterers. You can find our list of approved caterers on this website. Please check with the RSE to see if there is already a caterer in the building on the day of your event. In some instances, we may ask you to use the same company. Once you have booked your catering with your chosen caterer and agreed on all costs, the RSE will liaise with them to organise your event.

Do any of the rooms work well together? Options depend on the size of your event:

For a main conference room and a refreshment area:

Wellcome West Room and Wellcome East Room
Upper Gallery and Lower Gallery
Wolfson Lecture Theatre and Upper Gallery
Wolfson Lecture Theatre and Galleries (Upper and Lower)
Wolfson Lecture Theatre and Wellcome Rooms

For a main conference, refreshment area and one break out room:

Wolfson Lecture Theatre, Upper Gallery and Lower Gallery
Wellcome West, Wellcome East and Kelvin Room

For a main conference, refreshment area and two breakout rooms:

Wolfson Lecture Theatre, Upper Gallery, Lower Gallery and Swann Room
Wellcome West, Wellcome East, Kelvin Room and Scott Room

For a main conference, refreshment area and three break out rooms:

Wolfson Lecture Theatre, Upper Gallery, Lower Gallery, Swann Room and Clerk Maxwell Room
Wellcome West, Wellcome East, Kelvin Room, Scott Room and Clerk Maxwell Room

For a main conference, refreshment area and four breakout rooms:

Wolfson Lecture Theatre, Upper Gallery, Lower Gallery, Swann Room, Clerk Maxwell Room, Wellcome East Room

For a main conference, refreshment area and five break out rooms:

Wolfson Lecture Theatre, Upper Galler, Lower Gallery, Swann Room, Clerk Maxwell Room, Wellcome East and Wellcome West

For boardroom style meetings:

James Clerk Maxwell Room
Kelvin Room
Upper Gallery
Wellcome East Room
Wellcome West Room
Swann Room
Scott Room
Lower Gallery

For classroom/ exam style meetings:

Wellcome East Room
Wellcome West Room
Upper Gallery

Can I come and see the rooms before I book? Back to top

You can arrange to come into the RSE for a room tour by contacting the conference centre co-ordinator on 0131 240 5034, or by email at rooms@royalsoced.org.uk

Does the RSE building and rooms have wheelchair access?

If you are in a wheelchair and you are coming to the RSE for an event, you should use the entrance at 26 George Street, and ring the bell. Please inform the RSE reception on 0131 240 5000 in advance. All of the RSE rooms have wheelchair access, except the Lower Gallery, which can only be accessed by stairs.

Are there any discounts? Back to top

Upon request, the RSE may agree to offer a discount to a charity, learned body or educational institute on room hire rates, so long as it is requested before the contract is drawn up. Where a discount has been granted, the RSE will confirm this in the contract. You may also be able to receive a discount for volume bookings.

How do I make a booking? Back to top

You can book rooms by phoning or emailing the conference centre co-ordinator on 0131 240 5034/ rooms@royalsoced.org.uk. Once you have made the booking, a contract and deposit invoice (25% of room hire) will be sent to you, and you must return them by the specified deadline in order to make your booking official. If you do not send it back by this date, we reserve the right to release the provisional booking held.

Is the Royal Society of Edinburgh's conference centre like any other conference centre?

No. The Royal Society of Edinburgh has a charitable status, unlike a commercial hotel or conference centre business. Due to this, our terms and conditions may be different, so please take the time to read over them.

When will my final invoice be sent out? Back to top

We will send out your final invoice for the balance of all the final charges and faciliites set out in your Contract as soon as possible after your event. Please pay it within 28 days of the date of the invoice.

Can I alter my contract? Back to top

You can alter your contract up to 7 working days before your event but you may still have to pay cancellation charges for the rooms you no longer require. We will issue an amended contract to account for your changes, which should be returned to us by 7 days before your event.

What is the RSE's cancellation policy? Back to top

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 cancellation charges stated in clause 5 of the terms and conditions.

Can any organisation rent rooms from the RSE? Back to top

You can hold a meeting or an event at the RSE so long as it is in some way educational in its nature. No form of commercial activity, or meeting for a political purpose may be held on the premises.

How do I make a complaint? Back to top

If you have a complaint against the facilities, services or staff at the conference centre during the event, or about any of the arrangements relating to the event, you should contact the Conference Centre Co-ordinator on 0131 240 5034/ rooms@royalsoced.org.uk

Do I have to pay for a performing rights licence? Back to top

If your event involves activities which are subject to the laws governing performing rights, you must inform us about this no later than 14 days before your event. We will organise the licence for this purpose. Any fee for obtaining this licence will be paid directly by you. Contact the Performing Rights Society for information on performing rights, on 0845 300 6033

Am I responsible for aspects of security surrounding my event?

Yes, it is your responsibility to help us ensure that your event is secure. You must provide a full list of event attendees no later than 3 working days before the first day of your event. The list should clearly distinguish between VIP's, guests, speakers, staff and suppliers etc. If any attendees are security-sensitive, you should 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.

You are also responsible for ensuring that a member of your staff stays in the reception area to register event attendees on arrival and departure from the building. You should not rely on the RSE receptionist to monitor your delegates.

Can I use the RSE name/logo? Back to top

You may be able to use the RSE name or logo on your literature; however you must ask the conference centre co-ordinator in advance of doing so.

How do I hire an AV technician to work at my event? Back to top

If you need a technician to work at your event, you should ask the conference centre co-ordinator to organise this for you. Extra charges are applied if you require a technician to work at your event, and will be added into your contract.

Can I email presentations to the RSE in advance? Back to top

Yes, we recommend that you send presentations to us no later than 3 days before your event if you want them to be tested on our system. Please send them to rooms@royalsoced.org.uk and they will be forwarded on to the AV technician.

Can I use my own AV suppliers? Back to top

You can bring in your own AV suppliers to work at your event, however you must inform us of this in advance, so we can put it into your contract. Only persons or organisations named in the contract may provide the services for your event, and the RSE cannot accept any liability for any costs connected with services you arrange directly with other providers.

What happens if I want to have access to the building outwith its usual opening times?

The RSE is normally open Monday - Friday 8.30-17.30. If your event requires the building to be open before 8.30, additional costs will apply. If you event goes on after 17.30, no additional costs will apply, however, the building does not normally remain open after 23.00. The RSE does not normally open at the weekend, however, if we agree to do so, additional charges will apply.

Am I responsible for the conduct of my employees and event attendees?

Yes, please 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 of your event attendees.

Do I need public liability? Back to top

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 idemnify the RSE in full against all injury (including death) to any person of loss or damage to any property which may arise out of negligence, act of omission by you or your event attendees.

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 or damage to property or vehicles belonging to you or any of you event attendees, however caused.

What is the RSE's health and safety policy? Back to top

To receive a copy of our Health and Safety policy manual pelase phone our Property Services Officers on 0131 240 5014. 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 lawas and byelaws relating to these requirements, and with our Health and Safety procedures.