FAQs

What do the venue hire fees include?

The Garden Room hire fees include exclusive facility hire & ground hire, venue manager, existing lighting – disco and atmospheric lighting, pa system for speeches and disco, dance floor, cool air system, luxury WC’s, 600 natural chairs, 60 5ft round dining tables, sofas, coffee tables & garden furniture, existing power requirements and cleaning of marquee after the event.

Can we bring our own caterer, entertainment or production company?

We have a preferred list of suppliers for catering and these are allowed to provide a service for any event at the Garden Room. There are no restrictions on entertainment companies allowed within the marquee. Our approved production company is Hawthorns and Full Circle and any other must be discussed and approved in advance by the venue. Our approved sound company is Sound by Design. Any additional sound requirements must be managed by Sound By Design.

Only non - amplified bands are permitted within the marquee site and must be approved in advance by The Ultimate Experience.

Can we smoke inside the venue?

In line with Government legislation smoking will not longer be permitted in the marquee structure.

Are there any restrictions regarding theming or decorations?

Due to the nature of marquees nothing may be affixed to any surface, either internally or externally. Freestanding decorations or stands are permitted but please consult with our Operations Team to discuss your requirements.

Can I hire a venue for a half-day or a couple of hours?

All our venues are hired out based on the exclusive use of that particular venue, that day. Therefore whether you choose to utilise a venue for a couple of hours or up to the full hire period, you will still incur the same venue hire fees as we do not double book any of our venues.

What is the booking procedure?

Provisional bookings can be held for up to 10 days without commitment.

Confirmation of an event requires a signed copy of our booking form, terms and conditions, together with a cheque for 40% of the fees + VAT in full.

Can our guests use the Car Park?

The Garden Room’s private car park can be used free of charge but requires one car park marshal on an 8 hour call at £13.00 + VAT per hour.

Syon Park encourages the use of public transport whenever possible for environmental and conservation reasons.

Can we hire Syon House?

Syon House can be hired for drinks receptions or wedding ceremonies, for further information visit www.syonpark.co.uk or talk to your venue manager.

What about access and set up for caterers and suppliers?

The start of your hire block marks the point at which your chosen suppliers will be able to access the marquee for setup, deliveries etc. Earlier access to the marquee for setup can be arranged but there will be an additional charge of £500 + VAT and needs to be pre-arranged directly with The Ultimate Experience.

Guests will need to leave at the end of your hire period and then suppliers will have 1.5hrs to clear the venue.

Can we deliver or set up the day before an event?

No - all setup, breakdown and deliveries must be on the day of your event with prior consent and agreed times with The Ultimate Experience.

Please be aware that all vehicles will have to be registered and delivery times confirmed. Only a maximum of three vehicles at any one time can park on the marquee site.

Can we arrange to leave items in the venue overnight?

The marquee must be cleared after the event unless otherwise agreed by The Ultimate Experience prior to the event date. The Ultimate Experience however does not take any responsibility for any loses or damages that may occur.

Can my event go later than Midnight?

Extensions to 1am are available on request on Saturday’s only and are subject to approval.

Can we provide our own alcohol (BYO)?

You or your caterers are able to provide your own alcohol and there will not be a corkage charge applicable from the venue.

Are we able to have fireworks?

Due to Syon Park being in a residential area we are not permitted to release any fireworks.

Are we able to bring dogs?

We do not allow dogs within or outside the marquee.

Are we able to have confetti at our wedding?

We do not allow the use of Confetti within or outside the venue – this includes rice and petals.

Are there any extra room for bags, changing, and bands?

There is a cloakroom off the reception. Please note however this is not a locked room so belongings are left at the owner's risk.

Are Bands permitted?

Small acoustic bands are permitted to play within the marquee only with prior approval from The Ultimate Experience. Bands requiring PA system must be approved in advance with us and are not guaranteed. All sound requirements must be managed by Sound by Design.

Are we allowed to bring in our own DJ?

Yes but they must use the in house sound equipment. We supply a PA system, which will be connected to a sound limiter that will monitor the noise output. This must not be tampered with. If the volume is pushed above this set level, the noise output will not rise but the sound quality with suffer greatly.

Any new equipment introduced into this system (for example, CDJ 1000s or turntables) will have to run through the existing mixing desk and amps, hence will also be channeled through the limiter.