Corporate Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris (2016/361367/07) Address: 13a/33 Iris str, Heatherdale, Akasia (Hereafter referred to as “THE VENUE”) and the client as detailed on Annexure A (Hereafter referred to as “THE CLIENT”)

Corporate Function venue/venue hire terms and conditions:

Payment:

  •   First Payment:
    •   A non-refundable booking fee of 50% of the total amount is payable to confirm the date. This amount will be deducted from your invoice.
    •   This payment will secure your booking. If you wish to cancel, you will not be refunded.
    •   Only upon proof of payment and receipt of a signed copy of the venue hire contract can the booking be secured.
  •   By paying the booking fee you agree to all the terms and conditions
  •   Full payment of the invoice must be paid at least 7 working days before the event.
  •   Provisional bookings are only held for 14 days, thereafter they will be released without notification.
  •   R3000 /R1500 Refundable breakage deposit will be added and refunded within 14 working days of the function.

o Any damage or loss to The Venue’s property- including linen, will be deducted from the

deposit, if the deposit is insufficient to cover the damages, an extra invoice will be

provided, while proof will be provided of the damages incurred.

  •   Rescheduling after the venue hire payment is possible but is subject to availability and an admin fee will apply which will be calculated when The Venue has been notified.
  •   Prices are subject to change without prior notice.
  •   Strict access control – no more people than agreed upon in the agreement will be allowed to enter our premises. The number of people allowed inside the Venue will vary according to the current level of disaster state announcement. Outside or within Covid regulation, extra unexpected guests might/will be charged additionally at a predetermined rate.
  •   An increase may apply to the total catering amount, 2 months before the event, a new updated quote will be provided regarding the food.
  •   All event details, including dietary requirements, are to be finalized and confirmed 7 working days before the event, changes to the detail hereafter will require additional charges. Pandemics and other State of disasters:
  •   Should the regulations state that no events are allowed in that specific month/timeframe of the client’s event date, the client will be allowed to cancel, a cancellation fee of R 5 000 is applicable, all other funds already paid will be paid back to the client.
  •   Alternatively, the client is welcome to move to a new date, subject to availability and an admin fee will apply. Venue Hire Times
  •   Venue hire times are from 8:00 – 17:00 (day functions / corporate) or 8:00-17:00 on Saturdays and in exceptional cases, 11:00-17:00 on Sundays. (Or an hour before curfew time in National State Disaster Acts)
  •   When using a 3rd party decorator, please plan your program accordingly to allocate enough time for the decorator etc to do necessary preparations. Exceeding the timeframe will be charged as extra hours @R 2 000 per hour. Times have to be discussed with the event coordinator.

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Terms and Conditions: October 2023

Corporate Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris (2016/361367/07) Address: 13a/33 Iris str, Heatherdale, Akasia (Hereafter referred to as “THE VENUE”) and the client as detailed on Annexure A (Hereafter referred to as “THE CLIENT”)

  •   To accommodate the caterer and to keep the food from spoiling, when specifying program and catering times we keep strictly to the time specified when the program was communicated with our staff. Max 1 hour delay is allowed. Popia / Popi act
  •   The client hereby provides consent to Avenue On Iris to record, store, process personal information as required to execute the contract as hereby entered into, and does so voluntary, based on Popi act criteria being “voluntary, specific and informed expression of will in terms of which permission is given for the processing of personal information”, which include implied consent, express consent, informed consent, and unanimous consent, which specifically focuses on the personal details provided on the website, quotes, invoices, statements, payment details, operational forms, guest list, and entry form, while such might be shared with supplier/service provider if needed, and any other documentation that requires some personal details in order fulfill its obligation.
  •   Covid regulation requires each person that visits our venue to record their personal details, while the venue must make appropriate measures to safely manage, store and file such information under the act, and make it available when requested by appropriate authorities. Firearms
  •   No firearms are allowed, but if the client needs to allow for one or all of its guest VIP security, bodyguards among other protection mechanisms, please inform the management of Avenue On Iris before booking the venue and in time, to allow compliance according to the firearms control act including section 13, 14, 16 and other acts as needed, where all necessary information must be made available, documentation completed, and arrangements made. The client accepts accountability, responsibility, and liability to manage, and comply with the process. Avenue on Iris reserves its right to accept firearms on its premises. Third-Party Suppliers
  •   Music setup must be inside the hall, no speakers are allowed outside the fully enclosed areas of the building. Music noise levels must be within the limit as determined reasonable by our staff and may not be heard outside the perimeters of the property.
  •   Only aux cable plug and play are allowed through The Venue’s sound system.
  •   All décor, props, equipment and supplies not supplied by The Venue must be removed directly afterthefunction. TheVenueshallnotbeliableforanyitemslostafterthefunction.
  •   The Venue is entitled to charge the client for extra costs incurred if any third party overstepped their time limits. A penalty fee of R2 000 per hour applies.
  •   You are responsible for providing a list any 3rd party suppliers to the events manager of The Venue 1 (one) week before your event. A caterer’s food certificate also should be provided 1(one) week before your event. General:
  •   All guests must adhere to the designated smoking areas. (Smoking is not allowed under any roof or closer than 3 meters from any window or entrance). Hubbly smoking is permitted on the premises.
  •   No fireworks or fire lanterns will be allowed on the premises.
  •   Nobody is allowed to go beyond the “no entry” signs.

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Terms and Conditions: October 2023

Corporate Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris (2016/361367/07) Address: 13a/33 Iris str, Heatherdale, Akasia (Hereafter referred to as “THE VENUE”) and the client as detailed on Annexure A (Hereafter referred to as “THE CLIENT”)

  •   The Venue will not be held liable for the interruption of services such as electricity, water, and sanitary services at the venue however we do have a generator on site.
  •   Children should be always supervised by an adult.
  •   The Venue takes no responsibility for outdoor functions, and the client remains responsible for any costs involved should a radical shift in the weather affect the presentation or arrangements of the function.
  •   The Venue reserves the right to cancel any booking without any liability on its part in the event of any damages to the venue by fire, strikes for any other cause beyond management’s control. The Venue will assist the client to locate an alternative venue or date.
  •   The Venue reserves the right to charge the client R1000 per every 20 guests arriving after the number of people entered exceeds the amount the Client & The Venue agreed upon. The Venue reserves the right to refuse guests after the number of people entered exceeds the amount the Client & The Venue agreed upon
  •   Guests won’t be allowed to bring in their alcohol on the day of the event. No alcohol is allowed in the parking lot. No cooler bags are allowed. The Venue reserves the right to check cars and to confiscate any alcohol brought in or ask guests to leave the premises if they refuse to hand it in.
  •   The Venue reserves the right to publicise past, current, and future events unless requested not to do so by the Client in writing. Indemnity
  •   The Venue, its officers, employees, agents, and/or contractors, will not be held responsible for any injury, loss, damage, or costs of any nature whatsoever (including but not limited to the costs of legal action) suffered by the Client, any guest, service provider or third party, arising out of any cause whatsoever, and where such injury, loss, damage or costs arise out of the negligence of The Venue or any person for whom The Venue is vicariously liable.
  •   The Venue reserves the right without prejudice or any further recourse by the Client or the guests of the Client to sever, to cancel, and to terminate your patronage on our premises if any of the notices, rules, common courtesies, obligations, and cautions are not followed and adhered to by the Client or any visitor, or if the Client’s group’s behavior becomes a disturbance or is unruly, offensive, abusive, threatening, destructive or unacceptable to any other guests or management and staff of The Venue. The Venue does sincerely hope and trust that such action will never be necessary.
  •   Every guest, service provider, sub-contractor, employees of a service provider, and or subcontractor entering the premises takes full responsibility for his or her safety and for the minors and or employees accompanied by, including medical care and emergency assistance.
  •   When using your caterer, decorator, or any service provider or third party, the venue will not be held responsible for any injury, loss, damage, or costs of any nature whatsoever (including but not limited to the costs of legal action) suffered by the Client, any guest, arising out of any cause whatsoever, and where such injury, loss, damage or costs arising out of the negligence of the third party or any person for whom The Venue is vicariously liable.

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Terms and Conditions: October 2023

Corporate Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris (2016/361367/07) Address: 13a/33 Iris str, Heatherdale, Akasia (Hereafter referred to as “THE VENUE”) and the client as detailed on Annexure A (Hereafter referred to as “THE CLIENT”)

I/We hereby agree to the terms and conditions as set out and are duly authorized to do so.

Booking Particulars:
Event date: _______________________ Time: _________________ / Number of guests: ______________
I/we have read the above and accept the terms therein.

or __________________

Event organizer; duly authorised

Name

ID Number

Cell phone

Email Address

Date:

Signature:

Representative; duly authorised

Name

ID Number

Cell phone

Email Address

Date:

Signature:

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Terms and Conditions: October 2023

Corporate Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris (2016/361367/07) Address: 13a/33 Iris str, Heatherdale, Akasia (Hereafter referred to as “THE VENUE”) and the client as detailed on Annexure A (Hereafter referred to as “THE CLIENT”)

Third-party Supplier; Duly authorised

Company/ person

Contact nr / email address

Date

Sound / Technical / video conferencing

Signature

Third-party Supplier; Duly authorised

Company/person

Contact nr/email address

Date

Signature

(Decorator/ caterer)

Account holder name

Bank

Account nr.

Branch code

BANKING DETAILS FOR REFUND PAYMENT

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Terms and Conditions: October 2023