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GENERAL TERMS AND CONDITIONS FOR WEDDINGS AT
GARDEN ROUTE GAME LODGE 2016
WEDDINGS AT THE GARDEN ROUTE GAME LODGE
VENUES
SERENGETI’S & THE LABOLA CHAPEL
Nestled on the edge of a breathtaking valley, Serengeti’s and the adjoining
Lobola Chapel provides a unique and romantic African setting for you to
celebrate your special occasion.
Architecturally designed to blend in with the surrounding landscape, our stylish
new wedding venue has been carefully constructed using natural materials such
as stone, thatch, wood and glass and brings together the elements of earth, fire
and water with taste and style.
The venue is equipped to accommodate 120 guests but can seat up to 200
guests with a dance floor. The expansive wrap around wooden decks allow your
guests to witness the sunset over the majestic Langeberg Mountains and the star
studded African night sky while the Serengeti Bar and Lounge are for your
exclusive use. The venue is totally climate controlled throughout the year with 2
fireplaces for those chilly winter evenings.
Couples have the option of making use of the Lobola Chapel or may opt for an
open air ceremony on the wooden deck overlooking the valley below.
Complimentary overnight accommodation in our honeymoon suite is included in
the venue hire for the bridal couple to spend their wedding night.
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EXCLUSIVE USE OF GARDEN ROUTE GAME LODGE INCLUDING
SERENGETI’S AND THE LOBOLA CHAPEL
What better way to enjoy this special time with family and close friends than at a
private game reserve for your exclusive use. With 34 luxury rooms all en suite we
are able to accommodate most wedding parties. Our pricing structure means that
exclusive use is most affordable in winter increasing in price towards summer.
High Season
2016
One Night
Low Season
Mid Season
High Season
10 January to 1 May to 30
30 April
June
1 July to 30
September
1 October to
20 December
R 78 150
R 52 000
R 78 150
R 37 250
The one night package includes:
❖ Hire of Serengeti Wedding Venue & Lobola Chapel
❖ Use of 4x4 Landrover Game viewer and guide for photographs in the
game reserve
❖ Exclusive use of 34 luxury rooms which sleeps up to 84 guests.
❖ Buffet breakfast and one morning game drive
❖ Exclusive use of Lodge pool and facilities
❖ Exclusive use of Serengeti Bar & Lounge
❖ Standard Serengeti furniture and equipment
❖ Cutlery & white crockery up to 120 place settings
❖ Glassware up to 120 place settings
❖ Complimentary Day Room for the Bride to get ready
❖ Complimentary Room for the Bride and Maid of Honor for the night before
the wedding – depending on availability.
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GENERAL TERMS AND CONDITIONS
MENU SELECTION
Our head chef has prepared a wide selection of menus to suit most guest
requirements. Copies of our menus are available on request.
Menu prices range from R 200 to R 250 for 2016
❖ Children under the age of 12 yrs pay 50% of the adult rate, children from
3 to 6 yrs pay 25% and children under 3 will not be charged.
❖ Should you make use of an outside caterer for special dietary
requirements such as Kosher or Halaal, a surcharge of R 100 per person
will be charged.
SERVICE FEES
To ensure that your guests have a pleasant and relaxing dining experience,
waitrons are employed to attend to there needs.
This service is compulsory and the minimum requirements are:
❖ For plated menus, one waitron per every 10 guests
❖ For buffet menus, one waitron for every 20 guests as well as three runners
per wedding.
❖ Waiters/runners are charged at R 25 per waiter per hour with a minimum
of a 6 hour shift (R 150 per waiter) for 2016.
❖ One barman is required for every 50 guests with a total of 3 barmen for up
to 200 guests for all types of bar requirements.
❖ Garden Route Game Lodge will supply one complimentary barmen,
Additional barmen will be charged at R 32 per barmen per hour with a
minimum of an 8 hour shift (R 250 per barman) for 2016.
❖ Child minding services are available at R 85 per child minder per hour.
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BAR FACILITIES
A full bar facility is available however we request that clients supply us with an
indication of there preferences when it comes to beer, wine, malt and soft drinks
to ensure sufficient stock on the day.
Clients are invited to run a bar tab with a limit and will be supplied with a regular
updates during the function.
❖ An updated list of bar prices is available on request.
❖ Corkage on any wine or sparkling wine will be charged at R 30 per bottle.
❖ No other drinks besides the wine and champagne for the tables will
be allowed to be brought onto the premises.
SET UP AND CUT OFF TIMES
Serengeti’s and the Lobola Chapel will be available for set up form 08:00 to 17:00
on the day of the wedding. We require that the wedding venue be ready at least
3 hours prior to the start time of the ceremony.
Should you wish to have a wedding rehearsal, kindly arrange this with our
wedding coordinator?
An overtime rate of R 750 per hour or part thereof will be charged after 24:00.
This will automatically be added to your account at the end of the evening.
The R 750 includes a manager and a barman.
FURNITURE AND EQUIPMENT
The provision of Garden Route Game Lodge standard furniture and equipment is
at no extra cost.
Any additional items should be supplied or hired by the client at the clients cost.
Kindly consult your wedding coordinator for the services of a reputable hiring
company.
❖ For the sake of our wildlife, no fireworks will be allowed.
❖ Music equipment and speakers may not be set up outdoors.
❖ Our wedding venue has been fitted with a sound monitor to ensure
acceptable noise level is maintained.
❖ Fold and stack doors are to be closed from 22:00 to avoid sound traveling
to neighbouring farms.
❖ No permanent alterations are allowed to the building and any damage to
Garden Route Game Lodge property beyond reasonable wear and tear
will be charged for accordingly.
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BOOKING AND DEPOSIT REQUIRMENTS
For Exclusive Use
❖ Bookings are secured by the R 12 500 (2016) venue deposit
❖ 90 days before the wedding, 50% of the Exclusive Use rate is payable
❖ 60 days prior to the wedding, menus are confirmed and the balance of the
Exclusive Use rate is payable.
❖ 30 days prior to the wedding, 50% of the food bill is payable.
❖ 14 days prior to the wedding, the balance of the food bill is payable, final
number of guests is confirmed and procedures of the day are confirmed.
❖ The bar account as well as any other charges for possible overtime costs
may be settled on the day of the wedding.
RISK/LOSS/DAMAGES
❖ No paper confetti, streamers etc are allowed. You are welcome to use
flowers or bubbles.
❖ Whilst every precaution will be taken to secure the safeguarding of your
belongings, the Garden Route Game Lodge will not be held liable for loss
or damage to any property whatsoever. We recommend that personal and
valuable property be removed directly after the wedding.
❖ Décor and props must be removed by 09:00 on the following day.
❖ Should the Garden Route Game Lodge buildings, gardens and surrounds
be damaged by the client or the client’s suppliers during the set up and
break down operations, the client will be held liable and will be billed
accordingly.
CANCELLATIONS
❖ Once the deposit of R 12 500 (2016) has been paid, this deposit
becomes non refundable.
❖ In the case of exclusive use, a cancellation fee of 50% of the full
charge will be charged 59 – 30 days prior to arrival and 100% if
cancelled 29 days or less prior to arrival.
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❖ In the event of non payment of the venue hire fees within the time
specified, Garden Route Game Lodge is entitled to cancel a provisional
booking without any notice to the client.
❖ In the event of non payment of fees within the time specified, Garden
Route Game Lodge is entitled to cancel a confirmed booking after
giving the client 7 days notice to rectify.
❖ Once the final number of guests has been confirmed this will be the
amount billed for unless attendance is greater.
❖ The client must confirm all changes and cancellations in writing.
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CONTRACT
Please initial each page, complete your details on this page and fax back to us
on (028) 735 1202 or scan and email to [email protected]
I (Name & Surname) ___________________________________________
Confirm that I have read through and understand the general terms and
conditions set out in this document and I agree to them and bind myself in my
personal capacity for all monies owing arising from this agreement.
Written confirmation must be obtained from Garden Route Game Lodge for any
variations to these standard terms and conditions and for any special
arrangements.
NAME
: ______________________________________
ID NUMBER
: ______________________________________
CONTACT TEL
: ______________________________________
EMAIL ADDRESS
: ______________________________________
POSTAL ADDRESS
: ______________________________________
______________________________________
PHYSICAL ADDRESS : ______________________________________
_______________________________________
WEDDING DATE
: _______________________________________
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WEDDING PACKAGE
: _______________________________________
SIGNATURE
: _________________________DATE _________
BANKING DETAILS:
Garden Route Game Lodge
ABSA – George
Account number: 4055874668
Branch code: 632005
Your booking will be confirmed upon receipt of the signed contract and proof of
payment.
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