Vredenburg Lawns cc trading as Winery Road Forest
Winery Road, Firgrove
P O Box 5417, Heldervue, 7135
VAT No : 4480235411
[email protected]
www.wineryroadforest.co.za
Terms & Conditions for Weddings at Winery Road Forest
Payment
The date of the function is only considered booked after a 50% deposit has been paid and proof of payment has
been received, or a payment plan has been approved by the Winery Road Forest Management.
NO DATES WILL BE KEPT TENTATIVELY.
A non–refundable / non-deductible Date Booking Fee (R1000) is payable if you wish us to reserve the date. Terms
and Conditions apply. Period approximately 6 weeks.
The balance of the outstanding invoice, as well as the refundable deposit is payable in full 30 days prior to the
wedding date. Please note that there is a refundable deposit required which is not included in the invoice or
quotation. The deposit will be refunded 2or 3 weeks after the wedding/function. Kindly supply your bank details
for a refund.
Cancellation Policy
The full invoice is payable 30 days before the wedding date. Cancellations 30 days and less before the wedding, no
refunds are possible.
Cancellation more than 30 days before the wedding date, after a deposit/funds have been received, a cancellation
fee will be charged. A cancellation fee of 25% of the invoice total is required. The venue management will try to
recover expenses or deposits paid where possible.
Cancellation 6 months before the wedding date will be refunded in full.
Refundable Deposit for breakages, overcrowding, overstaying (R2 000 – R5 000)
A refundable deposit for breakages/shortages or loss of equipment, overcrowding/overstaying is payable prior to
the wedding.
Initial
There are hourly rates applicable, which will be charged until the last guest leaves / organizer / outside DJ. Kindly
note that we charge R1 000 per hour after the agreed time during the day, R1 500 per hour after 00h00 and R2 000
per hour after 01h00 or part thereof. The above rate will be deducted from your refundable deposit.
Please note that opening of the venue outside specified period of function or venue rental time will be charged at
R250 per half hour. For example for décor set-up or cake deliveries or wine deliveries or flower deliveries, etc not
on the function day or not in agreed set-up on the wedding / function day will be charge additional at R250 per
hour or part thereof.
Final Numbers for Attendees
Numbers of guests is to be confirmed 4 weeks in advance. A change in numbers requires an admin fee. Please
note that the quotation is for a specific number of guests and an additional surcharge is applicable if more guests
arrive. This will be deducted from your refundable deposit.
3rd Parties
Very Important – 3rd parties/ decor & flower contractors are NOT allowed on site 1 hour before the Ceremony/
Reception as all preparations must be completed in order to ensure a quiet, peaceful environment. All motor
vehicles are to be parked in designated areas immediately after off-loading. Please do not drive on lawns - there
will be a damages charge.
All vehicles are to be parked in the designated area 1.5 hours before the event. This is to ensure no vehicles are in
the wedding photos.
Décor are allowed to be set-up 3 hours before wedding @ no additional charge, but have to be completed 1 hour
before wedding.
All decor and flowers, unopened brought in wine/ champagne, personal items must be removed the same day.
The venue is closed on a Sunday and goods can only be collected on a Monday. Winery Road Forest is not
responsible for any loss or damage to rentals. All third parties contributing to the event / wedding are to meet with
the Venue Manager prior to the event. If a mobile kitchen is set-up, kindly note that there is a R1 000 cleaning
charge, and the designated area for the mobile kitchen will be confirmed by the Venue Manager.
No outside catering allowed. No communion table’s allowed.
Bar
Winery Road Forest has a liquor license and only our in-house bar is allowed. The bar closes at 11:30. There are
a Corkage on wines per bottle. Any drinks brought in will be confiscated. We allow you to bring in your own
champagne and corkage and do not limited the amount brought in. But we do not refund corkage paid for
unopened bottles.
Music
We prefer the use of referred DJ’s. The volume of the music is to be played at a reasonable level as stipulated by
the Venue Management. Professional DJ’s do not have a base system. Base will be asked to be turned down
completely.
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Music strictly stops at 11:55. The venue maybe booked for an additional hour after 00h00 for saying good byes.
Outside DJ’s not adhering to the music volume request will be unplugged. A minimum surcharge of R750 will be
charged for outside DJ’s. If packing up of DJ set-up extends to more than 45 minutes after the event the client will
be charge for additional venue rental. One table and one chair is supplied.
Strictly no bands.
Events Manager Fee
This fee includes 2 additional meetings after the viewing of the venue, a budget meeting and a logistic meeting, of
1 hour respectively. We will also assist you with a time-line for your day.
The Events Manager’s fee includes on the day co-ordination, for a maximum of 8 hours from the time of set-up.
This is to ensure that the Bride and Groom (our client) enjoys their special day to the fullest. There will be an
additional charge for access to the venue for deliveries outside specified venue rental hours.
A set-up of maximum 3 additional items per table setting is included. For example place name, serviette ring,
silver plate or placemat.
Other
Strictly no smoking in the Forest.
Winery Road Forest is a private venue, and venue gates only open for guests 1 hour before the event/ wedding.
If a security guard is required the costs will be for the client.
Electricity / Eskom – Winery Road Forest cannot be held liable for any surprise load shedding, or interrupted / no
supply of electricity and if additional measures are taken by Venue Management to ensure a successful wedding the
costs will be for the client’s account.
The quote will only be accepted once all parties have agreed to the above conditions and logistics for the event.
Weather – Winery Road Forest is an open air facility. Alternative arrangements for poor weather are to be made
7 days in advance.
Winery Road Forest, the Coordinator, the Agent, nor any of their employees, will not be held responsible for the
death, injury, loss or otherwise to any person using the equipment supplied, whether supplied through an Agent or
not.
Winery Road Forest cannot be held liable for the cancellation of an event due to any natural disaster.
Right of admission is reserved and Winery Road Forest Management has the right to remove any person at their
own discretion.
Copies of all relevant permits / licenses to be forwarded prior to the event.
A draft quote could be subject to change. Final quote will be sent once bookings have been confirmed.
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We here with accept the above terms and conditions in person and on behalf of our guests and all relevant parties.
All decor and flowers must be removed the same day / evening not supplied by WRF. No security service or
storage is available.
Should there be any damage or loss of the above or to the property you will be charged accordingly.
Please take note that any damage to the linen i.e. burn marks, candle wax, etc will be invoiced to the client. No
candles are to be used directly on linen.
Winery Road Forest reserves the right to remove the candles if necessary at all times from any area. Candle
holders should be wide enough to ensure no wax damage to any linen.
No candles are allowed in the Forest
Extras to Rent
Various additional items are available to rent from Winery Road Forest.
A luxury vintage car - hire a 1975 Navy Rolls Royce!
Should you require any other range of cutlery; glasses etc, the cost of hiring will be for your own account.
Winery Road Forest will not be responsible for the payment of shortages, breakages of hired equipment, rentals
and the security of all hired goods till collection.
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Groom
............................................................................................
Signed
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Date
Witness: Groom
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Signed
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Date
Bride
............................................................................................
Signed
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Date
Witness: Bride
............................................................................................
Signed
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Date
Venue Management
on behalf of Winery Road Forest
............................................................................................
Signed and Date
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Date
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