LANGENHOVEN STUDENT CENTRE
VROUE-VERENIGING HALL
VENUE BOOKING
The Langenhoven Student Centre, better known as The Neelsie, introduces the 280
square meter Vroue-Vereniging (VV) Hall situated on the first floor of Stellenbosch
University’s student mall. The Neelsie is located on central campus and is in the heart
of “Matieland”. This venue will provide a comprehensive solution toward your
conference, seminar, wedding or product launch. With the capacity of 100-200
seating, this venue is sure to be your conference destination.
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INCLUDED IN VENUE HIRING FEE:
 Central Air-Conditioning
 Lighting
 Plug Points
 Kitchen (two industrial-type stoves with ovens, two tilting pans, double
door fridge, four door bar fridge, bane-marries without tops)
 3 Network Points
 Tables and chairs (plastic)
 Otto bins for refuse removal
EXCLUDING – TO BE SUPPLIED BY EVENT ORGANISER:
 P A System
 Data Projector
 Table Cloths
ADDITIONAL REQUESTS:
CATERING CONTACTS: TENANTS IN
CENTRE
1. Café G01 021 883 3362
2. DCM 021 8864114
3. Delicious 0744554849
4. Frigo Café 021 8833921
5.
6.
7.
8.
9.
Jeff’s Place 082 461 4052
Nca’Kos 021 886 6994
Nektar 021 8878670
Three Degrees 021 883 3863
Vlambojant 0823790470
CENTRE INFORMATION
Centre Management: 021 8083583
Security: 021 8084392
Cleaning : Florina Rubain 0824371798
Centre Coordinator: Nicky Adams
0835161632
Fire Brigade 021 808 8888
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VROUE-VERENIGING HALL
VENUE BOOKING APPLICATION
COMPANY NAME
: _____________________________
STELLENBOSCH UNIVERSITY (SU) FACULTY/DEPARTMENT
: ______ YES
______NO
NAME OF SU FACULTY/ DEPT
: _____________________________
SU STUDENT SOCIETY
: _____________________________
SU STUDENT NAME & NUMBER
: _____________________________
Please provide your student card.
SITE MANAGER
: _____________________________
ADDRESS
: _____________________________
TEL
: _____________________________
CELL
: _____________________________
FAX
: ______________________________
EMAIL
: _____________________________
WHAT TYPE OF FUNCTION DO YOU WANT TO HOST?
WHAT IS THE DURATION OF YOUR FUNCTION (DATES):
TIME OF FUNCTION:
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TIME AND DATE OF SET UP:
TIME AND DATE OF BREAK DOWN AND REMOVAL:
WILL YOU BE SERVING OR SELLING LIQUOR AT YOUR FUNCTION?
______FREE SERVING
______SELLING
______NO LIQUOR
WILL YOU BE PLAYING MUSIC AT YOUR FUNCTION?
_____YES
______NO
WILL YOU USE THE KITCHEN?
_____YES
______NO
ARE YOU HAVING DÉCOR PUT UP IN THE VENUE?
____YES
______NO
WILL YOU NEED TABLES AND CHAIRS?
_____YES
______NO
AMOUNT OF TABLES NEEDED
: ___________________
AMOUNT OF TABLE CLOTHS NEEDED
: ___________________
Tablecloths are available at R 20 per tablecloth per day.
AMOUNTS OF CHAIRS NEEDED
: ___________________
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WILL YOU NEED EXTRA ASSISTANCE WITH THE MOVING OF TABLES AND CHAIRS
BEFORE AND AFTERWARDS? Should the venue owner not be able to assist then extra staff will be
organised at an additional cost to the event organiser.
_____YES
______NO
ANY OTHER REQUESTS OR COMMENTS REGARDING YOUR FUNCTION:
PLEASE ATTACH A DETAIL DÉCOR PLAN INDICATING THE TYPE OF DÉCOR TO BE
USED AS WELL AS THE METHOD OF INSTALLATION OF ALL THE DÉCOR ITEMS Please
attach visuals where possible.
See rules and regulations on pages six to nine.
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RULES AND REGULATIONS
PLEASE NOTE: you will not be allowed to host the function should you not accept and
adhere to the rules and regulations as stated below.
PAYMENT TERMS
 The venue fee must be paid in full at least fourteen (14) days prior to the function.
 The function will not be allowed to continue without receipt of full payment (deposit
plus venue fee) prior to the event.
 Proof of payment must be sent to [email protected] or faxed to (021) 808-3443.
 Payments must be deposited into the centre’s bank account.
 SU Faculties or Departments may transfer the money with an interdepartmental
requisition. The OE code is 7344. Please supply the requisition number to
[email protected].
 Bank details: Please make sure that your company’s name is included on the deposit
slip for record purposes.
STELLENBOSCH UNIVERSITY
STANDARD BANK
Account number: 073006955
Branch code: 050610
Reference: NAME OF EVENT AND DATE (E.G. BIGPEN12JULY2013)
BOOKING CONFIRMATION AND DEPOSIT
 A booking is only confirmed on receipt of a deposit of R 800 in full.
 The venue owner may offer the venue to other parties should the deposit not be paid
in full.
 The full deposit will be used to cover any damage to the premises and/or equipment.
It is the event organiser’s obligation to prove his/her innocence.
 A penalty of R 300 for every hour after 01:00 may be deducted from the deposit
should the function exceed the time limit. Neelsie Security will monitor the closing
time and document it in the Occurrence Book.
 The full deposit will be used to pay the centre’s cleaning staff should the event
organiser not clean the venue afterwards.
 Please return your original deposit receipt when claiming your deposit back.
 The back payment of the deposit will take at least seven (7) working days.
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BOOKING CANCELLATION
 Should the full venue fee payment not be made at least fourteen (14) days prior to
the function date, the booking will be regarded as automatically cancelled. In such
instance the event organiser will forfeit his deposit.
 Should the event organiser cancel the event less than fourteen (14) days prior to the
event, he will forfeit the deposit however the venue fee will be paid back in full.
TIME LIMIT AND PENALTY FEE
 Evening functions may not exceed 01:00 (all guests must be out promptly by 01:00). A
penalty fee of R300 may be charged for every hour after 01:00. The penalty may be
deducted from the deposit paid.
 Neelsie Security will monitor the closing time and document it in the Occurrence
Book.
ACCCESS CONTROL
 On arrival at the venue and before set-up, the event organiser must report to Centre
Management during office hours or to Neelsie Security (Basement Floor opposite
Kwikspar) during afterhours.
 Neelsie Security will then unlock and lock the venue before and after the function
unless other arrangements were made with Centre Management in which case the
event organiser will sign for receipt of keys at Centre Management’s reception desk.
 Should the event organiser accept responsibility for the keys, the cost to change all
locks shall be paid by him/her should the keys be lost.
SAFETY AND SECURITY
 The venue accommodates a maximum of 200 people at once. The event organiser
may therefore not permit more than 200 people at once at the function. Should the
event organiser admit more than 200 people at once, the venue owner and/or fire
brigade will have the right to stop the function at any time during and/or not permit
the event from continuing. In such instance the event organiser shall not be able to
claim the deposit and/or the venue fee and/or any damages from the venue owner.
 It is the responsibility of the event organiser to make the necessary safety and security
arrangements for the function and to ensure his/her guests and all their belongings
are safe at all times.
 Neelsie Security will patrol functions where alcohol is served and will report any
drunken behaviour to Centre Management and/or Campus Security and/or SAPS
who will stop the function at any time should it deemed to be necessary.
 The event organiser must see to basic first aid requirements at the event.
 Neelsie Security can be contacted for assistance during emergency situations
however cannot be held responsible for safety and security at the event.
 The event organiser shall collect a booklet with emergency numbers and procedures
from the venue owner before the function.
 The event organiser shall discuss all safety precautions with the venue owner at a
safety meeting held prior to the function. Such meeting shall be arranged by the
event organiser.
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 The event organiser shall appoint a safety representative for the function who shall
see to basic safety precautions and safety procedures at the function on his/her
behalf.
 The contact number at the Neelsie Security Control Room is (021) 808 4392.
 Neelsie Security and/or Campus Security will at all times have the right to enter the
venue during a function to inspect matters relating to safety and security and/or to
inspect any unruly behaviour. The event organiser shall not prohibit Neelsie Security
from entering the venue.
EQUIPMENT
 The event organiser shall supply all his own audio visual equipment, furniture, décor,
crockery and/or any other equipment needed to host the function.
 The event organiser shall remove everything immediately afterwards and as per
arrangement with the venue owner.
 Should a hiring supplier only remove furniture/equipment/goods the following day,
the venue owner shall not accept responsibility for any possible losses. This
responsibility shall rest with the event organiser.
 The event organiser shall make all his own arrangements for collection afterwards.
The venue owner shall not store goods and/or make arrangements for collections on
his/her behalf.
FOOD AND BEVERAGE
 The event organiser must adhere to all national health and safety standards with
regards to the preparation of food at the venue.
 The necessary care must be taken not to deposit food and other waste down the
drains as this causes drain blockages.
 The event organiser may not provide leftover-food and/or beverage to the venue
owners’ contract staff without permission from the venue owner prior to the event.
CLEANING AND REFUSE
 The venue must be as clean as it was when the event organiser took occupation of
the premises however the event organiser does not need to polish the floor
afterwards.
 The centre will supply Otto bins for refuse removal at the venue. The event organiser
must move all refuse to the refuse room on ground floor. Bins can be transported via
the goods lift to the ground level.
ALCOHOL SALES
 The sale of alcohol at a cash bar for consumption on the premises is only permitted
should the seller be a Stellenbosch University entity (student body / department /
faculty).
 Any cash bar operated by a private person or company must apply for a temporary
liquor license from the Liquor Board. The event organiser shall supply proof of such
liquor license to the venue owner at least 24 hours before the function.
 Should liquor or wine be sold for off-consumption, the event organiser shall apply for
an off-consumption temporary liquor license from the Liquor Board. Proof of such
liquor license shall be supplied to the venue owner at least 24 hours before the
function.
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INTERIOR DÉCOR AND ARRANGEMENT OF FURNITURE
 The event organiser is responsible for the arrangement of tables, chairs, decor and
other furniture and equipment to his/her own specification and need and shall supply
his/her own staff to do this.
 The venue owner’s contract staff shall not be approached by the event organiser for
assistance with the above unless it was specifically pre-arranged, approved and
confirmed in writing by the venue owner. The venue owner shall in such instance
authorise his staff directly to assist.
 The event organiser shall take the utmost care not to damage or scratch the wooden
floors of the premises. The repair of any such damage caused by the event organiser
shall be paid for by him/her.
 The event organiser shall not drill any holes and screws/nails for décor, fixtures and
fittings into any walls and/or any part of the premises without the written permission of
the venue owner.
 A detail décor plan in writing shall be supplied to and discussed with the venue
owner in advance and the event organiser shall first get the venue owner’s approval
for the plan before he/she may continue with the décor arrangements.
LOST OR STOLEN GOODS
 The venue owner shall not take responsibility for any lost or stolen goods before,
during or after the function.
 The event organiser shall inspect the premises after the function for any lost goods
and shall return any to the relevant parties.
NO-SMOKING
 Smoking is strictly forbidden in the Neelsie Student Centre including the venue and
any part thereof (including all balconies).
 A designated smoking area is situated on the exterior of the Neelsie Student Centre
under the staircase where the smoking signs and ashtray bins are positioned.
 The event organiser will ensure a smoke free event.
I herewith confirm that I have read and accepted the venue rules and regulations of the
Langenhoven Student Centre.
Please complete and sign below to secure your booking.
________________________
_________________________
SIGNATURE
COMPANY REPRESENTATIVE
DATE
_________________________
_________________________
SIGNATURE
CENTRE MANAGER
DATE
_________________________
_________________________
SIGNATURE
CENTRE COORDINATOR
DATE
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