Terms & Conditions
These Terms & Conditions apply to all bookings made with Hamilton Stadium.
By paying a booking deposit and confirming your event, you agree to the terms outlined below.
We want our booking process to be as straightforward and transparent as possible. Please read these terms carefully before confirming your event.
1. Making a Booking
All bookings are subject to availability and are not confirmed until:
We have accepted your booking;
The required deposit has been received; and
Written booking confirmation has been issued.
Any date discussed before payment of the deposit should be considered provisional unless we confirm otherwise in writing.
The person making the booking must be aged 18 or over and will be considered the main point of contact for the event.
2. Booking Deposit
A deposit of 25% of the total booking value is required to secure your event date.
Your date will not be considered fully booked until the deposit has been received and confirmation has been provided by us.
The deposit forms part of the overall cost of your booking and will be deducted from the final balance.
3. Final Payment
The remaining balance must be paid no later than 28 days before the event date, unless otherwise agreed in writing.
Bookings made within 28 days of the event may require full payment at the time of booking.
If payment is not received by the agreed deadline, we reserve the right to treat the booking as cancelled after making reasonable attempts to contact you.
4. Cancellations
We understand that circumstances can change. If you need to cancel your event, please notify us in writing as soon as possible.
Any refund or cancellation charge will take into account the notice provided, costs already incurred by the venue and our ability to rebook the date.
As a general guide:
More than 90 days before the event:
Any payments made beyond the booking deposit will normally be refunded, less any reasonable costs already incurred.
Between 30 and 90 days before the event:
A cancellation charge may apply based on costs incurred and the likelihood of the date being rebooked.
Less than 30 days before the event:
A greater proportion of the booking cost may be retained where we have incurred costs or are unable to reasonably rebook the date.
We will always assess cancellations fairly and individually.
5. Postponements and Date Changes
If you need to postpone your event, please contact us as soon as possible.
Where reasonably possible, we will allow your booking to be transferred to another available date.
Any change of date will be subject to:
Venue availability;
Any difference in package or venue hire price;
Supplier or catering costs already incurred; and
The amount of notice provided.
A reasonable administration or rescheduling charge may apply where the venue has incurred additional costs.
6. Changes Made by the Venue
In exceptional circumstances, we may need to make changes to your booking.
If we are unable to host your event due to circumstances within our reasonable control, we will offer an alternative date where appropriate or refund payments relating to services we are unable to provide.
We will contact you as quickly as reasonably possible if any significant change affects your booking.
7. Guest Numbers
The maximum capacity of the venue is 200 guests, although the permitted number may vary depending on the room layout, event type and facilities required.
Final guest numbers should be confirmed no later than 14 days before the event.
Guest numbers must not exceed the agreed venue capacity.
8. Venue Hire Times
Your agreed access, event start and finishing times will be detailed in your booking confirmation.
The venue must be vacated by the agreed finishing time unless an extension has been arranged with us in advance.
Additional charges may apply where an event significantly exceeds the agreed hire period.
9. Tables, Chairs and Venue Setup
Standard tables and chairs are included where specified within your chosen package.
The final room layout should be agreed with us before the event.
Any specialist furniture, additional equipment, linen, styling or décor that is not included within your package may incur an additional charge.
10. Decorations
Clients are welcome to personalise the venue, subject to prior approval.
Decorations must not cause damage to walls, floors, ceilings, furniture or other venue property.
Items must not be attached using materials that may permanently mark or damage surfaces.
Any candles, electrical equipment, specialist effects or unusual decorations must be discussed with the venue beforehand.
Decorations should normally be removed following the event unless alternative arrangements, such as our events clean up option have been agreed.
11. Damage to the Venue
The person making the booking is responsible for ensuring that reasonable care is taken of the venue during the event.
You may be responsible for the reasonable cost of repairing or replacing venue property where damage has been caused by you, your guests or suppliers connected with your event.
Normal wear and tear will not be charged.
We will provide details of any damage and associated reasonable costs where a charge is required.
12. Behaviour and Conduct
We want everyone attending the venue to have a safe and enjoyable experience.
The booking organiser is responsible for the reasonable behaviour of their guests.
Some event types may require security; This will be discussed at the point of booking.
We reserve the right to intervene where behaviour is abusive, threatening, unsafe or causing significant disruption to staff, guests or neighbouring properties.
In serious circumstances, individuals may be required to leave the venue and an event may be ended where necessary to protect the safety of those present.
13. Children and Young People
Children attending an event must remain appropriately supervised by a responsible adult.
Parents, guardians and event organisers remain responsible for children attending private functions unless childcare or entertainment has specifically been provided under a separate arrangement.
14. Food and Catering
Where catering is provided by us, menu choices and final guest numbers must be confirmed by the deadline provided with your booking.
External catering may only be used with prior approval from the venue.
Where an external caterer is permitted, they remain responsible for complying with all applicable food hygiene, food safety and allergen requirements.
We may request appropriate documentation from external commercial caterers before permitting them to operate within the venue.
15. Allergies and Dietary Requirements
Please inform us of any allergies or dietary requirements as early as possible and no later than the deadline provided for final catering arrangements.
We will provide relevant allergen information for food and drink supplied by us and will take reasonable steps to manage dietary requirements.
While appropriate food safety procedures will be followed, we cannot guarantee that every food item can be prepared in a completely allergen-free environment.
Guests with serious allergies should discuss their requirements with us before the event.
16. Bar and Drinks
Where bar services are provided, they will operate in accordance with the venue's premises licence and applicable Scottish licensing requirements.
Bar opening and closing times will be determined by the venue's licence and the arrangements agreed for your event.
Alcohol brought onto the premises is not permitted and indviduals doing this, will be directed to leave.
Venue staff reserve the right to refuse service where required by law, licensing conditions or for safety reasons.
17. Entertainment, DJs and Performers
While Hamilton Stadium can book entertainment at our customers request, please be advised this is a third party booking and we are ultimately not responsible for any issues that may arise.
DJs, bands, performers and other entertainment are welcome where appropriate for the event and agreed in advance.
External entertainment providers may be required to provide relevant documentation, such as public liability insurance or electrical safety information, where appropriate.
Entertainment must operate within any applicable licensing, safety and noise restrictions.
All music and entertainment must finish by the agreed event finishing time.
18. External Suppliers
You must inform us in advance of any external suppliers attending the venue, including:
DJs and bands;
Photographers and videographers;
Decorators;
Florists;
Caterers;
Entertainment providers; and
Event equipment suppliers.
External suppliers remain responsible for their own equipment, insurance and compliance with applicable legal and safety requirements.
The venue reserves the right to refuse equipment or arrangements that we reasonably believe could present a safety risk or cause damage to the premises.
19. Accessibility
We aim to make the venue as accessible as reasonably possible.
The venue itself has many accessibility features, such as:
Level access
Elevator
Disabled toilet
Disabled parking
Please notify us before your event of any specific accessibility requirements so that suitable arrangements can be discussed.
20. Parking and Personal Property
Where parking is available, vehicles and belongings are left at the owner's own risk to the extent permitted by law.
Guests should not leave valuable belongings unattended.
Please speak with our team regarding any items lost or found following an event.
21. Cleaning
All standard clean up charges are included within the booking cost.
Additional reasonable cleaning charges may apply where excessive cleaning is required as a result of the event.
The organiser may also be responsible for reasonable costs associated with removing property, decorations or waste left at the venue contrary to the agreed arrangements.
22. Smoking and Vaping
Smoking is not permitted inside the venue.
Guests should use designated outdoor areas where provided and dispose of waste responsibly.
Venue rules regarding vaping should also be followed.
23. Photography and Social Media
Guests remain responsible for respecting the privacy of others when taking and sharing photographs.
24. Circumstances Beyond Our Control
Occasionally, circumstances outside the reasonable control of either party may affect an event, such as severe weather, utility disruption, government restrictions or other exceptional circumstances.
Where this happens, we will work with you in good faith to find a reasonable solution, which may include postponement, rescheduling or another appropriate arrangement depending on the circumstances.
25. Liability
Nothing within these Terms & Conditions excludes or limits liability where doing so would be unlawful.
The venue will not normally be responsible for losses caused by circumstances outside our reasonable control or for loss or damage resulting from a guest or external supplier's own actions.
Clients remain responsible for arranging any additional event insurance they consider appropriate.
26. Changes to Your Booking
Any significant changes to your event, including guest numbers, timings, catering, entertainment or room setup, should be discussed with us as early as possible.
Changes are subject to availability and may result in changes to the final price.
Any additional costs will be confirmed before the change is accepted.
27. Privacy and Personal Information
Personal information provided as part of an enquiry or booking will be handled in accordance with our Privacy Policy and applicable UK data protection requirements.
Information will only be used where necessary to manage your enquiry, booking, event or other legitimate business requirements.
We reserve the rights to contact you regarding future events at Hamilton Stadium.
28. Governing Law
These Terms & Conditions are governed by the laws of Scotland.
Nothing in these terms affects any statutory rights you may have as a consumer.
29. Acceptance of These Terms
By paying the required deposit and receiving confirmation of your booking, you confirm that you have read, understood and accepted these Terms & Conditions.
Venue: Hamilton Community Stadium
Address: Cadzow Avenue, Hamilton, ML3 0FT
Email: enquiries@qnoshaccies.co.uk
Last updated: August 2026