Children’s parties at The Steading

Provider: Rosewell Development Trust, The Steading, Carnethie Street, Rosewell, EH24 9AA
Contact: info@rdtrosewell.org.uk | 0131 629 9398
Effective date: 16 September 2026

 Scope

These terms apply to children’s Saturday party bookings in the Main Hall at The Steading. Separate terms apply to other room hire, activities, Soft Play and Sensory Room bookings.

Key points

• Hall access is from 12:30 to 15:30. Access is not available before or after these times.
• All party activities and entertainment must finish by 15:00. The final 30 minutes are for clearing and cleaning.
• The hall must be fully cleaned and vacated by 15:30. Staff finish work at 15:30 and no grace period is available.
• Standard overruns incur a minimum £40 charge. Late removal of a bouncy castle or other large equipment incurs a minimum £60 charge.
• A £30 non-refundable deposit secures the booking. The full balance is due at least two weeks before the party.
• The hirer is responsible for guests, children, suppliers, equipment, cleaning, rubbish and any damage caused.
• At least one responsible adult must be present for every ten children, with additional supervision where required.
• Alcohol is not permitted at children’s parties.

 

Booking and confirmation

A booking is confirmed when Rosewell Development Trust (RDT) issues a booking confirmation after receiving the required deposit.

Bookings must be made at least one month before the party. The booking may only be used for the children’s party described at the time of booking and must not be transferred, assigned or sublet.

 

Payment and cancellations

A £30 deposit is required to secure the booking. The deposit is non-refundable.

The full balance must be paid at least two weeks before the party. RDT may cancel an unpaid booking if the balance is not received by the due date.

Customer cancellations must be made in writing. The £30 deposit remains non-refundable.

If RDT cancels because the hall is unavailable or the party cannot safely or lawfully proceed for reasons not caused by the hirer, RDT will refund payments made for the hall hire. This does not affect the hirer’s statutory rights.

 

Access, party time and clear-down

Hall access is from 12:30 to 15:30. Access cannot be provided before 12:30, including to entertainers, caterers, bouncy-castle providers or other suppliers. Access is limited to the Main Hall and any facilities specifically agreed with RDT.

All setting up, party activities, supplier access, dismantling, clearing and cleaning must take place within the booked period.

All party activities and entertainment must finish by 15:00. The period from 15:00 to 15:30 is reserved for clearing and cleaning. The hall must be fully cleaned and vacated by 15:30.

Staff finish work at 15:30 and may have personal commitments afterwards. Hirers must plan accordingly, as no additional time or grace period is available.

 

Overruns and additional cleaning

The booking is considered to have overrun if, at 15:30, any guests or suppliers remain; clearing or cleaning is incomplete; rubbish, decorations, belongings or equipment remain; or the hall has not been returned in the required condition.

A minimum overrun charge of £40 applies for the first hour or part of an hour of additional staff attendance or cleaning. Further staff time is charged at £40 for each additional hour or part of an hour.

Additional charges will be invoiced and must be paid within seven days. Serious or repeated breaches, or unpaid charges, may result in future bookings being refused.

 

 Capacity, children and supervision

The maximum party capacity is 30 children, subject to any lower limit confirmed by RDT for the planned layout or equipment. The hirer must also comply with the overall safe capacity advised by RDT.

Children must be supervised at all times, including when entering and leaving the building. At least one responsible adult must be present for every ten children, and the hirer must provide any additional supervision needed for the children’s ages, activities or support needs.

The hirer is responsible for ensuring that entertainers and other suppliers meet any safeguarding or Disclosure Scotland requirements that apply to their work.

 

External suppliers and insurance

The hirer is responsible for the actions, conduct and timing of all entertainers, caterers, decorators, inflatable providers and other suppliers engaged for the party.

External suppliers must hold valid public liability insurance appropriate to their activity. Supplier details and a current insurance certificate must be provided when requested and no later than 21 days before the party. A supplier may be refused access if satisfactory evidence is not provided.

All supplier arrivals, setting up, dismantling and collections must take place between 12:30 and 15:30. Supplier delays do not automatically extend the booking or remove the hirer’s responsibility.

Any external structure, electrical equipment or other equipment must be safe, suitable for the hall and approved by RDT where requested. RDT may require evidence of safety testing or other relevant certification.

 

Bouncy castles and external equipment

The Bouncy Castle Man is RDT’s preferred provider. If another provider is used, the insurance requirements above apply.

Bouncy castles are limited to low-roofed models with a maximum height of 2.3 metres. A castle exceeding this height will not be permitted, and the hirer remains responsible for any resulting supplier costs.

The hirer must ensure that all bouncy castles, inflatables and other external equipment are dismantled and removed by 15:30. RDT staff will not dismantle, lift, move or store external equipment.

Equipment left after 15:30 will incur a minimum £60 late-removal charge instead of the standard £40 overrun charge. This covers the first hour or part of an hour of additional staff time. Further attendance, including a return visit, is charged at £60 per hour or part of an hour. Equipment left overnight incurs a further £60 charge for each night.

Where necessary, RDT may arrange removal or storage and charge the hirer any reasonable resulting costs. Serious or repeated breaches, or unpaid charges, may result in future bookings being refused.

 

Cleaning and handover

The hall will be provided in a clean and usable condition. Any existing issue must be reported to a member of staff before the party begins. The hirer must return the hall in an equivalent condition before 15:30.

Before leaving, the hirer must:

• clear and wipe all tables;
• clean any spillages;
• sweep the hall floor and mop any areas where required;
• remove all food, decorations, fixings, gifts, belongings and equipment;
• bag and take away all rubbish, using their own rubbish bags; and
• ensure that all guests, entertainers, suppliers and their equipment have left.

Staff may begin folding and storing the tables and chairs supplied by The Steading from 15:00, once the hirer has cleared them. Staff are not responsible for clearing tables, cleaning after the party, removing rubbish or decorations, or dismantling, lifting, moving or storing external equipment.

The named hirer must remain until the hall has been returned in the required condition and the handover is complete.

 

Use of the hall and conduct

The hall may only be used for the agreed children’s party. The hirer is responsible for the behaviour of guests and suppliers and for their orderly and safe arrival and departure.

Music must be kept at a reasonable volume because the café and other parts of The Steading may remain in use. Staff may require the volume to be reduced.

Alcohol is not permitted at children’s parties. Smoking and vaping are not permitted inside The Steading. Illegal activity, threatening or abusive behaviour, and anything that creates an unreasonable safety risk are prohibited.

 

Decorations, furniture and alterations

Party cannons, confetti, glue and glitter are not permitted in the Main Hall.

No nails, screws, staples, Sellotape or other fixings may be used on walls, doors, ceilings, pillars, furniture or fittings. Only Blu Tack may be used, and any residue must be removed before leaving.

No alteration or addition may be made to the hall, furniture, fixtures or fittings. Furniture and RDT equipment must not be moved or used without staff agreement. Nothing may be attached to fire-safety equipment, signs, doors or emergency exits.

 

Food and refreshments

The hirer is responsible for the safe handling of any food or drink they bring into the hall and for providing appropriate allergen information to their guests. Kitchen access and café catering are not included unless separately agreed.

 

Damage and personal property

The hirer must take reasonable care of the hall, furniture, fixtures, fittings and RDT equipment. The hirer is responsible for the reasonable cost of repairing or replacing damage or loss caused by the hirer, guests or suppliers, excluding normal wear and tear or damage caused by RDT’s negligence or faulty equipment.

Damage, faults, hazards or accidents must be reported to staff immediately. Where this is not possible, the hirer must notify RDT in writing within 24 hours.

Hirers and attendees are responsible for their belongings. RDT is not responsible for loss of or damage to personal property in The Steading or the attached car park, except where caused by RDT’s negligence.

 

Health, fire safety and RDT’s right to intervene

The hirer and all attendees must follow staff instructions, displayed fire and evacuation notices, and The Steading’s health, safety and security procedures. Fire exits, escape routes and safety equipment must remain clear and must not be interfered with.

RDT may refuse entry, require an activity to stop, remove a person or end the party where reasonably necessary for safety, security or order, or where there is a serious breach of these terms. No refund will be due where the party is ended because of the hirer’s serious breach or the conduct of their guests or suppliers.

 

Data protection, complaints and governing law

Personal information submitted in connection with the booking will be handled in line with RDT’s Privacy Policy.

Questions or complaints should be sent to info@rdtrosewell.org.uk or raised by calling 0131 629 9398. RDT will try to resolve issues promptly.

These terms are governed by the laws of Scotland and are subject to the jurisdiction of the Scottish courts.