SOLSTICE VENUE HIRE RULES:

Standard Rules applicable to the hiring of Solstice Rooftop Venue:

    1. All fees are excluding VAT.  
    2. Only on receipt of a 50% deposit for the venue hire fee and any other costs will the booking be confirmed. 
    3. All catering requirements are to be confirmed 14 days prior to the function. 
    4. A 50% deposit for payment of catering and drinks budget (tab) need to be paid with the venue hire fee. 
    5. The final 50% payment must be paid 14  days prior to the function. Access to the venue will be denied should payment not be received. 
    6. Should you need to set up earlier in the day or the day before your function, this will be an additional charge to be quoted according to your requirements.
    7. Should you require décor to be removed the day after a function, an hourly rate will need to be charged and arranged with management.  
    8. There is an additional refundable rate of R5000.00 as a breakages and security deposit. 
    9. Please note that should you not adhere to the sound requirements on the day of the function, your deposit will be withheld. 
    10. Should your function go past midnight, the music will be reduced to background music, 45 decibels measured at the perimeter border of the venue. 
    11. A 10% service fee will be applied to the catering and bar services accounts. 
    12. The bar is run by Solstice, all Bar requirements for events are to be discussed and managed by the Solstice  management team. 
    13. No alcohol may be brought into Solstice, unless discussed and approved by Management. 
    14. Solstice provides the venue set up (as normal) should you require any furniture moved, umbrellas taken down, etc. you will need to provide the man power to do so. We do not have the extra hands on the day as function staff arrive for functions and not earlier. Should you need our help in arranging this, the same cost as per a waiter will apply R90 per person per hour.
    15. The venue hire includes: the venue, security; all the furniture, décor, and cleaning and clearing staff during the event. The venue hire excludes alcohol and catering. 
    16. Solstice does not allow any live entertainment without prior approval from management, DJs are allowed.
    17. The standard sound system at Solstice is included in the hiring fee, however this does not include a sound technician.
    18. Should you require a sound technician on the day please request rates from the Solstice team.
    19. Should you bring in your own DJ, he or she may not play louder than 75 decibels measured at the perimeter borders of the venue.
    20. Due to the zoning of Bryanston Shopping centre music may not be played at a volume above 75 decibels measured at the perimeter borders of the venue.
    21. All other AV equipment required will need to be brought in.
    22. There are no televisions within the venue. 
    23. Bookings on Saturdays and Sundays are based on an 10-hour period (beginning to end of function), should you require more time than this, required staff will be charged for accordingly. 
    24. Please ensure you clearly state which booking time frame you would like your function for. Closing time is 00:00. Set-up times must be arranged prior to the event and all service providers contact details must be communicated. 
    25. The venue will be open two hours prior to the starting time of your function, for any setup requirements. Should you require an earlier open time for deliveries, etc. this can be arranged, this may be at an additional cost depending on the requirements. 
    26. Maximum capacity of venue: 140 pax
    27. The Venue does offer internal catering services, this menu can be tailored to meet your requirements, alternatively you are welcome to use your own caterer. 
    28. Should you wish to make use of your own caterers and they will require the Solstice kitchen to prepare the food this will incur a separate kitchen charge, which includes the use of the kitchen equipment, utensils and one cleaning staff member.
    29. Should your external caterers require any waiter staff (for serving purposes) this will be R140 per waiter, at a minimum of five (5) hours and a transport charge of R500 (this covers transport for up to 4 waiters). 
    30. You are required to provide us with a full guest list of all people attending your function two (2) days prior to your event. 
    31. Any branding or additional decor must be approved by the Solstice management team, any branding or decor to be affixed to the venue’s walls or structures must be approved and applied / removed by Solstice, an additional charge will be required for these services.
  • Please note that all birthday parties under the age of 18 require adult supervision for the duration of the function and please note that under no circumstances will alcohol be served to under 18s.

Terms & Conditions

  1. Definitions

“Customer” means any natural or juristic person who purchases or makes use of the Services;

“Rooftop Facilities” means the rooftop facilities provided by the Supplier at the Premises

“Premises” means Roof Level Bryanston Shopping Centre, Corner Winnie Mandela &, Ballyclare Dr, Bryanston, Sandton, 2074

“RSA” means the Republic of South Africa;

“Services” means the provision by the Supplier to the Customer of access to and the use of the Rooftop Facilities;

“Supplier” means SOLSTICE AND EQUINOX (PTY) LTD

(2024/046599/07) a private company incorporated in accordance with the laws of the RSA; and

“Terms” means the terms and conditions of use of the Services as contained in this document.

  1. Interpretation

  • Clause headings and the heading of this document are for convenience only and are not to be used in its interpretation.
  • An expression which denotes:
    • any gender includes the other genders;
    • a natural person includes a juristic person and vice versa;
    • the singular includes the plural and vice versa; and
    • a party includes a reference to that party’s successors in title and assigns allowed at law.
  • The words “include” and “including” mean “include without limitation” and “including without limitation”. The use of the words “include” and “including” followed by a specific example or examples shall not be construed as limiting the meaning of the general wording preceding it.
  • Any substantive provision conferring rights or imposing obligations on a Party and appearing in any of the definitions in this clause 2 or elsewhere in the Terms shall be given effect to as if it were a substantive provision in the body of the Terms.
  • Words and expressions defined in any clause of the Terms shall, unless the application of any such word or expression is specifically limited to that clause, bear the meaning assigned to such word or expression throughout the Terms.
  • Unless otherwise provided, defined terms appearing in the Terms in title case shall be given their meaning as defined, while the same terms appearing in lower case shall be interpreted in accordance with their plain English meaning.
  • Where figures are referred to in numerals and in words, and there is any conflict between the two, the words shall prevail, unless the context indicates a contrary intention.
  • The rule of construction that the Terms shall be interpreted against the party responsible for the drafting of them, shall not apply.
  • No provision of the Terms shall (unless otherwise stipulated) constitute a stipulation for the benefit of any person (stipulatio alteri) who is not a party to them.

  1. Acceptance of the Terms

  • By interacting with the Supplier (by requesting a quote, paying deposit or any other interaction), the Customer, hereby agrees that:
    • its use of the Services will be subject to the Terms;
    • the Terms constitute a valid and binding agreement between the Customer and the Supplier;
    • the Terms apply to the Customer to the exclusion of any other terms that the Customer may seek to impose on the Supplier or incorporate herein, or which are implied by trade, custom, practice or course of dealing; and
    • the Supplier may, at any time, amend the Terms by updating this document and the Customer agrees to periodically visit www.solsticevenue.co.za to determine the current Terms to which it is bound.
  • The Terms affect the Customer’s legal rights and obligations. If the Customer does not agree to be bound by Terms, then the Customer must not make use of any of the Services.

  1. Customer’s Obligations

  • The Supplier reserves the right to refuse the Customer access to the use of the Services at any time and for any reason.
  • The Customer agrees to:
    • only access the Rooftop Facilities and use the Services for lawful purposes and in a manner which does not infringe the rights of, or restrict or inhibit the use of or enjoyment of the Rooftop Facilities or the Services by any third party;
    • not access the Rooftop Facilities or use the Services in a manner that would bring the name of the Supplier, its business and/or any of its affiliates into disrepute;
    • ensure that any children (being a person under the age of 18 years old) accompanying the Customer:
      • remain, at all times, under the Customer’s supervision;
      • do not disturb the use and enjoyment of the Services by any other Customers; and
      • adhere to the Terms;
    • be appropriately dressed and behave in an appropriate manner, so as not to cause any embarrassment, discomfort or offence to or infringe on the rights of any other Customers;
    • not remove any items which do not belong to it from the Rooftop Facilities including, but not limited to, food stuffs, beverages, publications, cutlery, crockery, linen and decorative items;
    • permit its bags to be searched, at any time, by a duly authorised representative of the Supplier so as to ensure that:
      • no unauthorised items are brought into the Rooftop Facilities; and
      • no items which do not belong to the Customer are removed from the Rooftop Facilities;
    • immediately inform the Supplier of any spillages, breakages, medical emergencies or other event which the Supplier may, in the Customer’s reasonable opinion, wish to be informed about;
    • use its mobile phone, own speakers or other electronic devices (“Electronics“) in a manner that does not cause any unreasonable disturbance and shall submit to any request by the Supplier to use Electronics in a specially designated area or to cease use of the Electronics completely;
    • adhere to any and all smoking laws, regulations and/or policies applicable to the use of tobacco products and electronic cigarettes at the Rooftop Facilities;
    • cooperate with the Supplier in all matters relating to the use of Services; and
    • comply with all applicable laws and adhere to any policies and procedures which may be implemented by the Supplier, from time to time, in respect of the Customer’s use of the Services, details of which will be supplied to the Customer on request.

  1. Representations by the Supplier

Certain information produced or provided by the Supplier, including but not limited to: images, drawings, photographs and descriptions of services and amenities on offer (“Information“), is intended for illustrative and marketing purposes only and accordingly may contain inaccuracies, missing details or may be incomplete.  The Customer agrees that any reliance placed on the Information is done so at the Customer’s own risk and without recourse to the Supplier.

  1. Bookings and Payments

  • The charges payable in respect of online bookings and the use of the Services shall be calculated in accordance with the Supplier’s rates, as set out on its in-house service menu and its website (“Charges“). 
  • The Supplier reserves the rights to amend the Charges from time to time.
  • Your booking is confirmed once you have agreed to these terms and conditions together with your 50% deposit payment within 48 hours of receipt. Failure to do so may result in the space being released, and access to the venue will be denied.
  • In the event of late payment Solstice may claim statutory compensation and charge interest on a daily basis from the date payment was due. For the avoidance of doubt, Solstice also reserves the right to cancel any future bookings made by you (irrespective of whether you have paid any applicable deposit(s)) if any payment is overdue.

  1. Refund, Discount and Transfer Policy

  • Subject to clause 7.2, all bookings made by the Customer are non-transferable and non-refundable.
  • Refunds and discounts shall be afforded to the Customer in the sole and absolute discretion of the Supplier.

  1. Availability and Hours of Operation

  • All venue hire is until midnight. The venue closes at 00:00 due to liquor license and noise regulations.
  • On weekdays music must be reduced after 10pm to 45 decibels measured at the perimeter border of the venue. 
  • Use of the Services is subject to available capacity and the Supplier reserves the right to amend the hours of operation of the Services for any reason whatsoever.

  1. Data Protection

  • For purposes of this clause, “personal information” and “processing” shall have the meanings ascribed to such terms in the Protection of Personal Information Act No 4 of 2013 (“POPI“).
  • The Customer consents to the Supplier holding and processing, both electronically and manually, the data it collects in relation to the Customer’s use of the Services. The Customer expressly gives the Supplier permission to process any of its personal information, for any purposes connected with its use of the Services.
  • The Customer warrants that any and all personal information provided by it to the Supplier shall at all times be true and correct.
  • The Customer agrees that this clause 9 constitutes informed consent in terms of POPI.

  1. Force majeure

The Supplier shall not be liable to the Customer for any delay in performing, or failure to perform, any of its obligations due to the Customer if such delay or failure result from events, circumstances or causes beyond the Supplier’s reasonable control.

  1. Termination

In the event that you materially breach these terms and conditions (and fail to remedy the breach within 5 working days after written notice from Solstice) or become bankrupt, cease to trade, have your shares or assets taken over by a Company whose financial standing is unacceptable to Solstice, have an administrator appointed or make any voluntary arrangement with your creditors, Solstice shall be entitled to terminate this contract immediately by giving notice in writing. The termination of these terms and conditions shall not prejudice any claim which Solstice may have against you in respect of any previous breach of any provision in these terms and conditions nor shall it prejudice the continuance in force of any provision in these terms and conditions which is (expressly or by implication) intended to come into or continue in force on or after such termination. On termination, you shall, within 5 working days, pay to Solstice all sums due and payable under these terms and conditions together with any accrued interest (if applicable).


  1. Liability

  • The Supplier does not accept any liability, of whatsoever nature and however arising, in relation to the Customer’s use of the Services.
  • The Customer agrees that its use of the Services is at its own risk, and accordingly agrees to indemnify the Supplier against any loss, liability, expense, claim, penalty or damage, whether direct, indirect, special or consequential, personal injury, accident or death arising from its use of the Services, or any actions or transactions resulting therefrom.
  • If any of the limitations or exclusions of our liability in these Terms are held by any competent court, arbitrator or authority to be invalid or unenforceable, the Customer agrees that the Supplier’s total liability to it in respect of such matters shall not exceed an amount equal to R2 000 (two thousand Rand).
  • The Customer agrees that the provisions of this clause 11 will be binding not only on it, but also on its heirs and executors, dependents and/or assigns or its successors in title, as the case may be.

  1. General

13.1       Entire agreement

The Terms contain all the express provisions agreed on by the Customer and the Supplier with regard to the subject matter herein, and supersedes and novates in its entirety any previous understandings or agreements among them in respect thereof.

13.2       No representations

The Customer may not rely on any representation (whether or not made innocently, negligently or deliberately) which allegedly induced it to accept these Terms, unless the representation is recorded herein.

13.3       Variation, cancellation and waiver

No contract varying, adding to, deleting from or cancelling the Terms, and no waiver of any right under the Terms, shall be effective unless reduced to writing and signed by or on behalf of the Customer and Supplier.

13.4       Indulgences

The grant of any indulgence, extension of any time or relaxation of any provision by the Supplier shall not constitute a waiver of any right by the Supplier or prevent or adversely affect the exercise by the Supplier of any existing or future right which it may have.

13.5       Provisions severable

All provisions and the various clauses of the Terms are, notwithstanding the manner in which they have been grouped together or linked grammatically, severable from each other.

13.6       Assignment

The Customer shall not be entitled to cede, assign, transfer or make over any of its rights or obligations set out in the Terms without obtaining the prior written signed consent of the Supplier.

13.7   Starting Times & Closing Times 

All starting times will be discussed per event. Set-up may vary depending on booking. Solstice will close at 00:00 and no alcohol will be served after. If the Client and/or Agent do not vacate the premises by the agreed time, additional venue hire charges may be incurred.

13.8.      Furniture & Décor

If any furniture, décor or equipment removed from the premises it must be returned in its original condition. Please note that under no circumstance is confetti, streamers or other such décor items allowed. Should you make use of candles, a base needs to be provided to protect the wooden tables. Should the tables be damaged by the wax, the total invoice will be charged to the client for the damaged tables to be replaced.

13.9       Illegal Substances: 

Please take note that any clients/guests that are seen taking / smoking / using any illegal substances on the premises will be asked to leave immediately. All JOC requirements are for the clients own responsibility, event specific.

13.10       Applicable law

This Agreement is to be governed, interpreted and implemented in accordance with the laws of the RSA.

Privacy Policy

Introduction

At Solstice and Equinox (Pty) Ltd (“Solstice Venue”), we are committed to protecting your privacy and ensuring that your personal information is collected and used properly, lawfully, and transparently in accordance with the Protection of Personal Information Act, No. 4 of 2013 (“POPIA”).

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website or interact with our services.

1. Collection of Personal Information

We may collect and process the following types of personal information:

  • Personal Identification Information: Full name, contact information (email address, phone number), company name, and any other relevant information you provide to us.
  • Transaction Information: Records of your bookings, invoices, payments, and other transactions.
  • Usage Data: Information about your interactions with our website, including IP address, browser type, and browsing history.
  • Cookies: We use cookies to track and enhance your experience on our website.

We collect this information in several ways:

  • Direct interactions: When you fill in forms on our website, communicate with us via email, or request information.
  • Automated technologies: As you interact with our website, we may automatically collect technical data about your equipment and browsing patterns.

2. Purpose of Processing

We process your personal information for the following purposes:

  • To provide, manage, and improve our services to you.
  • To process bookings, invoices, and payments.
  • To communicate with you regarding updates, changes, or new services.
  • For customer service purposes and to handle any inquiries or complaints.
  • To comply with legal or regulatory requirements.

3. Sharing of Personal Information

We will not share your personal information with third parties except in the following cases:

  • Service Providers: We may share your information with third-party service providers that help us operate our business, such as payment processors, customer service platforms, and IT support.
  • Legal Obligations: We may disclose your personal information to regulatory authorities, courts, or other third parties if required by law, regulation, or court order.
  • Business Transactions: If we undergo a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction.

4. Data Security

We have implemented appropriate security measures to protect your personal information from unauthorised access, misuse, or disclosure. These measures include encryption, secure servers, and access control systems.

While we take reasonable steps to protect your personal information, no system is completely secure. Therefore, we cannot guarantee the absolute security of your information.

5. Your Rights

As a data subject, you have the following rights under POPIA:

  • Right of Access: You have the right to request a copy of the personal information we hold about you.
  • Right to Correction: You may request that we correct or update any inaccurate or incomplete personal information.
  • Right to Deletion: You may request that we delete your personal information where there is no legal basis for us to continue processing it.
  • Right to Object: You may object to the processing of your personal information under certain circumstances, such as direct marketing.

To exercise any of these rights, please contact us using the details provided below.

6. Retention of Information

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, or to comply with legal, accounting, or reporting requirements.

Once the information is no longer needed, we will securely delete or anonymise it.

7. Cookies

Our website uses cookies to collect information that helps improve user experience. You can choose to block or disable cookies in your browser settings, but this may affect the functionality of the website.

8. Cross-Border Transfers

Your personal information may be transferred to and processed in countries other than South Africa, where data protection laws may differ from those in South Africa. We will take steps to ensure that any international transfers comply with applicable data protection laws.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and, where appropriate, notified to you via email or website notifications. We encourage you to review this policy periodically to stay informed of how we protect your personal information.