Avenue On Iris Conference Centre Venue Hirer Contract for Functions

Function Venue Hire Contract and Terms & Conditions

Service Contract between Avenue on Iris2016/361367/07)/ A Venue on Iris 2021/601331/07 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”)

We welcome you to Avenue on Iris. Please let us know if we can assist in explaining unclear points.

Payment:

 First Payment:
o A non-refundable booking fee of R10 000) is payable to confirm the date. This amount will be

deducted from your invoice. Should your invoice be less than this amount, the full payment of the

invoice is expected.
o This payment will secure your booking. If you wish to cancel, you will not be refunded.
o Only upon proof of payment and receipt of a signed copy of the venue hire contract can the booking

be secured.
o Part payments should be made each month until 50% is paid 3 months before the function. 75%

payment of the full invoice is to be paid 2 months before the event.
o 100% of the total amount is due 1 month before the date. Payment dates must be strictly adhered

to to avoid interest charges and/or cancellation of the booking. o A 3% bankcharge fee will be invoiced on ikhoka card payments.

 By paying the booking fee you agree to all the terms and conditions
 Provisional bookings are only held for 14 days, thereafter they will be released without notification.
 R3 000 Refundable holding deposit will be added and refunded within 10 working days after the function.
 Any damage, or loss to The Venue’s property- including linen and stock, penalties, extra services rendered, etc. 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 and the client will be liable for payment of such damages.
 The Venue reserves the right to cancel any bookings without notice and/or liability to the Client if the Client does not adhere to the payment dates.
 Provisional bookings are only held for 14 days; thereafter they will be released without notification.
 Cancellation: venue costs – this is subject to the minimum non-refundable booking fee.
 All events canceled or dates changed within a minimum of 3 months (90 Days) before the date of the event, will be subject to a 50% cancellation fee of the total invoice. If however the venue is re-booked with a similar function, The Venue will refund the remaining amount after taking into consideration any genuine loss or damage incurred as a result of the cancellation.
 All events canceled or dates changed within I month (30 days) or less from the date of the event, will be subject to a 100% cancellation fee of the total invoice. If however the Venue is re-booked for a similar function, the Venue will refund the remaining amount after taking into consideration any genuine loss or damage incurred as a result of the cancellation.
 In the event of a date change or postponed to another season or year, then cancellation rules apply as well as a new invoice will be issued with the applicable rates.
 The increase of the invoice may apply to amounts of venue fee /catering / extra décor / any other services quoted.
 Prices are subject to change without prior notice.
 Peak season (August-December, February-April, and Public Holidays) events have a minimum of 60 guests on a Saturday/Public Holiday and 40 on a Friday, or a surcharge will apply. Off-peak season (January, May- July) events have a minimum of 30 guests for Saturdays/Public Holidays/Sundays
 For events booked a year in advance a price increase may apply to the total catering amount.
 All event details, including dietary requirements, are to be finalized and confirmed 2 days before the event; changes to the detail hereafter will require additional charges or failing to do so, in cancellation altogether. Suppliers staying for the event should be calculated in the total amount of people for catering.
 One décor meeting is included, with a full mockup table. Fresh flowers can be ordered. An extra meeting will be charged at R500 per session.
Page 1 of 6 | Terms and Conditions: September 2023

Function Venue Hire Contract and Terms & Conditions

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, and cancellation policy will be followed.
 Alternatively, the client is welcome to move to a new date, subject to availability and same season bracket. Venue Hire Times
 You can choose a event time slot of 8 hours between 10:00 and 22:00 on Saturdays. The closing times during the week and Sundays are different – by 21:00 all should be quiet.
 An additional fee of R2 000 per hour or part of an hour is charged after 22:00 on Saturdays or per hour after the agreed time slots on other days.
 In the event of pre-arranged suppliers apart from The Venue’s preferred suppliers, you will have access to the venue between 8:00 – 16:00 for deliveries on the day before the event (pre-arranged), and from 10:00- 22:00 on the day of the event. Exceeding the timeframe will be charged as extra hours @R 2 000 per hour to the client.
 NB: To accommodate the caterer, to keep the food from spoiling and to plan staff rosters, when specifying program and catering times we keep strictly to the time specified when the final program was communicated with our staff (5 working days before the event). Max 1 hour delay is allowed in the program. If you can not adhere to this time frame, a penalty fee of R800 per hour will be deducted from the breakage fee if the program is delayed more than 1 hour.
 All closing times are subjected to 1 hour before curfew time during National State Disaster Acts. 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 certain and limited information might be shared with supplier/service provider if needed, and any other documentation that requires some kind of personal details in order fulfill its obligation. 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 and not limited to sections 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 or refuse firearms on its premises. Fire and safety Please make yourself acquainted with the fire protocols, evacuation plan, and collection point in case of a fire on the venue. A First Aid kit is available on the premises. Third-Party Suppliers
 No speakers are allowed outside the fully enclosed areas of the building or facing outward in the doors. Music noise levels must be within the limit (95dB).

Page 2 of 6 | Terms and Conditions: September 2023

Function Venue Hire Contract and Terms & Conditions

 Only aux cable play is allowed through The Venue’s sound system without supervision. The Venue’s soundsystem box is off limits without supervision of the hostess.
 Clients are only allowed to play music through their system until 21:30, Thereafter our aux cable play can be used. No music will be permitted after 22:00 on Saturdays and Friday evening events (20:30 on weekdays/Sundays). Dj’s have to send in their SAMRO certificate to The Venue 21 days before the event.
 The Kitchen is available for serving only, no food preparation is to be done on-premises. No oven available.
 Your caterer/decorator has to pay a refundable deposit to The Venue and caterers are to supply The Venue with a food certificate before being allowed on-site, must have utensils and uniformed staff to help with serving food and cleaning the kitchen after using it.
 All décor, props, equipment, supplies, etc. not supplied by The Venue must be delivered either between 14:00 – 16:00 on the day before the event and be removed directly after the function, or as per arrangementbetween8:00and10:00thefollowingMonday. TheVenueshallnotbeliableforanyitems lost after the function.
 Tents/stretch tents/marquee tents are strictly forbidden to be erected on the premises.
 The Venue is entitled to charge the client for extra costs incurred if any third party overstepped their time limits; or equipment is left on the property; or any other penalties that is higher than the 3rd party’s refundable deposit
 All 3rd party suppliers to be used at the event are subject to approval by the Venue. This should form part of the décor meeting and should be known the events manager of The Venue at least six (6) weeks before your event. All 3rd party suppliers must sign an agreement with Avenue on Iris, if 3rd party suppliers will not do so, they will not be approved as providers and as such not allowed on to the property, such will be communicated to you, so you can make other arrangements. For this reason, we require your participation and early response to facilitate the agreements in time, to avoid disappointment and problems.
 We will review each 3rd party supplier as per our list, and we reserve the right not to accept a supplier or have the first choice to supply the client with required items/décor/extras. General:
 All guests must adhere to the designated smoking areas. (According to the new smoke regulations, smoking is not allowed under any roof or closer than 3 meters from any window or entrance).
 No fireworks or fire lanterns will be allowed on the premises. No paper, plastic, streamers, “poppers” or polystyrene confetti is allowed, nor balloons with plastic confetti in them. A cleanup penalty fee will be deducted from your breakage deposit if otherwise used.
 No structures/tents/stretch tents are allowed to be erected without prior consent from The Venue and only if all specific details were provided correctly 21 days before the event.
 Nobody is allowed to go beyond the “no entry” signs.
 All guests must adhere to the designated smoking areas – it is not allowed under any roof or closer that 3meters from any window or entrance. Hubbly smoking is not permitted on the premises.
 The kitchen is limited to kitchen staff, the Venue employees, and a designated barman. No kids or guests are allowed in the kitchen.
 Avenue on Iris 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.
 Avenue on Iris 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.
 Avenue on Iris reserves the right to cancel any booking without any liability on its part in the event of any damages to the venue by fire, or strikes for any other cause beyond management’s control. Avenue on Iris will assist the client in locating an alternative venue or date.

Page 3 of 6 | Terms and Conditions: September 2023

Contract

Booking Particulars:

Function Venue Hire Contract and Terms & Conditions

Avenue on Iris reserves the right to charge the client R1000 per every 20 guests arriving after the number of people entered exceeds the amount the Client & Avenue on Iris agreed upon. Avenue on Iris reserves the right to refuse guests after the number of people entered exceeds the amount the Client & Avenue on Iris agreed upon.
Alcohol can be served on the premises, but there is no cash bar. 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. Should guests refuse to cooperate, the client will be fined with a minimum fine of R2000 up to a maximum of R3000 after a fair warning.
We do not provide containers/foam packs for leftover food – please provide your own should you wish to take of the leftover home.
Avenue on Iris reserves the right to publicise past, current, and future events unless requested not to do so by the Client in writing.

Indemnity

Avenue on Iris, 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 arising out of the negligence of Avenue on Iris or any person for whom Avenue on Iris is vicariously liable.

Avenue on Iris reserves the right without prejudice or any further recourse by the Client or the guests of the Client to sever, cancel, and 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 Avenue on Iris. Avenue on Iris does sincerely hope and trust that such action will never be necessary.

In the event of any service provider or third party arranged by the client and approved by the Venue, 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/supplier/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.

Every guest, service provider, sub-contractor, employee 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, including medical care and emergency assistance.

Event date:

Event type:

Time slot: (8 hours event time)

Number of guests:
Page 4 of 6 | Terms and Conditions: September 2023

Specified by the event coordinator and signed:

I/We hereby agree to the terms and conditions as set out and are duly authorized to do so. I/we have read the above and accept the terms therein.

Function Venue Hire Contract and Terms & Conditions

Annexure A

Client:

Name

ID Number

Cell phone

Email Address

Date:

Signature:

Account holder name

Bank

Branch code

Account number

BANKING DETAILS FOR REFUND PAYMENT

Date:

Any additional information/ arrangements:

Signature:

___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________

Page 5 of 6 | Terms and Conditions: September 2023

Function Venue Hire Contract and Terms & Conditions

This is compulsory to fill in before the event – if not, the supplier will not have access to the venue.

Third-party Supplier; Duly authorized

Company/person

Contact nr/email address

Date

Signature

Refundable deposit: Paid / not paid

Time of arrival

Extra details:

Decorator/ caterer/ sound

Third-party Supplier; Duly authorised

Company/ person

Contact nr/ email address

Date

Signature

Refundable deposit: paid / not paid

Time of arrival

Ekstra details & number of people

Decorator/ caterer/ sound

Details of any other 3rd party supplier

Any additional information/ arrangements:

Page 6 of 6 | Terms and Conditions: September 2023