GENERAL

This agreement is entered into by THE VENUE and you the CLIENT, of which the parties’ duties and obligations are set out in the following terms and conditions. The CLIENT and THE VENUE hereby acknowledge having read, fully understood and accept the terms and conditions of this agreement and their intention is indicated by their mark made below. This agreement is legally binding and enforceable in terms of South African Law.

This contract comes into operation when THE VENUE accepts the CLIENT’s confirmation of the event booking, all parties have signed the agreement and the 50% deposit has been received.

These conditions take precedence over any other terms and conditions, whether written or implied by custom, practice, or course of dealing, even if they are inconsistent with these conditions. It should be noted that these conditions also supersede any previously published conditions by THE VENUE regarding function bookings.

INTERPRETATION

In this contract (unless stated otherwise), the following words shall have the following meanings:

“Parties”: collectively THE VENUE and the CLIENT, and the term “Party” shall refer to any one of them, as may be appropriate in the context.

“CLIENT”: refers to the company, firm, body, agent, or person booking the event.

“THE VENUE”: refers to Solstice Venue — Bryanston.

“Conditions”: refers to these terms and conditions that apply to all event bookings at THE VENUE.

“Contract”: refers to these conditions, the sequence of events, and the event details.

“EVENT”: refers to the event, including services and other facilities, booked by the CLIENT.

“Property”: refers to Solstice Venue located at Roof Level Bryanston Shopping Centre, Corner Winnie Mandela & Ballyclare Drive, Bryanston, Sandton. .

“Guaranteed Number”: refers to the number of guests/delegates for the event.

Payment Information

THE VENUE’s Banking Details are as follows:

Account holder The Brand Cartel Brand Management (Pty) Ltd

Account type Cheque

Bank First National Bank

Account number 62771771386

Branch code 250655

Please email a copy of the proof of payment to bookings@solsticevenue.co.za and use the invoice number as the payment reference.

RESERVATION & PAYMENT TERMS

The payment arrangement details are as follows:

1st Payment amount (50%)

1st Payment due (7 days from invoice)

2nd Payment amount (50%)

2nd Payment due (14 days before event)

Security deposit (due 7 days before event)

All breakages and damages will be subtracted from the security deposit. The balance will be paid to the client’s account within 7 days from the date of the event.

To secure your reservation, please follow the steps below:

Send a signed copy of this agreement to bookings@solsticevenue.co.za. Include proof of payment (PoP) for the first 50% venue payment indicated on your pro-forma invoice.

Upon receiving your contract and the first 50% PoP, we will email you an event confirmation and a revised pro-forma invoice reflecting the received payment. Please note that if we haven’t received both the contract and PoP within 7 days, the provisional reservation will be released. Kindly read the entire agreement, initial each page to confirm your understanding and agreement, and email us with any questions.

The remaining 50% venue fee is due 14 days before your event. Failure to settle this may result in cancellation, with the first 50% payment forfeited. Ensure timely payments as per your pro-forma invoice.

Any outstanding payments (extras, staffing, bar orders, catering, security deposit etc) must be settled at least 7 days before the event. If the final payment is pending, choose immediate clearance for EFT or settle with THE VENUE manager via credit card before the event day. Credit card payments will incur a 3% card administration charge.

Reconciliations and refunds will be processed within 7 working days after the event.

CANCELLATION TERMS

No cancellation fees apply if the CLIENT cancels their reservation within 7 days from the date of confirmation. Cancellation fees are applicable as follows, based on a percentage of the total venue package rate + 15% VAT:

0% if cancelled 1 year or more from the event date.

20% if cancelled within 9 months from the event date.

30% if cancelled within 6 months from the event date.

50% if cancelled within 3 months from the event date.

80% if cancelled within 2 months from the event date.

100% if cancelled within 1 month from the event date.

POSTPONEMENT

Postponements or date changes are only allowed up to 6 months prior to your event date and can only be made once. Should the event be postponed to a different month, the rates (venue fee, bar list etc) could be different. Thereafter your confirmed event date is non-interchangeable, and no postponements or date changes are allowed, except in cases where governmental regulations prevent social gatherings.

Postponements are considered in the event of hospitalisation, treatment of a severe illness, or a traumatic experience that renders the CLIENT unfit to proceed with the scheduled event.

Each event will be dealt with on an individual basis since circumstances are rarely ever the same. Consideration will be given to each CLIENT, to best find a suitable resolution that works for all parties involved, including all suppliers contracted for the event.

Postponements will only be granted if any of the following has an impact on the scheduled event:

if the client or their immediate family (mothers, fathers, and siblings only) are abroad, and unable to travel due to travel restrictions, preventing travel to South Africa.

in the event of hospitalisation or treatment of a severe illness or a traumatic experience that renders the client unfit to proceed with the scheduled event. This policy also extends to the client’s immediate family (children, mothers, fathers, and siblings) a letter from the hospital or medical practitioner is required to confirm authenticity.

A postponement will not be granted for inconveniences related to travel arrangements and travel expenses. The CLIENT will only be granted one postponement, with no venue hire rate increase in the events related to the above. Please take note that clients could be subject to other rate increases related to staff fees, overtime, bar increases, catering etc. An administration fee of R5 000 will be levied for each postponement.

BREAKAGES POLICY

A refundable security deposit of R5 000 is applicable to all events. The breakage deposit is in place to protect THE VENUE from damages such as, similar to, but not limited to:

Permanent marks on walls, floors, furniture etc.

Damage to furniture by either the CLIENT, their GUESTS or their SUPPLIERS.

Breakages or loss of any glasses, crockery, cutlery etc.

Damages and/or breakages of any hardware on doors, cabinets or windows; including, similar to, but not limited to, handles, taps, frames, mirrors, hinges, basins, and the likes.

Damages to any and all kettles, coffee machines and other such equipment and accessories.

If any fire equipment/fire prevention equipment is used/tampered with, stolen/lost or misplaced during the event, the CLIENT will be responsible for the amount to replace/return it back to its standard.

The CLIENT will be held liable for any losses and/or breakages caused to THE VENUE and venue property during setup, the event and breakdown. The CLIENT accepts responsibility for all their guests and service providers’ actions and will be held liable for any damages incurred.

Damages and breakages will be reconciled in email communication within 7 days after the event. Damage costs amounting to more than the breakage deposit must be settled within 7 days of receiving such communication.

VENUE AREAS

OUTDOOR AREAS

The CLIENT has the ability to utilise the full extent of the outdoor garden, including patio, pergola and courtyard. Considering that these are outdoor areas, it is recommended to reserve a marquee tent (vendor to be approved) for the summer months when the likelihood of rain is greatest. The standard setup includes five wooden 8 seater tables and a supply of power to the area of choice. Any shade/covering, additional chairs, decor and other installations will be arranged by the CLIENT at their own cost.

DANCE AREAS

THE VENUE can accommodate up to 60 guests with an interior dance floor space. Events may also make use of the patio as an exterior dance floor (weather permitting), which will increase the interior capacity to 200 guests. Exterior areas are subject to municipal sound restrictions.

CATERING

THE VENUE provides a curated list of approved caterers and also permits the engagement of external catering services. Our facilities currently support a cold kitchen setup, catering to a variety of dining preferences. 

THE VENUE offers an optional standard tea & coffee service that will be quoted on request.

Please take note that no food or beverages may be brought onto the property for consumption without prior written consent from THE VENUE management.

BAR FACILITIES

THE VENUE, while not holding a liquor license, is equipped to manage all beverage needs for your function as part of the venue rental cost. Should the CLIENT have specific beverage preferences or requirements, these should be communicated clearly to THE VENUE in writing to ensure we can accommodate your needs effectively. For details on bar staffing, please refer to the Staffing Section.

Given our unlicensed status, THE VENUE permits clients and their guests to bring their own drinks under certain conditions, which will be specified in a corkage agreement. However, arrangements with external service providers or caterers to sell or serve drinks on the property are not allowed. This policy encompasses all types of beverages, including but not limited to alcoholic drinks. Any violation of this policy may lead to the confiscation of unauthorised beverages. 

Please note that specific arrangements regarding the management of beverages, including any potential corkage fees and the handling of brought-in drinks, will be discussed and agreed upon as part of the venue rental agreement. It is the CLIENT’s responsibility to ensure their guests are fully informed of and comply with these arrangements.

Non-Alcoholic Beverages 

The CLIENT is required to inform THE VENUE of any non-alcoholic beverage needs, such as water, soft drinks, and mixers, at least 14 days before the event. THE VENUE will supply these beverages and ensure their availability for the duration of the event. It’s important to note that these beverages must be procured directly from THE VENUE. 

A detailed quote for the requested non-alcoholic beverages will be issued to the CLIENT, with the payment due 7 days prior to the event. Any unopened packs of beverages will be eligible for a refund, which will be processed within 7 days following the event.

Glassware & Ice

THE VENUE will provide all glassware, basic garnishes, and ice for drinks served at the bar throughout the duration of the function as an additional service. We will coordinate with external suppliers to ensure these needs are met and will pass on the associated costs to the CLIENT.

STAFFING

THE VENUE will arrange for professional barmen and waiters on your behalf. No external staff may be used. Staffing costs are charged separately to the CLIENT’s account.

PLANNING & COORDINATION

THE VENUE manager is only responsible for venue-related duties, and will not facilitate the planning and/or running order of your event. It is optional to employ the services of a registered, professional events coordinator/events company. If you don’t have a planner/coordinator yet, feel free to contact us for recommendations.

If you make use of a planner/coordinator, please share their details with us 3 months prior to your event date. Also, ensure that your planner/coordinator receives a copy of this contract when you book their services, and please ask them to familiarise themselves with the entire document.

VENDORS & SERVICE PROVIDERS

To help protect our clients, and ultimately ensure a stress-free event, THE VENUE requires that you only use professional, registered service providers/companies. Should you be unsure about which vendor/service provider to use, please contact us for recommendations on well-known industry professionals.

THE VENUE does not accept liability for the failure of service delivery of any service provider. Agreements made are between you and your chosen vendor.

THE VENUE reserves the right to deny the services of a service provider that management are not comfortable with. THE VENUE will not be responsible for any payments made to service providers that are forfeited due to the refusal of their services.

The CLIENT is responsible for their service providers, and any damages that are incurred during set-up, the actual event, and the wrap. THE VENUE will assume no responsibility for loss/damage to any hired-in items left on site, overnight.

SETUP & BREAKDOWN

THE VENUE is available for set up on the function date from 08h00. Should you wish to setup earlier on the day of your function and if the breakdown from the previous day’s function is complete, a fee of R1 000 per hour will be applicable. This can only be confirmed one month prior to your event date and is only available from 06h00. Setup must be completed before the actual start time of the function in order to satisfy guest expectations.

Breakdown needs to be completed the following day, or after the last function day for multi-day events, before 08h00, unless communicated otherwise in writing.

All aspects of your event, as well as set-up & delivery times must be discussed with THE VENUE management. Written approval must be granted prior to confirming any arrangements with your service providers.

Written approval must be given for all temporary installations and/or structures, including but not limited to lighting, hanging installations, floral installations, stages, cabanas, tents and dance floors.

THE VENUE will not be held liable for any non-refundable payments made to service providers for a service we do not approve of, thus please ensure that everything is communicated upfront, with management prior to making any payments to service providers.

Tables & Chairs

THE VENUE will ensure that your tables and chairs are setup in the agreed layout, but will not be responsible for table setting. Please make arrangements with your coordinator and the relevant service providers to facilitate the set-up. Set-up staff can be arranged upfront, with management, at an additional charge of R120 per staff member, per hour (minimum of 6hrs).

Setup and breakdown fees for all-inclusive packages will be quoted separately.

Large-Scale Installations & Structures

THE VENUE mandates a safety officer for large-scale installations like rigging and lighting, whose costs are borne by the CLIENT and who will conduct a safety briefing 30 days prior to the event. All installations must pass a safety inspection, with additional power, security, and insurance requirements being the CLIENT’s responsibility, and THE VENUE reserves the right to adjust the security deposit for such installations.

Decor, Flowers, Lighting and Sound

Floral arrangements and wedding cakes are to be made off-site, at your service provider’s own facility.

All interior event set-up (décor, lighting, flowers and sound) must be completed at least 1 hour prior to guest arrival, to allow THE VENUE the opportunity to service THE VENUE floor and restrooms after the set-up is complete. No suppliers or guests will be allowed to enter THE VENUE whilst cleaning is taking place, to prevent slip injuries.

All candles, flowers and décor must be removed from the premises by no later than 08h00 the day proceeding the function date, and may not be dumped on site. If not adhered to, management will dispose of any items as it sees fit. Occurring costs hereof will be carried by the CLIENT.

Waste Removal & Cleaning

Kitchen dustbins are for catering waste only. A waste removal fee of R1 000 is applicable should floral waste be left on site. THE VENUE reserves the right to increase this penalty pending the amount of waste that is left on site. We can assist with the hire (additional cost) of an additional waste skip, should service providers require it.

In case any property of THE VENUE requires cleaning or removal of human waste (vomit, urine, faeces etc.), THE VENUE reserves the right to charge a cleaning fee of up to R1 500 to the CLIENT.

In case any property of THE VENUE requires extensive cleaning, other than clearing waste, e.g. heavily stained chairs, tables, walls, carpets, furniture etc. THE VENUE will charge the invoiced amount of cleaning, from an outsourced cleaning company chosen by THE VENUE to the CLIENT at cost.

Day Before Setup

Setup can be done the day before your event if the date is available ie: not booked for another event. This can only be confirmed two weeks prior to your event date. Should you wish to set-up the day before your event, a fee of R1 000 per hour or R6 500 for the whole day will be applicable. The venue will be made available from 08h00 to 17h00. A detailed brief of the set-up day is required, before approval will be given. Exterior work and set-ups (cabanas, tents, outdoor dance floor & exterior furniture) can only be done the day before your event with management’s written permission and the correct security precautions in place.

If you wish to secure a full set-up and/or wrap day, in advance or at the time of making your reservation, a reduced multi-day venue fee could be applicable, however, please discuss your options with THE VENUE manager prior to making your reservation.

SOUND

THE VENUE does not provide a sound system; therefore, clients are responsible for organising all necessary sound equipment for their events, including arrangements for speakers, microphones, and any other audio requirements. Please coordinate with your event planner or DJ to ensure all sound equipment needs are met. 

For security reasons, sound equipment cannot be stored on the premises without prior arrangements with THE VENUE management.

THE VENUE reserves the right to control the volume of music throughout the event to comply with relevant by-laws and ensure a hazard-free environment by requiring all cables to be securely taped down. Music and sound breakdown must occur within an hour after the event concludes. Failure to cease music at the agreed-upon time will result in a fine of R3,500 being added to the CLIENT’s invoice.

CHILDREN

Children are welcome at THE VENUE; however, it is imperative that all children under the age of 16 are supervised by a parent or guardian at all times. The responsibility for the safety and well-being of the children rests solely with their parents or guardians.

Given that THE VENUE is located on a rooftop, special attention must be paid to ensure children are monitored continuously to prevent accidents. THE VENUE expressly disclaims any liability for injuries that occur to unsupervised children on the premises. Parents or guardians assume all responsibility for the safety of their children while at THE VENUE.

SMOKING

In accordance with South Africa’s legislation, all indoor facilities are strictly designated as non-smoking areas. Smoking will only be allowed in designated smoking areas and guests should use the ashtrays provided.

WHEELCHAIR ACCESS

THE VENUE is committed to promoting accessibility for all guests and endeavours to provide full wheelchair access where feasible. We acknowledge that certain areas of THE VENUE may not be fully accessible to guests using wheelchairs. We encourage guests with specific accessibility needs or concerns to engage with our management team in advance of their visit. Our aim is to facilitate accommodations and adjustments wherever possible to ensure a welcoming experience for all.

Currently, access to the venue includes a single step at the entrance and several smaller steps in outdoor areas. Additionally, the outdoor terrain consists of cobblestones, which might present challenges for standard wheelchairs. We are actively working to improve accessibility and appreciate your understanding and cooperation in discussing any specific requirements you may have.

WEATHER

THE VENUE will not be held liable by the CLIENT and the CLIENT will not have any claim of whatsoever nature against THE VENUE as a result of THE VENUE not being able to provide services as a result of weather, fire or any sudden unforeseen event that may prevent it from fulfilling its obligations. The CLIENT is responsible for arranging insurance to mitigate their loss.

HOUSE RULES

The use of sparklers needs to be discussed with management for approval thereof. Damages caused by sparklers will be for the CLIENT’s account, ie: will be deducted from the security deposit. Please discuss your options with the venue manager.

No sky lanterns, pyro or fireworks are permitted.

In order to keep our gardens pristine, and take care of the environment, no balloons, confetti guns, glitter or paper confetti are allowed in outdoor ceremony areas. Only plant-based confetti will be permitted.

Guests are advised that parking or leaving their vehicles on THE VENUE premises during the event is entirely at their own risk. While car guards may be provided for the duration of the event, THE VENUE accepts no responsibility for any damage to vehicles or theft from vehicles. It is the vehicle owner’s responsibility to ensure the security and safety of their vehicle.

Vehicles may not be left on-site overnight.

THE VENUE does not take any responsibility for gifts or any other personal items left unattended.

Written approval must be obtained for any televised filming on the property.

No drinking in the parking area will be permitted. Guests serving/consuming drinks from their vehicles will be asked to leave the premises. Failure to comply with the above is a direct violation of our agreement and could result in an immediate termination of our service obligation ie: THE VENUE reserves the right to end the function, should these terms not be adhered to.

INDEMNITY

The CLIENT (signatory to this agreement), suppliers, guests, children, approved event co-ordinators and all 3rd party or independent co-ordinators, contractors or organisers indemnify THE VENUE from any liability, loss, damage, death or injury that may be suffered by any CLIENT, guest or other individuals who attends, works or visits the property or who makes use of any of our amenities during the function.

Indemnity under this agreement shall be in effect prior to, on and after the date of the wedding/event of the signatory to this agreement. THE VENUE cannot and will not be liable for any guests that leave any items unsupervised or car doors or windows unlocked before, during or after the event. We ensure that we will do our utmost to prevent any loss or damage, but cannot be liable for any negligence caused by any guest who visits the property.

FORCE MAJEURE

THE VENUE cannot be held liable for any delay or failure to fulfil its obligations under this agreement as a result of causes beyond the reasonable control of THE VENUE. Such causes include but are not limited to fire, floods, acts of God, acts and regulations of any governmental or supranational authority, war, riots, strikes, lockouts and industrial disputes.

ACKNOWLEDGEMENT

The parties (CLIENT and THE VENUE) acknowledge and agree that this agreement constitutes the whole of the agreement between them and that no other agreements, guarantees, undertakings or representations, either verbal or in writing, relating to the subject matter of this agreement not incorporated in this agreement will be binding on the parties. No changes to this instruction form will be binding on any of the parties unless recorded in writing and signed by both parties.

You agree that any notices THE VENUE sends to you, the CLIENT, in terms of any agreement concluded between us, the parties, may be sent via email unless otherwise prescribed by law.

The CLIENT warrants that as of the date of signature of this agreement, all the details furnished by the CLIENT to THE VENUE are true and correct and that the CLIENT will notify THE VENUE in the event of any changes to such details.