Villa Rosa Wedding Venue
Terms and Conditions of Use
 
VENUE HIRE: The owner rents the wedding venue to the client for the wedding date in accordance with the terms and conditions set out herein which is to be read in conjunction with the quotation provided against payment of the function fee. The function fee is the sum total of the amount as reflected in quotation to which these terms and conditions form part and excludes VAT in as far as the owner is registered for such. The function fee is payable by way of an initial deposit of R10 000-00 payable upon acceptance of the quotation, after receipt of which deposit the agreement comes into effect in accordance with the terms and conditions of these Terms and Conditions of Use with the balance of the function fee being payable as set out hereinafter. The quotation is only valid for a period of 30 days from date of transmission thereof. No reservation of a wedding will take place unless the deposit is paid within the 30 day period referred to aforesaid.  
DEPOSIT: A non-refundable deposit of R 10 000.00 (Ten Thousand Rand) is payable within 30 days from date of transmission of the quotation. As alluded to aforesaid, only after receipt of the deposit within the time constraints referred to aforesaid will the desired date and the time for the function, be reserved. The amount of the deposit may vary in accordance with the number of guests which is to be expected to attend the function and the owner reserves the right to ask an additional deposit, if the client later elects a higher number of guests than that contained in the accepted quotation. The deposit as mentioned under 2.1 will not be refunded by the Owner under any given circumstances and such constitutes a non-refundable deposit payable in terms hereof. A further refundable deposit, in addition to the function fee and deposit alluded to aforesaid of R 1 500-00 (One Thousand Five Hundred Rand) is payable for any possible breakages and / or damages which may incur during the function. This deposit will be paid back to the Client in case of no breakages and / or damages during the function. The value of the breakages and / or damages may be deducted from the said deposit to cover the costs thereof and any additional damage or breakage may also be recovered from the client. The deposit as mentioned in 2.5 is payable by the Client 2 (Two) weeks before the function. The Deposit for breakage and / or damages will be refunded to the Client, less any amount utilized for such breakage and / or damage, within 2 (Two) weeks after date that the function took place.  
BALANCE OF FUNCTION FEES: The balance of the function fee, as determined in accordance with the package elected by the client, is payable as provided for hereinafter. Once a package has been elected, the function fee is determined and such fee will not be decreased for any reason whatsoever.  The function fee may however increase, dependent upon the election of the client to increase the number of guests, usage of goods owned by the owner, election and use of refreshments as well as ancillary arrangements pertaining to catering of the function as well as any other factors which may be taken into account in addition to the initial quoted price. In amplification of the aforesaid, the sum total of 2.1 and 2.2 aforesaid will be determined by the owner in pursuance to the package elected by the client where after an invoice will be provided to the client which invoice will be paid in two further installments being: The balance of the function fee is after payment of the deposit as alluded to in paragraph 2.1 aforesaid, is payable by way of two equal instalments with the first installment (50% of the balance) to be paid by no later than 4 (Four) months before the date of the function, and; The balance (remaining 50% of the invoice) to be paid 2 (Two) months prior to the date of function. Once the balance function fee is determined by the owner dependent on the factors alluded to aforesaid, the owner shall provide the client with an invoice for payment. Should any payment aforesaid not be received timeously, the balance will immediately become due and payable and the owner will be within his full right to cancel the agreement with written notice to the Client subject to the owners right to keep the client liable for damages. 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.  
ANCILLARY ARRANGEMENTS PERTAINING TO BOOKINGS: After transmission of the quotation and within the 30 day period as alluded to aforesaid, clients has to pay the deposit and exercise their election as to the package applicable in respect to their wedding.  This election pertaining to the package can be communicated in any manner or form to the owner but preferably by email.  Once the election is exercised such shall remain unaltered unless amended by further agreement in writing between the owner and the client. The final guest list of the Client must be finalized by no later than 8 (eight) weeks prior to the date of the function. This guest list must also make provision for the bride and groom, when a wedding is the function, the musicians; the DJ, photographers; etc. Should guests, who do not appear on the guest list, attend the function, the Owner may in its sole discretion, charge an additional fee per guest who attends such function and which costs shall be payable by the client upon demand of the owner. The quoted amount includes services to be rendered by the owner or suppliers of the owner (hereinafter referred to as “internal suppliers”. These internal suppliers have a long-term relationship with the owner and will not be changed or substituted with suppliers of the client’s choice as their fee is included in the quoted amount.  The details of these internal suppliers will be provided to the client who shall be expected to liaise with such internal suppliers in order for the latter mentioned to render the service so quoted. Any services not included in the quoted amount may be rendered by outside service providers (outside suppliers).  Such outside suppliers may however only enter the premises of the owner after such outside suppliers have been pre-approved by the owner.  In this regard the owner reserves the right, in its sole discretion to decline the request of the client to make use of any outside supplier not approved by the owner. Outside suppliers to the wedding venue, if any, once pre-approved, may only commence work at the venue from 08h00 on the day before the wedding for purposes of preparation of the wedding.  No exceptions allowed. Setup should be done on the day before the wedding by no later than 16:00 for which purposes the venue hire fee of R500-00 per hour is charged in addition to the function venue fee for all hours outside of normal business hours and which amount is payable by the client upon demand of the owner.  Viewing of the venue the day before the wedding date will take place be between 14h00 to 15h00. The clients take note that the venue has certain conduct rules clearly displayed.  The client shall ensure that such conduct rules are adhered to at all relevant stages by all its guests. Any breach of the conduct rules inclusive the rules of the selling of alcohol may be subject to a penalty payable by the client in addition to the function as set by the owner at a rate of R2500-00 per transgression. No smoking is allowed in the reception hall, chapel, bathrooms (this includes cigarettes, hubbly, vape or any other form of smoking including electronic smoking devices), please make use of designated smoking areas. No fireworks are allowed. No starlight’s will be allowed in the reception hall. No open flames will be allowed, discuss with coordinator. Dependent upon the package elected, the function may include sleepover for the bride and groom with breakfast on the morning after the wedding, at Casa De Ross Guesthouse in Amandasig. As for the dressing on the morning of the wedding, dependent upon the package elected, only provision for the bride and two other people accompanying the bride as well as the groom and two extra people accompanying the groom are made at Casa De Ross.  For any additional person’s special arrangements will have to be made by the client directly with Casa De Ross against payment of an additional fee. Snacks and drinks for the bridal pair is not included on the date of the wedding whilst dressing.  Please arrange your own or contact Villa Rosa for a quote payable in addition to the function fee. Once the date has been elected, such cannot be moved or changed without the express prior written consent of the owner which the owner is entitled to refuse.  
USE OF WEDDING VENUE: Although Villa Rosa Wedding Venue is wheelchair friendly, clients are responsible to ensure the safety and mobility of their quests. Villa Rosa Wedding Venue reserves the right of admission in all respects. The owner will allocate the amount of guest tables available for your wedding according to the final guests count for which purposes extra guest tables will the charged for in accordance with the standard rate applicable and charged by the owner under similar circumstances in accordance with the standard tariffs which can be obtained from reception. Any damage or theft by bridal couple or a guest will be deducted from the breakage fee or invoiced to the client which is payable upon demand. The owner, its staff or any person employed for a function will not be held liable for any loss or injury as a result of negligence or any cause whatsoever. Up to two meetings with the venue coordinator are free or charge, thereafter the standard tariff charged by the owner will be invoiced to the client which is payable upon demand in addition to the function fee. In the event of non-payment of fees, the owner will not proceed to schedule a meeting. Mock up set-ups shall be arranged no later than 3 months prior to the wedding date.  Only one mock up set-up is included in your invoice.   Any additional mock up set-ups will be charged at R1000-00 per setup subject to the remaining terms and conditions pertaining to overtime as set out herein aforesaid. Food and cake tastings can be arranged at R500-00 per person.  A minimum of 6 guests per tasting is required to ensure a booking. Furniture is not to be moved.  Only the owner staff are allowed to move furniture, if required.  Arrangements in this regard should be made with reception. The use of the entire venue is at own risk. When bookings are made on a special only once-off deal, such is neither transferable nor subject to be in ceded and is valid only for the couple quoted for unless the prior approval of the owner is obtained which the owner may grant or refuse in its sole discretion. Flowers and décor - it is compulsory to make use of our inhouse professional florist. Any additional services not included in the package as set out in the quotation from our standard suppliers is for the client’s own account. No supplier can be cancelled or replaced by a client. The owners’ suppliers as set out in the quotation which forms part hereof, do not form part of your guest count.  Remember to count external suppliers and the wedding couple for the final count.  The coffee station will only be available with dessert.  
CANCELLATION FEES: Should the Client wish to cancel the agreement within 6 (Six) months of the date of function, the Client will be liable for the payment of 80% (eighty percent) of the total amount of the quotation provided by the Owner. Should the cancellation take place within 3 (three) months prior to the function, the Client will be held liable for the full outstanding amount as per invoice.  
TIME OF BUSINESS FOR VENUE: The venue is only available for 8 hours between 10h00 to 18h00 in the morning and 15h00 to 23h00 in the winter or 16h00 to 24h00 in the summer – dependent upon the package chosen.  Any additional hours used will be charged to the clients in accordance with the tariff alluded to aforesaid. In amplification of 7.1 aforesaid the business hours of the venue is as follows: Matrimonial service only – 09h00 until 12h00 (an additional fee of R 2 500.00 (Two Thousand Five Rand Alone) will be payable, in cash, per hour after 12h00
Morning Function – 10h00 until 18h00 (8 hours)
Evening Function – 15h00 until 23h00 (winter) or 16h00 until 00h00 (summer) - (as discussed with coordinator)
Venue can be hired for the whole day, should this be the desire of the Client. (Terms and conditions apply)
Gates open 1 hour before the wedding.   No guests are allowed to enter the premises more than 1 hour prior to the wedding. Please make sure to inform your guests. No guests are allowed to enter the reception hall before the wedding starts. All evening entertainment taking place at the Venue on said date must cease promptly at 23:45, (curfew times apply) where after the guests attending the function must start to vacate the property of Venue.  Gates close at 24h00.  Alternative arrangements must be confirmed with the Owner of Venue. An additional fee of R 2 500.00 (Two Thousand Five hundred Rand) will be payable, in cash, per hour after midnight. Serving of meals and courses will be discussed between the parties. The reception hall closes at 23h50.  Overtime rate, not included in the package, is    R2500-00 per hour and is payable in cash at the bar (maximum for 1 hour).  
BAR FACILITIES: A cash bar with card facilities is available for the function, unless the Client explicitly agrees to have a running account for the refreshments served to guests at the function. This arrangement is subject to payment in advance. The Cash Bar will be open until 23:15 (curfew rules apply) unless other arrangements are made prior to date of function. We are a fully licensed venue therefor no alcohol / soft drinks / water and cold or hot beverages may be brought into the premises. Guests who are guilty of bringing in beverages without prior arrangement will be liable for a R2 000 penalty or escorted from the premises by security.  Guests will be escorted from the premises should they become loud; aggressive; or abusive due to overindulgence of alcohol.  No drinking in the parking area will be allowed.
Cash / card bar is available upon prior arrangement with the owner.  No outside supply of alcohol and / or alcohol related beverages and / or beverages in general, will be allowed. No alcohol other than purchased through Villa Rosa, will be allowed.  The use of own alcohol in the parking area is strictly prohibited. In particular the parties record that the bar tab, if any, is payable on demand of the owner by the client, upon production of an invoice to the client on either a sale-by-sale basis or on the date of wedding function, at the election of the owner.  The owner reserves the right to ask a deposit to cover the bar tab equal to R10 000-00 or such other amount as the owner may determine in its sole discretion, which is payable at least 14 days prior to the function. At all relevant stages a 10% bar commission will be payable in addition to the bar tab. Notwithstanding the aforesaid and only if requested and approved in the sole discretion of the owner beforehand, a corkage fee may be charged on alcohol and other beverages of whatsoever nature brought onto the premises, against the standard rate set by the owner from time to time in the sole discretion of the owner. In the event that any alcohol is brought onto the premises in contravention of the aforesaid arrangement, the owner reserves the right to charge a corkage fee to the client calculated at the standard rate set by the owner from time to time in its sole discretion in respect to any alcohol illegally brought onto the premises as if such alcohol was purchased through the offices of the owner and such invoice is payable by the client upon demand of the owner. No food or beverage will be disbursed to the guests after the function, it remains the property of Villa Rosa. The bar will only open 1 hour before the wedding.  No alcohol is permitted from outside as alluded to aforesaid. Guests are not allowed in the bar or behind the bar or in the kitchen. Bar prices are subject to change without prior notice.  
EXTERNAL SUPPLIERS: All deliveries and details thereof are to be discussed with the Owner before the date of the function. Should the Client make use of their own service providers, it remains the responsibility of the Client to ensure that all arrangements thereof are in place. Specific arrangements for making use of own florist (professional florist only, Budget Package only All flower arrangements must be placed on the tables and / or in the church 4 (four) hours before the commencement of the function. Clean-up / collections are strictly done on Mondays from 09h00 to 11h00.  Overtime will be charged, if arranged beforehand with the owner at R250-00 per hour.  
CHILDREN: Children under 2 (Two) years of age are FREE of charge, children above 2 (Two) up to 7 (Seven) years are R350 (Three Hundred and Fifty Rand Alone) per child, children above 7 (Seven) will be charge FULL price. When 9 (NINE) or more children attend the wedding a wedding nanny or caregiver should be present during the duration of the wedding. Please remember to discuss this with the wedding coordinator before the wedding. Children should be supervised by adults at all times. No playdough, coloring books and / or crayons of any sort will be allowed in the reception hall.  We make use of wooden tables and from experience the children draw on the tables. You are more than welcome to bring in Puzzles, Boardgames and other games to entertain the children. Jumping Castles are allowed, an additional fee of R1 000 (One Thousand Rand Alone) will be charged.  The setup must be done by the Client or a responsible person.  Adult supervision at all times. Lawn games are allowed.  Setup must be done by the Client or a responsible person.  
SMOKING: As alluded to hereinbefore, no smoking is allowed in any buildings, which includes cigarettes, vape, hubbly bubbly, e-cigarettes or any other form of smoking including electronic cigarettes or electronic devices. Please make use of designated smoking areas.  
 
MUSIC & DJ’S: By law, all DJ’s and musicians must be registered by SAMRO and SAMPRA and must provide a valid certificate of membership prior to the date of the function. Villa Rosa makes use of AMA Promotions as there inhouse DJ.  Should a client wish to bring in their own DJ a fee of R5 000 will apply. (Only professional DJ’s will be allowed) External musicians must please ensure that they have the correct cables and equipment and must ensure that afore mentioned is in working order before the date of the function. The Owner cannot be held liable for faulty equipment or malfunctioning thereof on date of function. The music must be tested with a DB Meter to ensure that the levels are not too loud. Should a musician not adhere to the warnings, subject to 2 (two) warnings, to turn music down, the source of electricity to the music and sound system thereof will be disconnected by the owner. DJ’s are not allowed to play after 23h45 unless otherwise discussed with the coordinator, no exceptions. Live bands are to be discussed with the coordinator beforehand for which purpose additional terms and conditions which may be obtained from coordinator applies if prior approval is obtained from the owner.  
 
BREACH: In the event of either party committing a material breach that justifies immediate cancellation, the other party may cancel this Agreement forthwith by delivering a notice (email) to that effect to the party in breach. Whether the breach is a material breach or not, if either party commits a breach of this Agreement the other party may elect to give ten business days’ written notice requiring the party in breach to remedy such breach within that period. If the party in breach fails to remedy the breach, the other party may cancel this Agreement forthwith after expiry of the ten business days remedy period by giving notice of cancellation to the party in breach. If any party breaches this Agreement the other party shall be entitled, whether or not a claim is made for cancellation of the agreement, to claim specific performance, damages arising from the breach or cancellation, restitution, unjust enrichment or any other remedy available in law arising from the breach or cancellation. No down grading of packages will be allowed under any circumstances once deposit has been paid and signing of contract, however, upgrading will be allowed. (Discuss with coordinators) Should you decide to not make use of an item on your agreed package, the amount will not be paid back for the item. Should the Client fail to fully pay the Owner for the function as discussed in clause 2 of this agreement, the Owner may commence legal action against the Client for the recovery thereof and the legal costs will be for the account of the Client and charged on Attorney-and-Client scale.  
VIS MAJOR: In the event of an act of God or circumstances beyond the control of the owner and only to the extent that the owner is unable to render the services as quoted for, the owner shall be absolved and excused from rendering the service for the duration that the circumstance alluded to aforesaid continues and the client shall under such circumstances have no claim against the owner resultant from the owners failure to timeously and / or at all comply with the terms and conditions of the aforesaid use of the venue.  
ACCEPTANCE OF QUOTATION: Once the quotation is accepted and deposit paid an agreement comes into place of which these terms and conditions form part irrespective of whether such is signed by the client or not.