1.AGREEMENT & ACCEPTANCE
By paying any deposit to COUNTRY OCCASIONS (CO), the Client confirms that:
• All Terms & Conditions have been read and understood
• All conditions are accepted in full
• The Client agrees to comply with all rules set out by ‘CO’
• The Client accepts responsibility for the conduct and behaviour of all guests
No booking is confirmed until the required documentation and deposits have been
received.
2. DEPOSITS & PAYMENTS
• All rates are quoted in South African Rand (ZAR)
To secure a booking, the following refundable amount of R1’000 for your provisional booking if you are 12 PAX or more
To secure a booking, the following must be completed within 48 hours of making a provisional booking.
• Initial every page of the Terms & Conditions.
• Sign and return the Terms & Conditions contract
• Sign and return the Booking Form.
• Provide a copy of a valid identity document.
• Pay R1 500 damage deposit.
• For all reservations made in the week prior the event, a bank-cleared payment is required for the full amount prior to confirmation of the event.
For all other reservations, a 50% securing deposit is required to be paid on signing acceptance of the quotation with the balance due 2 weeks prior to the commencement of the Client’s event.
• Total amount for extraneous equipment/décor hired from a third party to be paid ten days prior to the event. Delivery thereof should it fall outside of a 25km radius of the venue.
Hiring, erection and dismantling of tents and larger equipment will be for the Client’s account.
3.CANCELLATIONS
For all bookings canceled after the initial 50% deposit is paid and prior to one month of the event being held, the full 50% deposit will be forfeited in lieu of loss of income. In the event of a booking being canceled within one week of the event, the full invoice value will become due and liable.
4.DAMAGE DEPOSIT
• A R1,500 damage deposit is required within 48 hours of booking. This will appear as a line item on the invoice.
• The deposit will be refunded within 7 days after the event, provided there is:
* No damage and décor items are still clean
* No breakages
* No theft
* The grounds are left in a reasonable state
No disputes will be entered into regarding damage deposits.
5.GUEST NUMBERS & CHANGES
Should there be a reduction in the number of guests after the initial deposit has been paid, the Client will still be responsible to cover the total amount as per initial amount of persons quoted for on Booking Form. No refund to be made.
• All booking amendments must be made in writing via email only. No verbal agreements will be honored.
6. WEATHER & OUTDOOR EVENTS
• The Client is responsible for checking the weather forecast
• ‘CO’ accepts no responsibility for rained-out outdoor events
•Any additional costs due to weather-related changes are for the Client’s account
• No umbrellas may be used on windy days
7.VENUE RULES & RESTRICTIONS
The following are strictly prohibited:
• Open flames or chafing fuel
• Fireworks, Chinese lanterns, or fire hazards
• Confetti or glitter
• Pets
8.MUSIC & SOUND
• Music must be approved in writing prior to booking
• No loudspeakers after speeches
• TSG reserves the right to control volume levels
9. BEVERAGES
• water station on site
10.CATERING & DÉCOR
The following be advised during your initial visit:
includes:
•5 hours of venue access
•garden and limited indoor seating
•braai facilitiessupply your own meat & charcoal
•low – lying tables and chairs
•cushions and picnic blankets
•ice
•tableware
•water-station
•dedicated event host
•set-up service
•pre/post cleaning and clearing
excludes:
•food
•décor(other than what is stipulated above),
•flowers
11.HEALTH, SAFETY & LIABILITY
Children must be supervised at all times!-
The venue is a working farm with livestock.
‘CO’ is not liable for:
*injury to persons (be-it from other guests)*Loss of property*Damage to property. *Death*Guest misconduct.
The Client accepts full responsibility for guests and contractors.
Guests are required to sign and indemnity form on entering our premises.
Smoking is only permitted in designated areas.
12.TIME MANAGEMENT
•Venue layout and placement are at the discretion of ‘CO’ management. Late alterations to the décor must fall within the Clients given 5-hour time-slot.
•Events are booked for a specific time slot only
•Exceeding the time slot will incur a fee of R1’000 per hour
•Guests must vacate the venue within 30 minutes after closing time.
•The Client is personally responsible to take delivery of any foods supplied by a third party.
•The Client must show up within 30 minutes of the given time-slot.
Should there be a reduction in the number of guests after the initial deposit has been paid, the Client will still be responsible to cover the total amount as per initial amount of persons quoted for on Booking Form. No refund to be made.
Prices are subject to an annual escalation without prior notification.
13.ADDITIONAL CHARGES apply for:
• Exclusive use of ‘CO’ venue.
• Décor setup by ‘CO’ staff.
• Extra décor/equipment requested (over and above our standard issue,) is subject to availability.
This will appear as a line item on your invoice.
‘CO’ accepts no responsibility for personal items or items hired from a third party.All décor hired from a third party must be removed immediately after the event.
14.PRIVACY & POPIA COMPLIANCE
Country Occasions complies with the Protection of Personal Information Act (POPIA).
• Personal information is used solely for booking and operational purposes
• Information will not be shared with third parties without consent
• Clients may request access, correction, or deletion of personal data
15.PROOF OF PAYMENT must be emailed to:
All bank charges are for the Client’s account.
All payments must clearly reference:
Client surname and invoice number Kindly forward proof of payment to ingridhaupt@gmail.com
16.CLIENT DECLARATION
I confirm that I have read, understood, and agree to all Terms & Conditions outlined above.