The Venue Paarl Client Agreement

TERMS & CONDITIONS FOR FUNCTIONS & EVENTS AT THE VENUE PAARL

1. GENERAL 2
2. INTERPRETATION 3
3. RESERVATION & PAYMENT TERMS 6
4. VALUE ADDED TAX (VAT) 9
5. CANCELLATION 10
6. POSTPONEMENT 12
7. SECURITY & DAMAGES DEPOSIT 13
8. VENUE AREAS 15
9. DECOR, FURNITURE, GLASSWARE, CROCKERY & CUTLERY 16
10. CATERING 18
11. BAR FACILITIES 20
12. STAFFING 22
13. PLANNING & COORDINATION 24
14. VENDORS & SERVICE PROVIDERS 25
15. SETUP & BREAKDOWN 27
16. OVERTIME 31
17. SOUND 31
18. GENERATOR 32
19. CHILDREN 32
20. SMOKING 32
21. WHEELCHAIR ACCESS 32
22. WEATHER 32
23. HOUSE RULES 33
24. CCTV MONITORING 33
25. PHOTO & VIDEO 33
26. PROPERTY OWNERSHIP AND GROUNDS MAINTENANCE 34
27. CHANGE OF OWNERSHIP 34
28. INDEMNITY 35
29. FORCE MAJEURE 35
30. ACKNOWLEDGEMENT 35

1. GENERAL

This agreement is entered into by THE VENUE and the CLIENT, of which the parties’ duties and obligations are set out in the following terms and conditions. By signing this document, the Parties hereby acknowledge that they have read, fully understood, and accept all terms and conditions of this agreement. This agreement is legally binding and enforceable in terms of South African Law.

This contract becomes legally binding and effective upon the first occurrence of either of the following: (a) signed execution of this agreement by both Parties, or (b) receipt and clearance of the deposit by THE VENUE. The CLIENT acknowledges that paying the deposit constitutes acceptance of all terms herein.

These terms and conditions constitute the entire agreement between the Parties and supersede any and all prior agreements, negotiations, representations, or conditions, whether written or oral, including any previously published by THE VENUE. No other terms, whether implied by custom, practice, or course of dealing, shall have any effect.

2. INTERPRETATION

In this contract (unless stated otherwise), the following words shall have the following meanings:

• “Parties”: collectively THE VENUE and the CLIENT, and the term “Party” shall refer to any one of them, as may be appropriate in the context.
• “CLIENT”: refers to the person, persons, company, firm, body, or agent booking the event, and includes any and all persons on whose behalf a booking is made.
• “THE VENUE”: refers to SN Dreyer Pty Ltd trading as The Venue Paarl.
• “Conditions”: refers to these terms and conditions that apply to all event bookings at THE VENUE.
• “Contract”: refers to this document, including all schedules, annexures, the final quotation, and the confirmed sequence of events, which together form the entire legally binding agreement between the Parties.
• “EVENT”: refers to the specific function or event booked by the CLIENT, the details of which are specified in the quotation, including all related services and the use of facilities provided by THE VENUE.
• “Property”: refers to Erf 4907, Upper Long Street, Groenvlei, Paarl, known as Blacksmith Estate.
• “Guaranteed Number”: refers to the final, confirmed number of guests attending the event, which the CLIENT must provide to THE VENUE no later than 14 days before the event date. This number will be used for all final catering, staffing, and invoicing purposes and cannot be reduced thereafter.

Client Information

The CLIENT’s details are as follows:

The CLIENT is a (person/company)

Person Responsible for Account:

Contact person’s full names and surname

Contact person’s ID or passport

Contact person email address

Contact person mobile number

Contact person physical address

Company Responsible for Account:

Company name

Company VAT number

Company registration number

Contact person’s full names and surnames

Contact email address

Contact mobile number

Company physical address

Client Banking Details (for refund purposes only):

Account holder

Account type

Bank

Account number

Branch code

1. Event Information

The EVENT details are as follows:

Date of event

Estimated number of guests

Venue package

Venue package rate

2. Payment Information

THE VENUE’s Banking Details are as follows: 

Account holder SN Dreyer Pty Ltd (trading as The Venue Paarl)

Account type Cheque

Bank

Account number

Branch code

Branch Paarl, C.T.

Please email a copy of the proof of payment to info@thevenuepaarl.co.za and use the invoice number as the payment reference.

3. RESERVATION & PAYMENT TERMS
   1. Acceptance by Deposit

The CLIENT’s payment of the reservation deposit, as stipulated in clause 3.2 below, shall be deemed as the CLIENT’s full and unconditional acceptance of all terms and conditions contained within this agreement. A signed copy of this agreement must still be provided to THE VENUE, but the act of payment creates a binding contract between the Parties.

2. Payment Arrangement

The payment arrangement details are as follows:

Package type (weekend, midweek)

Season (i.e. March 2027)

1st Payment: 50% of venue package

1st Payment amount

1st Payment due (pro forma invoice valid for 7 days) Within 7 days of signing the contract

2nd Payment: 50% of venue package

A second payment of 50% of the venue fee is due 2 months before your event.

2nd Payment amount

2nd Payment due (2 months before event)

3rd Payment: Outstanding amounts (staff, beverages, etc) + Security and Damages Deposit

The third and final payment is then made 14 days prior to your event and includes all outstanding venue package extras, staffing, bar orders, Security and Damages Deposit etc.

3rd Payment amount To be confirmed

3rd Payment due (14 days before event)

To secure your reservation, please follow the steps below:

Send a signed copy of this agreement to info@thevenuepaarl.co.za. Include proof of payment (PoP) for the first 50% venue payment indicated on your proforma invoice.

Upon receiving your contract and the first 50% proof of payment (PoP), we will email you an event confirmation and a revised proforma invoice or statement reflecting the received payment. 

The third and final payment is then made 14 days prior to your event and includes all outstanding venue package extras, staffing, bar orders, Security and Damages Deposit etc. 

3. Non-Payment 

Failure by the CLIENT to make any payment by the specified due date shall constitute a material breach of this agreement. In such an event, THE VENUE reserves the right to cancel the booking forthwith and to impose the cancellation charges as stipulated in Section 4 of this agreement.

4. Payment Method

All payments are to be made via Electronic Funds Transfer (EFT). Debit and credit card payments are accepted by prior arrangement only and will be subject to a 3% administration surcharge on the transaction value. Should you wish to pay by card, please request management to send you a payment link.

5. Outstanding Payments

Any additional outstanding payments must be settled at least 14 days before the event. If the final payment is pending, choose immediate clearance for EFT or settle with THE VENUE manager via credit card before the event day. 

6. Rate Fluctuation

The Venue Package Rate, as specified in the quotation, is fixed upon the signing of this agreement. However, all rates quoted for third-party services, supplier costs, or statutory charges are subject to change at the discretion of the provider or by law, and such increases shall be for the CLIENT’s account.

7. Reconciliations and Refunds

Following the event, a final reconciliation will be conducted. Any costs incurred for breakages, damages, generator fuel surcharges, or any other outstanding amounts will be deducted from the Security and Damages Deposit.

The remaining balance of the deposit, if any, will be refunded to the CLIENT. This refund shall be processed exclusively via Electronic Funds Transfer (EFT) to the South African bank account specified by the CLIENT in the Client Information section of this agreement.

THE VENUE will process the refund within 7 (seven) working days following the event. THE VENUE shall not be held liable for any delays or misdirected payments resulting from incorrect or incomplete banking information furnished by the CLIENT.

8. Invoicing and Communication

The CLIENT shall be the sole recipient of all invoices and primary point of contact for all communications regarding the EVENT. THE VENUE will not create multiple invoices for different parties, nor will it engage in separate invoicing for sponsorship or donation monies. It is the CLIENT’s responsibility to manage any financial contributions from third parties. The CLIENT is also responsible for facilitating any specific requirements to enable payment for the event, such as vendor registration or inclusion on supplier databases. THE VENUE commits to providing all necessary documentation to assist the CLIENT in this regard. All services from third parties, including Unick and Senses Food Concepts, will be invoiced and paid separately and will not be added to the venue invoice unless agreed to in writing. 

4. VALUE ADDED TAX (VAT)

The CLIENT acknowledges that THE VENUE is a registered VAT vendor in the Republic of South Africa (VAT No: 420031669). In accordance with prevailing legislation, THE VENUE is obligated to charge VAT on all taxable services and goods supplied. Unless expressly stated otherwise, all rates, fees, and charges quoted in this agreement or any subsequent invoice are inclusive of VAT, which is visible on the final invoice and is payable by the CLIENT.

5. CANCELLATION
   1. Cancellation Procedure

All cancellations must be submitted by the CLIENT to THE VENUE in writing via email. The cancellation will be effective as of the date the written notice is received by THE VENUE.

2. Cooling-Off Period

The CLIENT may cancel this agreement without penalty within 7 (seven) calendar days of signing it, provided that this cancellation occurs more than 6 months prior to the event date. In such a case, any deposit paid will be refunded in full.

3. Cancellation Charges

For all cancellations made after the 7-day cooling-off period, the following cancellation charges shall apply. The CLIENT acknowledges that these charges represent a fair and genuine pre-estimate of the losses and damages THE VENUE will incur due to the cancellation. The percentages are calculated on the total quoted venue package rate:

• 12 months or more prior to the event: 10% of the venue package rate is forfeited.
• 9 to 12 months prior to the event: 20% of the venue package rate is forfeited.
• 6 to 9 months prior to the event: 30% of the venue package rate is forfeited.
• 4 to 6 months prior to the event: 50% of the venue package rate is forfeited.
• 2 to 4 months prior to the event: 80% of the venue package rate is forfeited.
• Less than 2 months prior to the event: 100% of the venue package rate is forfeited.
• Less than 14 days prior to the event: 100% of the venue package rate plus all additional service, beverage and supplier charges is forfeited.

4. Liability for Shortfall

If, at the time of cancellation, the total amount paid by the CLIENT is less than the applicable cancellation charge calculated in clause 5.3, the CLIENT remains liable for the shortfall. THE VENUE will issue an invoice for the outstanding balance, which the CLIENT is obligated to settle in full within 14 (fourteen) days of receipt.

5. Refund Method

Should the CLIENT be entitled to any refund in the event of a cancellation, such a refund will be processed exclusively via Electronic Funds Transfer (EFT) to the South African bank account specified by the CLIENT in the Client Information section of this agreement.

6. POSTPONEMENT
   1. General Policy

Any request to postpone the event must be submitted in writing and is subject to availability and the sole discretion of THE VENUE. A postponement will only be considered if requested more than 6 (six) months prior to the original event date. Only one postponement per event is permitted.

2. Postponement Fees & Rate Adjustments

a) A non-refundable postponement administration fee of R5,000.00 is payable at the time the postponement is granted.

b) The original venue package rate will be honored for the new date. However, the CLIENT will be liable for any annual or seasonal price increases on all other items, including but not limited to catering, bar services, and staffing, which will be invoiced accordingly.

3. Grounds for Permitted Postponement

Postponement will only be granted for the specific, verifiable reasons listed below. THE VENUE reserves the right to request reasonable documentary proof.

a) Governmental Regulations: A national or provincial government regulation is enacted that directly prevents the event from proceeding as planned (e.g., a lockdown, travel ban, or gathering size restriction of less than 50 people). 

b) Medical Incapacity: The CLIENT (or their immediate family, defined as parents, siblings, or children) is rendered medically unfit to proceed with the event due to severe illness, injury, or required hospitalization. A dated letter from a registered medical practitioner may be requested.

4. Exclusions

A postponement will not be granted for circumstances including, but not limited to, general travel inconveniences, guest availability, or changes in personal financial circumstances.

7. SECURITY & DAMAGES DEPOSIT
   1. Deposit Amount

A refundable Security and Damages Deposit of R10,000.00 is required for weddings and R5,000.00 for all other functions. This deposit is separate from the venue package fee.

2. Client Liability

The CLIENT assumes full financial responsibility for any and all damages, breakages, or losses to THE VENUE’s property, fixtures, fittings, and equipment caused by the CLIENT, their guests, agents, or any third-party suppliers contracted by the CLIENT during the entire rental period (including setup and breakdown). The CLIENT’s liability is not limited to the amount of the Security and Damages Deposit. This liability extends to:

• All buildings, fixtures, fittings, and equipment belonging to THE VENUE.
• Any part of the entire Property, including but not limited to gardens, landscaping, parking areas, and access roads.
• The property, decor, or equipment of any third-party supplier present on the property in connection with the event.

3. Scope of Deposit

The deposit is in place to secure payment for any outstanding amounts and to cover costs arising from, but not limited to:

• Any outstanding balance on the final bar tab or beverage account.
• Any additional services, equipment, or staff requested by the CLIENT on the day of the event that were not included in the final invoice.
• Any overtime charges incurred for staff or venue usage beyond the agreed-upon times.
• Permanent marks or damage to walls, floors, or furniture.
• Breakage, loss, or damage to glassware, crockery, cutlery, or service equipment.
• Damage to any fixtures, hardware, or fittings (e.g., taps, mirrors, door handles).
• Damage to or loss of any venue-owned appliances or decor items.
• Costs to repair or replace damaged property belonging to third-party suppliers, where such damage is caused by the CLIENT, their guests, or agents.
• Tampering with, loss, or misuse of any fire prevention or safety equipment.
• Excessive or unusual cleaning requirements resulting from the event.

4. Costs Exceeding Deposit

In the event that the total cost of damages and/or losses exceeds the amount of the Security and Damages Deposit, THE VENUE will issue a final invoice for the outstanding balance. The CLIENT is obligated to settle this invoice in full within 7 (seven) days of receipt. 

5. Deposit Retention for Damage Assessment

In the event of damage to the property or its contents, where the cost of repair or replacement is not immediately ascertainable, THE VENUE reserves the right to retain the full Security and Damages Deposit for a reasonable period beyond the standard 7-day reconciliation timeframe. This retention will last until such time as a formal damage assessment and/or quotation for repair or replacement has been obtained from a qualified contractor or supplier. THE VENUE commits to keeping the CLIENT informed of the process and will provide a copy of the relevant quotation once received to ensure transparency. The reconciliation and any applicable refund will then be processed within 7 working days of receiving the final cost assessment.

8. VENUE AREAS
   1. GENERAL USE

The CLIENT is granted access to the designated venue areas as specified below. The final layout, flow, and use of these areas must be discussed and agreed upon with THE VENUE management during the final planning stages. THE VENUE’s stated guest capacities are maximums and may be reduced based on the CLIENT’s specific layout and production choices.

2. CEREMONY AREAS (WEDDING PACKAGES ONLY)

The CLIENT is granted access to the designated venue areas as specified below. The final layout, flow, and use of these areas must be discussed and agreed upon with THE VENUE management during the final planning stages. THE VENUE’s stated guest capacities are maximums and may be reduced based on the CLIENT’s specific layout and production choices.

3. DANCE AREAS

THE VENUE can accommodate up to ±160 guests with an interior dance floor space. Events may also make use of the patio as an exterior dance floor (weather permitting), which will increase the interior capacity to 200 guests. Exterior areas are subject to municipal sound restrictions. 

9. DECOR, FURNITURE, GLASSWARE, CROCKERY & CUTLERY

THE VENUE has the following items available for use (NOT included as standard in all packages – check your package details):

• 12 Wooden 4-Seater Benches
• 12 Black Cocktail Tables
• 24 Black Cocktail Chairs
• 4 Drink Coolers
• Patio Seating Walls with Black Cushions (seats up to 30 people)
• 1 Gift or Registry Table
• 1 Black Mobile Bar 
• 4 Black Plinths
• 16 Black Rectangular Dining Tables of 1m x 2.4m (seats up to 160 people)
• 150 Black Cross-Back Chairs
• Pintinox Stainless Steel Cutlery (up to 150 guests)
• Main plates and side plates (up to 200 guests)
• Standard Glassware including wine, champagne, water, brandy, whisky and hi-ball glasses.
• 10 Stainless steel ice buckets with stands

All wedding packages include the use of the black cross-back chairs. Should the CLIENT opt not to utilize the black cross-back chairs provided within the package for reception, a chair removal and storage fee of R2,500 will be levied. For gatherings exceeding 150 guests, the client will be responsible for the additional cost of renting supplementary chairs. THE VENUE cannot guarantee the availability of identical or similar chairs from external rental companies, nor can it be held accountable for any aesthetic discrepancies resulting from mismatched chairs.

Although every effort will be made to ensure that the cutlery, crockery and glassware remain the same as initially agreed, due to breakages and losses over time, this cannot be guaranteed. Due to limited storage space, a minimum of 8 dining tables must remain in the main hall or patio for all events. Should the CLIENT require all 16 dining tables to be removed from the main hall and patio, a table removal and storage fee of R5,000 will be charged. Please discuss any concerns with THE VENUE team.

Please note that the use of these items in the main hall and patio is included in your package, but that movement of these items to the lawn area or other areas of the premises could incur additional charges. Please enquire with THE VENUE team about any concerns or questions you may have. 

THE VENUE team is dedicated to ensuring The Venue Paarl remains a stunning, modern space. The CLIENT acknowledges that THE VENUE reserves the right to make general maintenance, updates, or aesthetic modifications to the physical venue property, including built-in decor, fixtures, lighting, and internal aesthetics. We commit that any such changes or upgrades will maintain or enhance the overall quality and elegant design of the venue spaces.

10. CATERING

All catering will be done by our in-house catering company, Senses Food Concepts. No outside caterers are allowed. Our expert team understands that every function is unique and will curate a bespoke menu that harmoniously blends your distinctive style and dietary preferences. 

Whether you want an array of canapés, an elaborate harvest table, or live food stations during pre-drinks, rest assured that every moment will be a celebration of culinary excellence. 

At THE VENUE we are dedicated to crafting an extraordinary dining experience, where no detail is overlooked, and every palate is pampered with the utmost care. Your event day deserves nothing less than the epitome of opulence, and THE VENUE stands ready to exceed your highest expectations.

Final guest numbers and any dietary requirements, for example vegetarian, vegan, Halaal or allergies must be communicated to management 14 days prior to your function date.  

Children are welcome at THE VENUE and will be charged according to age (except in cases where a separate menu is in place): 

• Ages 0-3: No charge
• Ages 4-7: Half price
• Aged 8+: Full rate

A cake plating fee of R20 per person will apply should you require us to cut and plate your wedding cake. 

THE VENUE offers an optional standard tea & coffee service that will be quoted on request. A minimum of 20 cups is applicable. No own-supply coffee and tea service will be allowed. THE VENUE works with reputable coffee/barista service companies and can offer this as an extra service; however, no external beverage suppliers may be arranged by the Client.

Please take note of the following:

• Certain dishes served are subject to seasonal availability. 
• All menu prices are subject to change. 
• Our kitchen is not Halaal or Kosher certified and therefore will not be able to cater for strictly Halaal or Kosher guests. In such circumstances, we make use of an external service provider of our choice to cater at an additional cost. 
• We reserve the right to charge extra for specific dietary requirements.
• Any changes to the menu and guest count must be given in writing 14 days prior to the function date.
• Should actual numbers fall below that of the guaranteed minimum, charges would be based on the guaranteed number.
• No food or beverages may be brought onto the property for consumption without prior written consent from THE VENUE management. 

1. WEDDING CATERING

To enhance your experience, every wedding couple who books will receive a complimentary consultation with Chef Wikus from Senses Food Concepts. He will work closely with you to plan, create, and customize the perfect menu based on your budget and event requirements. This personalized touch will make your day even more memorable and special. Menu tastings can be arranged with THE VENUE management at an additional fee. Please discuss with management if you require more information about the menu options prior to confirming your booking. 

11. BAR FACILITIES

THE VENUE is a fully licensed establishment (Liquor Licence No: WCP/044984) and will manage all your beverage requirements for your function. Please refer to our beverage menu (available online or via email per request) to see our beverage selection. THE VENUE is committed to having all items available as far as possible, but cannot be held liable if certain items are not available due to supplier shortages or issues. Should the CLIENT have specific requirements, the same must be clearly communicated to THE VENUE and put in writing. For information on bar staffing, please see Staffing Section. All beverage rates are subject to change.

The CLIENT and their guests will not be permitted to supply their own drinks (except in the case of Corkage) or make arrangements with outside service providers or caterers to sell or serve drinks on the property. This applies to all beverages and is not limited to alcoholic beverages. Violation of this policy will result in confiscation of these beverages when and where possible, as well as a loss of bar revenue fee of R50 per item for all soft drinks, beers or ciders, R300 per item for all wine or champagne and R1,000 per item for all hard liquor. The loss of bar revenue fee will be deducted from the Security and Damages Deposit where possible, but all additional amounts outstanding will be payable by the CLIENT within 7 days of written communication thereof. It remains the CLIENT’s responsibility to inform all guests of this policy.

Due to THE VENUE’s liquor license restrictions, no alcohol may be removed from the Premises and need to be consumed on-site. Please note that no refunds can be guaranteed for unconsumed alcohol purchased at THE VENUE.

1. Corkage

The standard corkage rate is R60 per bottle and only applies to wine and champagne. There is a limit of three 750ml bottles per 10 people. Bottles need to be delivered to THE VENUE management prior to the event. Corkage is payable in advance and will not be refunded in case of unopened bottles. 

2. Glassware & Ice

THE VENUE will supply all bar glassware, basic garnish & ice for drinks sold at the bar for the duration of the function. 

3. Operation Times

Final rounds at the bar are called at 23h30, with the bar closing at 00h00. Overtime can be booked at an additional fee as indicated in the table below (rate excluding additional staff costs), but must be arranged and paid for prior to the event. In the case where we allow an extension of time on the day of the event, the CLIENT will need to pay the overtime fee by cash or card at the event. Extension on the bar facility can only be given until 02h00 as per our liquor license – subject to booking overtime (see Overtime).  No drinking/after parties are allowed on the property after the event has come to an end. 

4. Bar Options

All beverage options must be finalised within 14 days of your event. If you wish to run a bar tab, please discuss your options with THE VENUE management. The bar tab limit and options can be nominated by the CLIENT and is payable 14 days prior to your event date. Bar tabs will be billed on actual consumption and the balance (if any) will be refunded to you, within 7 days after the event. In case of running a bar tab any outstanding amounts must be settled on the day of the function. The following bar options are available:

• Cash bar
  • Full bar menu available for guest’s account. 
• Soft drink tab
  • Full bar menu available. Water, mixers & soft drinks for the CLIENT’s account. Wine, beer, cider & spirits for guest’s account.
• Full soft bar tab
  • Full bar menu available. Wine, beer, cider, soft drinks, mixers & water for the CLIENT’s account.
  • Spirits for guest’s account.
• Limited open bar
  • Full bar menu (excluding shooters) for CLIENT’s account. Shooters for guest’s account.
• Full open bar
  • Full bar menu available. For the CLIENT’s account.

12. STAFFING

THE VENUE will arrange for professional bartenders and waiters on your behalf. No external staff may be used. Staffing costs are charged separately (not included in package rates) to the CLIENT’s account. No setup staff are included in any packages but can be arranged with THE VENUE team. 

1. Requirements

The staffing requirements for your event are as follows:

• 1 Floor Manager per event – compulsory for functions with more than 50 guests, included in wedding packages
• 1 Waiter per 10 guests
• 1 Barman per 30 guests
• Minimum of 2 bartender per event
• Minimum of 3 waiters per event

Staff are required one hour prior to guest arrival to make the final touches and one hour after guest departure to assist with final clearing and cleaning. 

2. Rates

Rates are inclusive of staff uniforms, transport and meals.

• Floor Manager – R170 per hour (included in the wedding packages)
• Barman – R140 per hour
• Waiter – R130 per hour
• Setup and breakdown staff (optional) – R130 per hour

THE VENUE uses a professional staffing company for all staffing needs. Therefore, in the case that this company cannot render their services or if they change their rates in future, staffing rates could change. THE VENUE remains committed to providing the staffing services at the costs set out above as far as reasonably possible.

3. Shift

A minimum shift of 6 hours applies. Staff are required for the duration of your function, with 1 hour before guests arrive and 1 hour after guests depart for standard setup and breakdown.

4. Public Holidays & Sundays

All staff rates for public holidays and Sundays are generally charged at a 50% premium (1.5x the above-mentioned rates), but in some cases due to availability could be charged at a 100% premium.

13. PLANNING & COORDINATION
    1. Weddings

THE VENUE manager is only responsible for venue-related duties and will not facilitate the planning and/or running order of your wedding. As of 2025, on-the-day coordination is compulsory and must be handled by THE VENUE’s in-house coordination team, Unick. However, clients are still welcome to plan their wedding themselves or hire an external planner for the planning process if they do not wish to use Unick’s planning services. In such a case, Unick will only be involved 3-4 weeks prior to the event to start facilitating the on-the-day coordination process. 

2. Functions

THE VENUE manager is only responsible for venue-related duties, and will not facilitate the planning and/or running order of your event. For functions other than weddings, it is optional to employ the services of a registered, professional events coordinator/events company. If you don’t have a planner/coordinator yet, feel free to contact us for recommendations. Please share your planner/coordinator’s details with us 3 months prior to your event date. Also, ensure that your planner/coordinator receives a copy of this contract when you book their services, and please ask them to familiarise themselves with the entire document.

The planner/coordinator details are as follows:

Company name

Planner/coordinator name & surname

Planner Phone number

Planner email address

14. VENDORS & SERVICE PROVIDERS

To help protect our clients, and ultimately ensure a stress-free event, THE VENUE requires that you only use professional, registered service providers/companies. Should you be unsure about which vendor/service provider to use, please contact us for recommendations on well-known industry professionals. THE VENUE does not accept liability for the failure of service delivery of any service provider. Agreements made are between you and your chosen vendor. 

THE VENUE reserves the right to deny the services of a service provider that management are not comfortable with. THE VENUE will not be responsible for any payments made to service providers that are forfeited due to the refusal of their services. 

The CLIENT is responsible for their service providers, and any damages that are incurred during set-up, the actual event, and the wrap. THE VENUE will assume no responsibility for loss or damage to any hired-in items. 

1. VENDOR RESPONSIBILITIES AND LIABILITY

All vendors, service providers, and contractors engaged by the CLIENT are required to bring their own equipment, tools, ladders, and any other necessary materials for setup and breakdown. THE VENUE will not provide any tools or equipment unless specifically agreed upon in writing.

The CLIENT is fully responsible for any damages caused by their vendors, service providers, or contractors while on the premises. Any damage to THE VENUE’s property, fixtures, or infrastructure—including but not limited to walls, floors, furniture, and decor—will be assessed, and the repair or replacement costs will be billed to the CLIENT.

Vendors must exercise extreme caution when working near the acoustic panels, as they are soft and easily damaged. No objects, decorations, or equipment may be leaned against these panels at any time. Additionally, vendors must take care when handling tools and heavy equipment on tiled surfaces, as the tiles are prone to cracking if items are dropped. Any damage resulting from negligence will be charged to the CLIENT accordingly.

All vendors are required to leave the venue clean and in the same condition as they found it. This includes properly disposing of waste, removing any tools or materials, and ensuring that no marks, stains, or damage are left on walls, floors, or furniture. Failure to comply will result in additional cleaning or repair charges, which will be billed to the CLIENT.

By signing this agreement, the CLIENT acknowledges these requirements and agrees to ensure that all vendors comply with THE VENUE’s policies to prevent damage to the property and maintain cleanliness.

15. SETUP & BREAKDOWN

For wedding packages, THE VENUE is available on the wedding date from 08h00 – 00h00. For function packages, exclusive use of the Main Hall and Patio is for any consecutive 6 hours between 08h00 – 00h00, with 1.5 hours permitted for setup before the start of the event and 1 hour for breakdown after the event. The Client should refer to their specific package for details about the exact hours of use. Should the CLIENT require access for setup on the day prior to the function, two options are available:

• Option A: Guaranteed Day-Prior Setup To guarantee access, the CLIENT may reserve the day prior to the function (if available at the time of signing this contract). This option requires an upfront, non-refundable payment equal to 50% of the standard wedding package price for the setup day. For example: If the main event is on a Saturday, the guaranteed setup day is Friday. If the standard wedding package price for that Friday is R60,000, the fee will be 50% of R60,000, which is R30,000.
• Option B: Contingent Day-Prior Setup The CLIENT may request day-prior setup, which is subject to venue availability. Availability for this option can only be confirmed by THE VENUE one (1) month prior to the event date. If approved, a fee of R2,000 per hour (with a minimum 4-hour charge) will apply.

All breakdown and removal activities must be completed on the function date within the hours specified, or if approved in writing by 08h00 on the day following the function, unless an exception is pre-arranged and confirmed in writing by THE VENUE. All items, furniture, and setups on the lawns by external suppliers must be removed on the same day as the function’s conclusion. If the CLIENT uses our in-house decor partner (Unick), all breakdown and removal services will be managed by them and included in their pricing. No items may be left on the lawns overnight, unless a prior written arrangement has been made with THE VENUE. Should an external supplier fail to remove furniture from the lawns on the same day, THE VENUE may, at its discretion, remove this furniture for an additional fee of R3,000, which will be billed to the CLIENT. This optional removal service applies only to furniture; the removal of all lighting, large-scale setups, rigging, and other non-furniture items remains the sole responsibility of the CLIENT and their external suppliers.

All aspects of your event, as well as set-up & delivery times must be discussed with THE VENUE management. Written approval must be granted prior to confirming any arrangements with your service providers. 

Written approval must be given for all temporary installations and/or structures, including but not limited to lighting, hanging installations, floral installations, stages, cabanas, tents and dance floors. 

THE VENUE will not be held liable for any non-refundable payments made to service providers for a service we do not approve of, thus please ensure that everything is communicated upfront, with management prior to making any payments to service providers. 

1. Tables & Chairs

THE VENUE will ensure that your tables are setup in the agreed layout, but will not be responsible for table setting, unless otherwise arranged. Please make arrangements with your coordinator and the relevant service providers to facilitate the set-up. Set-up staff can be arranged upfront, with management, at an additional charge.

Setup and breakdown fees for all-inclusive packages will be quoted separately. 

2. Large-Scale Installations & Structures

A safety officer is required for all large-scale rigging, construction, sound, and lighting installations. THE VENUE will arrange a safety officer (cost to the CLIENT) to meet with the respective rigging, construction, sound & lighting teams at the property for a safety briefing, at least 30 days prior to the event. 

All work including the placement of all electrical and sound cables is to pass a safety inspection prior to the start of the event. Safety tape and cable ramps are essential for large set-ups. Please confirm with your service provider, that they will supply all necessary items needed to ensure that all cables are “made-safe” for the event.

All work needs to be signed off by a safety officer before the start of the event. events may not proceed if the rigging or construction work is deemed unsafe. The safety officer is to be present for the duration of set-up and wrap (cost to CLIENT) until all the work is completed. A representative of the event company needs to be on-site for the duration of prep & wrap to manage the work.  

Lighting & music set-ups need to be discussed in detail to ensure that THE VENUE can accommodate the electrical/power output requirements. Additional power requirements for large kitchen, sound and lighting installations are for the CLIENT’s account or be arranged by the events company. 

Rigging, construction & electric companies are to provide 3rd party insurance liability documents, prior to any work commencing. Additional security/night guards are required on large-scale prep and wrap days (cost to the CLIENT).

In the event of a Bedouin or Marquee Tent erected on the property, certification by a structural engineer in the form of a certified document will be required.

THE VENUE reserves the right to increase the Security and Damages Deposit for all large-scale installation work, an amount to be discussed upfront and agreed to in writing.

All installations/structures are to be removed professionally during the scheduled wrap. 

3. Decor, Flowers, Lighting and Sound

Floral arrangements and wedding cakes are to be made off-site, at your service provider’s own facility. All interior event set-up (décor, lighting, flowers and sound) must be completed at least 1 hour prior to guest arrival, to allow THE VENUE the opportunity to service THE VENUE floor and restrooms after the set-up is complete. No suppliers or guests will be allowed to enter THE VENUE whilst cleaning is taking place, to prevent slip injuries.

If you wish to make use of dinner candles, please note that candelabra may not be placed directly on the tables, please make use of table runners or tablecloths so as to avoid excessive candle wax splatter on the dinner tables. A cleaning fee of R500 per table is applicable should excessive candle wax have to be removed from our dinner tables after the event. 

All candles, flowers and décor must be removed from the premises by no later than 08h00 the day proceeding the function date. If not adhered to, management will dispose of any items as it sees fit. Occurring costs hereof will be carried by the CLIENT.

4. Waste Removal & Cleaning

All floral waste/floral arrangements need to be removed from site the day after the event, and may not be dumped on site. Kitchen dustbins are for catering waste only. A waste removal fee of R1,000 is applicable should floral waste be left on site. THE VENUE reserves the right to increase this penalty pending the amount of waste that is left on site. We can assist with the hire (additional cost) of an additional waste skip, should service providers require it. 

In case any property of THE VENUE requires cleaning or removal of human waste (vomit, urine, faeces etc.), THE VENUE reserves the right to charge a cleaning fee of up to R1,500 to the CLIENT.

In case any property of THE VENUE requires extensive cleaning, other than clearing waste, e.g. heavily stained chairs, tables, walls, carpets, furniture etc. THE VENUE will charge the invoiced amount of cleaning, from an outsourced cleaning company chosen by THE VENUE to the CLIENT at cost.

5. Day Before Setup

Setup can be done the day before your event if the date is available ie: not booked for another event. This can only be confirmed one month prior to your event date. Should you wish to set-up the day before your event, a fee of R1,500 per hour (minimum 4 hours) or R6,500 for the whole day will be applicable. The venue will be made available from 08h00 to 17h00. A detailed brief of the set-up day is required, before approval will be given. Exterior work and set-ups (cabanas, tents, outdoor dancefloor & exterior furniture) can only be done the day before your event with management’s written permission and the correct security precautions in place. 

If you wish to secure a full set-up and/or wrap day, in advance or at the time of making your reservation, a reduced multi-day venue fee could be applicable, however, please discuss your options with THE VENUE manager prior to making your reservation.

16. OVERTIME

It is possible to book overtime up until 02h00 at an additional cost, as stipulated in the Operation Times clause. The CLIENT will have to arrange this with management and pay in advance. In case of overtime being allowed by THE VENUE team on the day of the event, the additional charge will have to be settled on the same day. If the CLIENT elects to book overtime, staffing costs will also be adjusted by the relevant number of hours. Should the CLIENT and/or their guests not leave THE VENUE within 20 minutes of the booked time, THE VENUE reserves the right to charge for an additional hour. 

17. SOUND

THE VENUE has a built-in PA system that can be used for smaller events without a DJ or live musicians. This system is available inside the main hall and can only be used for speeches and/or background music. If you would like to make use of the PA system, please arrange with THE VENUE management prior to the event. 

Please make arrangements with your planner and/or DJ to make provision for additional sound equipment for your event. For security reasons, no sound equipment may be stored on the premises without making security arrangements with THE VENUE management. All DJ’s must be registered with SAMRO and proof of SAMRO licence may be requested by THE VENUE. THE VENUE reserves the right to regulate the volume of all music during the course of the function.

THE VENUE reserves the right to regulate the volume of all music during the course of the event to ensure compliance with the relevant by-laws. All cables should be taped down and remain hazardous-free at all times during and after the function. All breakdowns will take place no longer than an hour after the last rounds have been called. 

Should the DJ/Musician/band refrain from ending the music at the given time, a fine equivalent to one hour’s overtime fee will be added to the CLIENT’s invoice.

18. GENERATOR

THE VENUE has an on-site backup generator which will be used in the event of a power outage. THE VENUE fee includes the use of the generator but excludes a fuel surcharge of R500 per hour. The fuel surcharge will be deducted from the Security and Damages Deposit based on the number of hours the generator was used. 

19. CHILDREN

Children are most welcome at THE VENUE, however, parental supervision for all children under 16 must be maintained at all times with responsibility for safety and well-being resting with the parents. There are many stairs, glass doors and water features within the design of the property and vigilance is required. 

20. SMOKING

In accordance with South Africa’s legislation, all indoor facilities are strictly designated as non-smoking areas. Smoking will only be allowed in designated smoking areas and guests should use the ashtrays provided. Any damage to cushions, tables, chairs or other furniture and equipment will be deducted from the Security and Damages Deposit.

21. WHEELCHAIR ACCESS

THE VENUE continues to strive to achieve full wheelchair access to guests and will endeavour to accommodate guests wherever possible. THE VENUE states clearly that not all areas of THE VENUE are 100% wheelchair friendly. Please discuss any concerns or specific requirements with management to ensure we can accommodate you wherever possible. 

22. WEATHER

THE VENUE will not be held liable by the CLIENT and the CLIENT will not have any claim of whatsoever nature against THE VENUE as a result of THE VENUE not being able to provide services as a result of weather, fire or any sudden unforeseen event that may prevent it from fulfilling its obligations. The CLIENT is responsible for arranging insurance to mitigate their loss.

23. HOUSE RULES
    1. Guests are not to add wood to the fireplace as the size of the fire needs to be controlled by THE VENUE staff only. No other open fires will be permitted on site.
    2. The use of sparklers needs to be discussed with management for approval thereof. Damages caused by sparklers will be for the CLIENT’s account, ie: will be deducted from the Security and Damages Deposit. Please discuss your options with the venue manager.
    3. No sky lanterns, pyro or fireworks are permitted.
    4. In order to keep our gardens pristine, and take care of the environment, no balloons, confetti guns, glitter or paper confetti are allowed in outdoor ceremony areas. Only plant-based confetti will be permitted.
    5. Guests that leave vehicles on-site overnight do so entirely at their own risk. THE VENUE will not be responsible for any damages to vehicles/theft from vehicles left overnight.
    6. THE VENUE does not take any responsibility for gifts or any other personal items left unattended.
    7. Written approval must be obtained for any televised filming on the property.
    8. No drinking in the parking area will be permitted. Guests serving/consuming drinks from their vehicles will be asked to leave the premises. Failure to comply with the above is a direct violation of our agreement and could result in an immediate termination of our service obligation ie: THE VENUE reserves the right to end the function, should these terms not be adhered to. 

It remains the CLIENT’s responsibility that their guests comply with the abovementioned rules. 

24. CCTV MONITORING

THE VENUE is monitored by 24/7 CCTV surveillance for security and operational purposes. THE VENUE reserves the right to use this footage at its discretion. However, THE VENUE does not guarantee the availability, retrieval, or completeness of footage should the CLIENT request access to it.

25. PHOTO & VIDEO

THE VENUE reserves the right to capture and use photographs and video footage taken during any event held on the premises for marketing, promotional, and advertising purposes, including but not limited to social media, website content, and printed materials. If the CLIENT wishes to restrict the use of such media, a written request must be submitted to THE VENUE prior to the event. 

26. PROPERTY OWNERSHIP AND GROUNDS MAINTENANCE

THE VENUE operates on a leased property and does not own the surrounding farm, including but not limited to the grounds, roads, vineyards, and other landscape features. As such, THE VENUE has no direct control over any modifications, maintenance, or alterations made by the property owner or third parties to external areas. While THE VENUE will make every reasonable effort to communicate any known changes to the CLIENT in advance, we cannot guarantee the availability, condition, or appearance of specific areas for photography, videography, or event purposes.

Furthermore, the CLIENT acknowledges that natural elements, seasonal variations, farming activities, and property maintenance may impact the landscape and overall aesthetic of the property. THE VENUE is not responsible for any disruptions, changes, or unforeseen circumstances that may affect the CLIENT’s expectations regarding the property’s appearance at the time of the event.

By signing this agreement, the CLIENT accepts that THE VENUE cannot be held liable for any dissatisfaction, inconvenience, or claims arising from alterations to the property, including but not limited to changes in vineyard layouts, road conditions, or landscaping. Additionally, THE VENUE does not guarantee the suitability of any specific locations for photography or videography and shall not be held responsible for any limitations imposed due to environmental or operational factors.

27. CHANGE OF OWNERSHIP

In the event of a change in ownership, management, or operational control of THE VENUE, all existing bookings and agreements will remain valid and binding under the terms of this contract. THE VENUE will make reasonable efforts to ensure a smooth transition and communicate any relevant changes to the CLIENT in a timely manner.

Should the new ownership decide to alter or discontinue venue operations in a manner that affects the CLIENT’s booking, THE VENUE will provide alternative options where possible. If no suitable alternative is available, the CLIENT will be entitled to a full refund of any payments made toward the venue hire. However, THE VENUE shall not be liable for any indirect costs, damages, or losses incurred by the CLIENT as a result of such ownership changes, including but not limited to costs related to third-party vendors, travel, accommodation, or event planning.

By signing this agreement, the CLIENT acknowledges that THE VENUE cannot guarantee continued operations under the same ownership or management and accepts that any unforeseen changes will be handled in good faith and in accordance with the terms outlined above.

28. INDEMNITY

The CLIENT, suppliers, guests, children, approved event co-ordinators and all 3rd party or independent co-ordinators, contractors or organizers indemnify THE VENUE from any liability, loss, damage, death or injury that may be suffered by any CLIENT, guest or other individuals who attends, works or visits the property or who makes use of any of our amenities during the function. Indemnity under this agreement shall be in effect prior to, on and after the date of the wedding/event of the signatory to this agreement. THE VENUE cannot and will not be liable for any guests that leave any items unsupervised or car doors or windows unlocked before, during or after the event. We ensure that we will do our utmost to prevent any loss or damage, but cannot be liable for any negligence caused by any guest who visits the property. 

29. FORCE MAJEURE

THE VENUE cannot be held liable for any delay or failure to fulfil its obligations under this agreement as a result of causes beyond the reasonable control of THE VENUE. Such causes include but are not limited to fire, floods, acts of God, acts and regulations of any governmental or supranational authority, war, riots, strikes, lockouts and industrial disputes.

30. ACKNOWLEDGEMENT
    1. The parties (CLIENT and THE VENUE) acknowledge and agree that this agreement constitutes the whole of the agreement between them and that no other agreements, guarantees, undertakings or representations, either verbal or in writing, relating to the subject matter of this agreement not incorporated in this agreement will be binding on the parties. No changes to this instruction form will be binding on any of the parties unless recorded in writing and signed by both parties.
    2. You agree that any notices THE VENUE sends to you, the CLIENT, in terms of any agreement concluded between us, the parties, may be sent via email unless otherwise prescribed by law.
    3. The CLIENT warrants that as of the date of signature of this agreement, all the details furnished by the CLIENT to THE VENUE are true and correct and that the CLIENT will notify THE VENUE in the event of any changes to such details.
    4. The CLIENT accepts that all rates quoted in this agreement (except the Venue Package Rate in Event Information) are subject to change.
    5. The CLIENT must provide THE VENUE with a copy of the signatory’s valid identification document or passport when submitting the signed agreement. This is required for verification and record-keeping purposes.

CLIENT:

I/We, hereby declare that I/We have read all the above Terms and Conditions, understand fully and will abide by the rules of this contract set out by THE VENUE and hereto bind myself in my personal capacity as surety for all money owing, all damages to the allocated buildings and surroundings, venue, furniture, utensils and equipment thereof.

Signed at on .

Client:

THE VENUE:

Signed at on .

Director: