Weddings, family celebrations, galas and company events all involve information that is nobody else’s business — who is coming, what is planned and, sometimes, what is about to be announced. This page sets out what we commit to. Our privacy policy explains how we handle personal information more generally.

Your event details

Your date, timings, guest list, seating plan, menu and vendor arrangements are used for one purpose — to plan and run your event. We share them only with the staff and vendors who need them to do their part, and only the part they need.

The kitchen and service team see the menu, guest numbers and dietary notes they need to serve your guests
Outside vendors you are working with receive timings, layout and set-up details — guest information only if their role needs it and you agree
We do not confirm to callers or visitors who has booked the hall on a particular date, or who is attending

We do not publish photos or video of your event, name you or your guests, or post about your event on social media — on our website, our accounts or anywhere else — without your written permission.

If you are happy for us to share something, such as a photo of the decor before guests arrive, we will agree with you exactly what will be shared, and where, before anything goes out. If you change your mind later, we will take it down from our own website and accounts.

Your photographer and your guests are outside our control. If you would like a phone-free ceremony or a no-posting request, tell us and we will help you make it clear to guests on the day.

Your guests’ information

Guest lists often carry more than names — an allergy, a dietary need, a mobility or accessibility requirement. We treat these with care:

We use them only to look after that guest on the day — the right plate, a seat near the entrance, a clear route to the table
We share them only with the staff who need them, such as the kitchen for allergies
We do not use them for marketing, and we do not contact your guests unless you ask us to
After your event, we keep guest information only as long as it is needed, then dispose of it securely

Corporate events

Company events often involve information that cannot get out early. We are glad to work within your requirements:

Non-disclosure agreements — we are happy to sign a reasonable NDA on request. Send it with your booking or at any stage of planning
Embargoed information — award winners, product launches, appointments and announcements stay out of sight until you say so, including envelopes, printed materials and anything on the screen
Presentation files — slides and videos you give us for the screen are used only for your event, and deleted afterwards if you ask
One point of contact — tell us who on your team can approve changes and receive information, and we will deal only with them

High-profile guests

If your event includes guests who need discretion — public figures, senior executives, or anyone who would rather not be noticed arriving — talk to us about what you need, and we will tell you honestly what the hall can do. We would rather say no than promise something we cannot deliver.

Whatever we agree, the details of who is attending and how they are arriving stay with the few people who need to know.

How our team is briefed

Before each event, the team working it is briefed on what they need to know to do their job — and on what stays private. In practice, that means:

Event details are shared on a need-to-know basis, for that event only
Guest lists, seating plans and running orders are not left where other visitors can see them
No personal photos, video or social media posts about clients, guests or their events
Questions from anyone outside your team, including the media, are passed to the person managing your event — not answered on the spot

Questions

If you have a particular confidentiality requirement, raise it as early as you can — when you first get in touch or when you book a tour — so we can plan for it. You can also email [email protected] or call (403) 483-4240.

Confidentiality