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Terms and conditions

Professional Engineering Projects of One Birdcage Walk Ltd.

Important info regarding COVID-19

We understand that Government guidance on the pandemic is subject to change at short notice, so we want to reassure you of our intention to operate as flexibly as possible. On this basis we have decided that, should you require event date changes due to COVID-19 related matters, we will allow transfer to a new date free of charge. Circumstances where this may arise include:

  • Anyone self-isolating or with COVID-19 symptoms
  • New company travel restrictions
  • Increased Government restrictions on freedom of movement and/or the number of people allowed to gather in public

Refunds will be available according to our normal terms and conditions.

It is likely that these measures will remain in place at least until the end of March 2021.

We ask that you do your best to keep in touch with us, either via a dedicated member of the team or by contacting enquiries@onebirdcagewalk.com as this will aid in minimising any associated costs incurred by our partners.


In these conditions "Professional Engineering Publishing" means Professional Engineering Publishing Limited of One Birdcage Walk, Westminster, London SW1H 9JJ. These conditions apply to letting by Professional Engineering Publishing of services at The Institution of Mechanical Engineers, trading as One Birdcage Walk,London, SW1H 9JJ ("the venue").

Sponsorship and Publicity Material

All publicity material produced by the organiser of any meeting, seminar, conference, exhibition, lecture or other activity at the venue must state the full name of the organiser, the name of the company, name of the event, room the event is being held in and the name of the contact at the venue.

The hire of rooms at the venue does not imply or give the hirer the right to assume or claim any connection with or sponsorship by the Institution of Mechanical Engineers or Professional Engineering Publishing.


Neither the venue nor Professional Engineering Projects accept any responsibility for any damage, loss, injury or other claim arising out of the hiring and/or the hirer's use and occupation of any rooms at the venue or the provision of services. The hirer will indemnify the venue and Professional Engineering Projects against all such claims and must affect adequate insurance to cover the risk.

Fire Instructions

For the protection and safety of all concerned strict fire instructions apply to the venue. Fire instructions and fire escape routes are displayed in all meeting rooms, and fire exits and routes MUST NOT BE OBSTRUCTED.

Smoking is not permitted within any part of the venue.


The hirer must comply with the security arrangements in force throughout the venue. Unless otherwise agreed, registration and the provision of badges is the responsibility of the hirer. A programme of the event must be forwarded to the Venue Coordinator prior to the event as requested on the Confirmation Contract..

Session Times and Charges

Session times are:

  • morning: 08:30 - 13:00
  • afternoon: 14:00 - 17:30
  • evening: 18:30 - 22:00
These times can only be extended by prior arrangement with the Venue Coordinator, and overruns not agreed in advance will be charged on a pro rata basis

Facilities and Equipment

The room hire charge includes a self-service cloakroom and washroom facilities; and provision of audio-visual equipment in the Lecture Theatre. Audio-visual equipment is available in the meeting rooms on request. It is the hirer's responsibility to make sure that the equipment available meets their requirements. Equipment may be brought in with the prior permission of the Venue Co-ordinator, at the client's risk. It is the hirer's responsibility to ensure that any equipment brought in is compatible with the venue's equipment. Any electrical equipment not hired from the venue must have the current electrical safety certificate prior to use.

Set-up and break-down

Set-up on the day of the event is from the time the room has been booked. Early set up for a full day booking can be arranged from 07.30 with the prior permission of the Venue Coordinator. Should set-up be required the night before the event the following charges apply: setup between 08:30-17:30 - full room hire and between 18:30-22:00 - evening room hire.

Weekend events

The venue is offered on an exclusive only basis on weekends (Saturday/Sunday). Venue hire price on request.

Photography Filming and Interviews

Photographs and filming may only be taken within the rooms hired. TV and radio interviews may only take place with the prior permission of the Venue Coordinator and then must be contained within the hired room..

Booking Confirmation

A Confirmation Contract will be sent to the client upon confirmation and must be returned within 7 working days of receipt.

Cancellation of Room Hire

The hirer must notify the Venue Coordinator immediately if it becomes necessary to cancel a booking. A cancellation by telephone must be confirmed in writing by the hirer. In the event, the room hire is cancelled, the following cancellation fee(s) will apply:

  • Lecture Theatre (Including Marble & Gallery) - Less than 8 weeks' notice - 100% of the room hire cost charged
  • Council, Manufacturing, David Napier, Library, Marble Hall & Gallery - Less than 6 weeks' notice - 50% of the room hire cost charged
  • Council, Manufacturing, David Napier, Library, Marble Hall & Gallery - Less than 4 weeks' notice - 100% of the room hire cost charged
  • All other Meeting Rooms - Less than 4 weeks' notice - 100% of the room hire cost charged


Catering for daytime events is provided by CH&Co and One Birdcage Walk will confirm the hirer's requirements and invoice the hirer accordingly as the agent of CH&Co. Catering requirements, menus and final catering numbers must be confirmed by 12 noon on the Thursday of the week prior to the event. The invoice will be raised for the final numbers confirmed on the Thursday prior to the event or the number of delegates on the day should any increase in catering be requested and accommodated by CH&Co (whichever is the greater).

For evening events, the client may choose from the venue's list of approved caterers, as seen on the catering section of the website. For all evening events, please liase directly with the chosen caterer for menus, quotations and catering invoices.

Staff- daytime events

Waiting staff sufficient for the number of delegates that are being catered for are inclusive of the catering prices. Should additional staff members be requested, a charge per staff member will be made. Should catering be booked for less than the number of delegates attending but staffing is required for the full number attending, additional staff members will be charged for at a per staff member rate.


Should tap water be ordered instead of bottled water, a one-time service charge of £1.00 + VAT will apply.



Cancellation of catering

  • Tea and coffee - greater than 50 guests (and multiples of) - 100% of the catering cost charged (based on 50 and multiplied of)
  • Tea and coffee - less than 50 guests - no charge
  • Food - greater than 1 guest - 100% of the catering cost charged
  • Wine/ Liquor - greater than 50 guests (and multiples of) - charged at 1 glass of your chosen beverage per guest
  • Wine/ Liquor - less than 50 guests - no charge
  • Access Arrangements

    Due to the age and configuration of the building, every reasonable effort will be made to accommodate wheelchair users or persons with other disabilities visiting One Birdcage Walk.

Privacy Policy

IMechE treats the privacy of its members and website users very seriously and we take appropriate measures to safeguard your privacy. This policy explains how we protect and manage any personal data you share with us and that we hold about you, including how we collect, process, protect and share that data.

  • Service Policy

    One Birdcage Walk is committed to providing high quality venue space for meetings, conferences and events, and hospitality services including catering, audio visual equipment and support, and event management and planning services for our clients.