TERMS AND CONDITIONS FOR EVENTS AND VENUE HIRE WITH ALGOABRITE (PTY) LTD REGISTRATION NUMBER 2013/074658/07 TRADING AS THE CLUBHOUSE.
a. All rates are subject to change without notice.
b. Rates are quoted in South African Rand and foreign currency payments are acceptable at the daily bank rate of exchange on the date payment is received. Any bank charges involved with payment are for the client’s account.
c. All rates exclude beverage prices, which will be based on consumption.
d. All rates exclude menu prices, which will be based on the choices provided.
e. Service charge of 15% will be added to the final account.
2. DEPOSITS AND CANCELLATIONS
a. 50% deposit of the venue hire is required within 7 days of making the booking in order to
secure the reservation at The Clubhouse.
b. The outstanding deposit will be the balance due 14 days prior to the event date following a full site inspection and sign off.
c. Full payment of the total meal account is required 14 days prior to the event date. A pro forma invoice will be forwarded to the client on confirmation of the menu choice.
d. To safeguard The Clubhouse against possible damages, a breakages deposit of R3000 (three thousand rand) is required when the booking is made. The amount will be refunded into your bank account no later than one week after your event, should there be no damages. The Clubhouse reserves the right to increase this breakages deposit based on the nature of the event in question.
e. No meal refunds will be made 7 days prior to the event date should the guests decrease in numbers, unless otherwise agreed upon.
f. Any extra meals and beverages required are to be settled upon departure on the day of the event.
g. The Clubhouse does not offer account facilities.
h. Cancellation outside 28 days prior to the event date will result in a loss of 50% deposit.
i. Cancellation of 28 – 0 days prior to the event date will result in a 100% loss of total amount agreed upon.
j. All cancellations must be in writing.
3. PROVISIONAL RESERVATIONS
a. A provisional reservation is valid for a maximum period of 21 days.
b. The Clubhouse reserves the right to shorten the validation period of a provisional reservation without notice, unless otherwise agreed upon.
c. The Clubhouse reserves the right to cancel all services booked should full payment not be received prior to the event date.
d. The following should be emailed or faxed to the Events Manager to confirm your reservation:
i. A copy of the signed terms and conditions and the signed event sheet
ii. A copy of the deposit slip or payment confirmation
e. Kindly note that payments may be paid directly into The Clubhouse’s bank account details of which will be provided to you.
a. No exclusive venue hire will be available during the official cricket season of the Claremont Cricket Club.
b. For all exclusive events and events for more than 30 (thirty) people a venue hiring fee will be payable.
c. A maximum of 60 (sixty) guests can be accommodated on a non-exclusive basis and a maximum of 200 guests can be accommodated on an exclusive basis.
5. EVENT CO-ORDINATION
a. The Clubhouse can provide an event co-ordination and planning service. Should you wish to make use of this service please request a quotation to be included in your quotation for venue hire and food.
6. THE MENU AND DRINKS
a. The Clubhouse requires the final confirmed menu 14 days prior to the event. Any extras will be charged for on the day. Please note, situations such as lengthy speeches, additional speeches or sudden changes in the order of events will affect the efficiency of the kitchen considerably and may affect the quality of the experience.
b. Due to the seasonality of certain produce and our desire to serve only the highest quality ingredients, we cannot guarantee that all items will be available on the day. In that event we will contact you telephonically to approve any substitutions should the need arise.
7. DÉCOR & HIRED GOODS
a. Any hired goods will be the responsibility of the event organiser and or “event owner” The Clubhouse will not be held responsible for any damages or late returns of hired goods. All equipment or décor brought into The Clubhouse will be collected by the organiser / coordinator no later than 10h00 the next morning. Any decor or items hired in will be for the clients account. Final approval of all hired goods will be made by the management of The Clubhouse.
a. In accordance with South Africa’s legislation, all indoor facilities are strictly non-smoking areas.
9. BAR ARRANGEMENTS
a. The bar arrangements should be confirmed 7 days prior to the event date. The Clubhouse will require credit card information as a standard procedure, which will serve as security on the beverage account. A credit card authorization form will be sent upon acceptance of the terms and conditions.
b. The credit card information needs to include the following:
i. Name of credit card holder;
ii. CVC number (last 3 digits on the reverse side of the credit card);
iii. Credit card number;
iv. Expiry date;
v. Copy of the front and back of the credit card;
c. The actual credit card needs to be physically present on the date of the event.
d. A quantity of wine and champagne are allowed to be supplied by you. A corkage fee of R30 (thirty rand) per bottle will be payable with a maximum of 1 (one) bottle for every 4 (four) guests over the age of 18 (eighteen) being allowed to be supplied
a. The Clubhouse reserves the right to regulate the volume of the music at any event held on its premises.
b. You can supply your own DJ at your own costs. You will not be allowed to make use of The Clubhouse’s music system.
11. CHILDREN AND KIDS PARTIES
a. Children are welcome at The Clubhouse however parental supervision must be maintained at all times with responsibility for safety and well being resting with the parents. The Clubhouse is in no way responsible or liable for any loss, damage or injury that any person may suffer as a result of the use of The Clubhouse and its facilities.
b. The Clubhouse can supply jumping castles on request at an additional cost.
c. All children attending the party will be required to have their legal guardian(s) sign off an indemnity form to be supplied to you by The Clubhouse. You will need to return these to The Clubhouse prior to the party.
a. The Clubhouse takes no responsibility for outdoor events and the client remains responsible for any extra costs involved should a radical shift in the weather affect the arrangements for the event.
b. Tents can be supplied at an additional cost to you.
14. The bar closes at 24h00 and your venue is booked until 24h00. In the event of the duration of the event exceeding the standard permitted time of 24h00, a fee of R1500.00 per hour, or part thereof, shall be payable. In case the event requires extensive cleaning, other than clearing waste, e.g. heavily stained chairs, walls, carpets, etc. The Clubhouse will charge the invoiced amount of cleaning from an outsourced cleaning company chosen by The Clubhouse, to the client at cost.