The East India Club
Terms and Conditions, and Booking Form for Private Events to be held at the Club
Mutual Trading
Owing to our obligations on mutual trading, the Club is required to invoice all members directly for any meetings or events taking place.
Bookings
Provisional bookings will be held for a period of 14 days, before being automatically released if confirmation has not been received. No more than 2 dates can be provisionally held at one time for the same event, with the exception, of high demand dates, where only 1 date can be held.
A Member hosting or sponsoring an event must: be in attendance for the duration, take responsibility for the conduct of all attendees, and receive the event invoice on to their House Account.
Invitations can not be circulated via a public platform eg Eventbrite.
Reciprocal Club Members
A letter of introduction from their Club is required. Please note that with all events for a Reciprocal Member – a 10% surcharge is added to the final bill.
A booking will be deemed as confirmed on receipt of a completed booking form. Full pre-payment plus credit card details for any incidentals are required.
Confirmation of Event Details / Function Contract
Details are required no less than 14 working days prior to the event. A function sheet will be issued as a contract, which the Club asks to be signed and returned.
For lunches/dinners, organisers must choose one starter, one main and one dessert to create a set menu. Any specific dietary or allergen requirements will be catered for separately.
The Club should be advised of final numbers and any dietary requirements, in writing, by 12 Noon, 2 working days prior to the event. After this point, any decrease in numbers will be charged for.
All our charges are quoted inclusive of VAT at the current rate. Should there be changes in taxation, the Club reserves the right to adjust the charges accordingly.
Beverages are charged on an opened bottle, consumption basis and added to the final account.
Cancellation
In case of an event being cancelled the following charges will apply:
2 weeks prior – Room Hire will be charged
1 week prior – Room Hire and 33% of the food total will be charged
Less than 1 week – Room Hire, 66% of the food total and any other expenses incurred
On the Day – 100% of the total invoice and any other expenses incurred
Payment
In most cases invoices will be issued after the event. Club rules require accounts to be paid within 14 days of receiving an invoice. Larger events may be asked for deposit payments.
Paying-in Reference: Member’s surname and membership number (or function name and date).
Bank Account Details
Name of Account: The East India Club
Sort Code 16-01-23
Bank: The Royal Bank of Scotland
Account Number: 12060874
SWIFT CODE: RBOS GB 2L
IBAN NO.: GB40RBOS16012312060874
Room Changes
In exceptional circumstances, a room that you have booked may become unavailable. In such cases, a suitable replacement will be made. If the cost of the new room is more, you will not be charged any extra. If it is cheaper, you will be charged the price for the new room.
Stationery
Menu cards are provided by the Club, based on one per three guests. Additional menus will incur a charge.
The Club will display a printed A3 copy of the seating plan.
Place cards can be provided at a charge of £0.50 each.
Guest List
An alphabetical guest list must be lodged with the Club and supplied no less than 2 working days in advance of the start of the event. With a Guest List, Members are not required to sign in their guests in the Visitors Book.
Dress Code
Gentlemen should wear a suit or jacket and tailored trousers together with collared shirt, tie, socks and formal shoes. Ladies should aim to comply with the spirit of the code. Reasonable guidelines are: dresses, smart separates, suits, tailored trousers. Footwear should be in keeping with a smart outfit. Formal boots below the knee are acceptable.
The following are examples of dress that is unacceptable: leather clothing and polo-neck sweaters for men, and for all: casual wear, denim-type material, sportswear, t-shirts, shorts, leggings, training shoes and casual footwear.
Nametags are not to be worn in any public area of the Club.
Children
Children under the age of 8 are not allowed to enter any part of the Club. (Exceptions may be granted for special family occasions).
Items
Nothing may be fixed to the walls, ceilings, floors or pillars without the approval of the Club.
Items may be delivered prior to the event at a time agreed. All items must be removed within 48 hours of the function. The Club reserves the right to dispose of any unclaimed items.
The Club cannot accept responsibility for personal possessions that have been left unsupervised in any area of the Club.
Mobile Phones
Mobile phones are strictly prohibited in all public areas of the Club.
Publicity
As a Private Members Club, privacy is important to us, and we ask that any publicity for your event is agreed with the Club in advance.
Photography and Social Media
No photography or video may be taken in the Clubhouse except:
(I) By the Club’s appointed photographer at Club events; or
(II) By a member in a private room, and any such photography or video shall only be taken with the consent of those present at the function and shall not be published – including on social media.
We are a private Members Club, and we make no comment about our Members, or our policies to public media, including social media. Members and their Guests are expected to do the same.
Smoking and Vaping
Smoking or Vaping is prohibited inside the Club building. We kindly ask that you inform your Guests of this legal requirement.
Music
For your information, all music entertainment must stop at 11.00pm.
Corkage Charges
Champagnes/Sparkling wine £35.00 per opened 75cl bottle/£70.00 per opened Magnum.
Wine £25.00 per opened 75cl bottle/£50.00 per opened Magnum.
Port £40.00 per opened 75cl bottle/£80.00 per opened Magnum.
Spirits £50.00 per opened 75cl bottle
A ‘cakeage’ charge of £5.50 per person will apply if a celebration cake is brought in and served as a dessert.
Late Bar Fees
Evening Events must finish at 11.00pm. Should you require an extension until 12 midnight at the latest, this may be arranged no later than 14 days in advance of the dinner, at a charge of £125.00 per half hour.
Staff Fund
Members are respectfully reminded of the Club’s rules prohibiting tipping of Staff.
A discretionary donation of 6% is added to the final invoice instead.
10/2025