BOOKING
How do I make a booking?
Once you have decided on the event you would like to attend, get in touch with us and a member of the team will arrange for an order form to be sent over to you. This will be sent electronically so you are able to sign on a computer or smart device for ease of convenience.
How do I know when my booking is confirmed?
Once we receive your signed order form back, we will email you to let you know that your booking is confirmed. Our accounts team will then process the order and an invoice will be sent out to you.
What is included in my package?
Full package details will always be sent out to you prior to booking, as package inclusions depend on the venue and specific package. If you ever have any questions post booking, get in contact with a member of the sales team at any time and they will happily talk you through the details for your chosen event(s).
How do I amend or add to my booking?
Please get in contact with a member of the sales team and they will talk you through the options available, depending on what your requirements are.
Is there a minimum or maximum number of guests I can book?
There are no minimum numbers for an event, although certain hospitality areas will have minimum numbers for private tables. The maximum number is dependent on the event and the facilities available, but we regularly cater for very large groups at events.
Is there disabled access at my venue of choice?
Many the venues we use have a limited number of disabled places, please inform your account manager at the time of booking if you have a disabled guest so that we can ensure their needs are catered for.
How far in advance do I need to book?
We advise clients to book as early as possible to ensure access to the best possible facilities and a greater selection of choice.
Can corporate hospitality be perceived as bribery?
The simple truth is, unless you are actively bribing people, then you are generally free to entertain clients in whichever manner you like. The Guidance published by the Ministry of Justice in relation to the The Bribery Act 2010 states that any bona fide hospitality, promotion, or business expenditure which seeks to improve the image of an organisation, better present its products or services, or establish cordial relations will not be prohibited by the Act and in fact is recognised as an established and important part of doing business.
PRE-EVENT INFO
When will I receive my hospitality event packs?
All our hospitality event packs are sent prior to the event, and you can usually expect these 5-7 working days before the event date. Some venues operate E-Ticketed events, and these are often sent out much closer to the event. If on the rare occasion there is a delay in dispatching your event packs, you will be informed with further information.
Will I be notified when my hospitality packages are on their way?
We endeavour to keep clients updated with all things concerning their booking, particularly in the final 2 weeks leading up to an event. If event packs are being dispatched via Royal Mail, we will always let you know when so you can expect them the following day.
How do I know where to go on the day of my event?
Approximately 4-6 weeks prior to your event date you will receive an email from our operations team containing further information about your event. This will include important information such as directions, itineraries & menus (if available), as well as forms to complete to notify us of lead host name and contact details, guest list information and special dietary requirements.
I have specific dietary requirements. How do I let you know?
You can inform us of any special dietary requirements on the guest list form that will be sent to you 4-6 weeks prior to the event. If this has already been sent back to us, and there is a late amendment to your booking, you can email your request to This email address is being protected from spambots. You need JavaScript enabled to view it. and we will do our best to accommodate your request.
I am away from home/the office for the days leading up to the event, will I miss my delivery?
If, for any reason, you are away from your specified delivery address, get in contact with our operations team and we’ll happily amend the delivery address attached to your booking. We advise this is done at least 5-7 working days prior to the event to make sure your packages haven’t already been sent.
In unforeseen circumstances, we always have a Plan B, such as making your tickets available to collect on the day or arranging e-tickets where possible.
Can you arrange travel to and from the event for me and my guests?
Whilst we do not offer a travel service, we do work with a Chauffeur company who we highly recommend to clients. Visit https://www.ichauffeur.co.uk/ to make an enquiry.
FINANCE
How much do I pay and when?
All payment schedules are discussed and agreed at the time of booking. Standard payment terms are 50% deposit with order, balance due 12 weeks prior to the event. If the event booked is less than 12 weeks away from the point of booking, then full payment is required.
How can I make payment?
Payments can only be made via BACS transfer. We do not accept credit card payments for any bookings. Full BACS details for payment will be on the invoice sent to you.
I have an issue when it comes to payment. How can you help?
Please get in contact with a member of the sales team and they will discuss the issues with you. Where possible, we will always try to help.
Will a management fee or service charge be added to my invoice?
We will never add any management fees or service charges to any invoices. The price agreed at the point of booking is the price you will pay.
MISC
I have a problem with my booking. Who do I talk to?
Please get in contact with a member of the sales team and they will discuss the issues with you. If the issues are regarding a complaint, this we be taken very seriously, and we will use it to learn and improve all aspects of our business.
I had a fantastic time at the event. How do I say thank you?
Well, we’re glad to hear you enjoyed your experience with Pantheon Hospitality. We would love for other people to know how good our events are too, so we would also really appreciate it if you would you take the time to email us with a brief testimonial about your experience with Pantheon Hospitality so that we can demonstrate our events to future clients.
I still have some questions I need help with
Please email This email address is being protected from spambots. You need JavaScript enabled to view it. with any queries you have, and a member of the team will respond as quickly as possible.
