Conferencing Brochure
The Hollow Tree at Oude Westhof
Conference and team building packages
* Conference and team building packages tailor-made to your specifications.
* Seating for up to 120 delegates in our beautiful thatched conference hall, fully catered to your specific
requirements.
* Fully Air-conditioned and heated.
* Cocktail, Buffet and Set-Menus tailor-made to client specification.
* Flexible floor plans and seating arrangements.
* Big screen TV’s, data projectors, flip charts and sound system available for presentations.
* Private braai and spitbraai facilities.
* Two fully licensed heritage pubs as well as an outdoor pub in our beautiful garden under the ancient Oak trees.
* Indoor and outdoor childrens play areas.
* Idyllic and private facilities with an old world countryside ambience.
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* Pool tables, table soccer tables.
Charming, relaxing and comprehensive
conferencing venue, which exudes old
world charm and beauty.
DOWNLOAD
OUR MENU
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
THE HOLLOW TREE CONFERENCE PACKAGES
FULL DAY 08H00-17H00 R200 p/p
• Arrival- Tea/ Coffee
• Lunch: 2 course meal/ Finger Meal
• Tea, Coffee, Biscuits
• Water and Mints
• Tea / Coffee
Early Riser 08H00-13H00
• Arrival, Tea/ Coffee
• Tea, Coffee, Biscuits
R180 p/p
• Water and Mints
• Lunch: 2 course meal / Finger Meal
Board Meetings 13H00-18H00
• Arrival, Tea/ Coffee
• Break, Tea / Coffee, Biscuits
• Water and Mints
R180 p/p
• Finger Snacks/ Canapés / Cocktails
(For Cocktails and Canapés, please make
selection from the lists provided)
SEATING CAPACITY
•
•
•
•
Cinema Style:
Classroom style
Hollow Square Style
U-Shape Style
100 Delegates
50 Delegates
55 Delegates
40 Delegates
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
THE HOLLOW TREE CONFERENCE PACKAGES
Included:
Room Hire Wi-Fi
Standard Equipment Mints & Water
Flat Screen TV’s
Notepads &Pens
Registration Table Data Projector
Parking
Flipchart on Request
Formal restaurant, private old world pub, outdoor lapa and other
breakaway areas available as per requirements
Optional: Fax & copy Facilities, Décor
(at additional charge dependent on requirements)
EVENT MANAGEMENT SERVICES
Draping, Fairy Lights Flower Arrangements
Centrepieces
Entertainers
Chair and Table Decor Platter Menu
2 Course Menu
Cocktail Menu Buffet Menu
Spitbraai Menu
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
2 COURSE MENUS
ONE
Linefish of the day served with a wasabi mash and vegetables
OR
200G Prime grilled steak with roasted vegetables and chips
Dessert
Cape Brandy Pudding with Custard
TWO
Homemade quiche of the day with a garden salad
OR
Mixed Grill and Chips
Dessert
Ice Cream and Chocolate Sauce
continues on next page
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
Three
Creamy Beef Lasagne served with rice and roasted vegetables
OR
Creamy Vegetable Lasagne served with rice and a side salad
Dessert
Malva Pudding with Custard
four
Homemade Chicken Pie served with chips and roasted vegetables
OR
Vegetarian Pasta
Dessert
Bread and Butter Pudding with Ice Cream
five
Cape Malay Chicken Curry with rice and roasted vegetables
OR
Cape Malay Vegetarian Curry with rice and a side salad
Dessert
Bread and Butter Pudding with Ice Cream
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
FINGER MEALS
ONE
BBQ Chicken Wings
Samoosas
Spring Rolls
Sausage Rolls
OR
TWO
Cheese Platter
Preserve.
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Our approach is always flexible, please discuss your
specific needs and requirements with us. The above are
suggested conferencing packages only; any conference can
be organised and arranged to your specific requirements.
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Biscuits
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Conferencing Brochure
The Hollow Tree at Oude Westhof
additional conference
menu add-ons
platters
Scones with Jam, Cream & Cheese @ R220 per platter (15 pieces)
Mini Croissant platter @ R400 per platter (15 pieces)
Mixed Cocktail Danish Platter @ R125 (25 pieces)
Muffin platter @ R200 (20 pieces)
drinks
Jugs of Juice @ R65 each (serves 8 glasses)
500ml Valpre Still or Sparkling Water @ R10
1l Valpre Still or Sparkling Water @ R22.50
Lime and Passion Fruit Cordials @ R5 per tot
(served in a caraffe on Conference Tables)
Cola Tonic Cordials @ R7 per tot
(served in a carafe on Conference Tables)
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
Where to find us
to N1
From the N1 Northbound:
Take Jip De Jager off-ramp, turn left into Jip De Jager Drive and continue on until you meet up with Van
Riebeeckshof Rd. At the traffic light turn left into Van Riebeeckshof Rd and continue on until you see us on the
left hand side.
From Durban Road Northbound:
Turn left into Old Oak Road, then right into Carl Cronje Dr. Take the next left at the traffic lights into Van
Riebeeckshof Rd and continue until you see us on the left hand side.
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
General terms and conditions
1. Confirmation of Booking and Deposit
A deposit of R3000.00 together with your signed quotation will secure your booking.
Our quotations are valid for 14 days.
The deposit may be paid using a credit card or by electronic transfer into our bank account.
Cash deposits are accepted, but the cash deposit fee charged by the bank will be added to your final bill.
Confirmation of deposit payment must be faxed, to 021 913 7067 or emailed to [email protected].
Your deposit will be deducted from your final account.
Our Banking Details are:
Account name: Exstrado Consulting Engineers
Account number: 27 277 5576
Branch code: 031110
Standard Bank
2. Menu
Your conferencing package should be finalised on reservation and any changes must be made no later than one
week prior to the conference date.
Please note that upon confirmation, proposed conference date must be signed and faxed back.
Please note that menu prices are subject to change.
3. Halaal and Kosher Requirements
Our kitchen is not halaal / kosher and therefore any food of this nature needs to be pre-ordered. Please note that
there is an additional charge for these meals. 4. Final Number
The number of delegates for your conference is to be finalised, in writing, 7 working days prior to the date of your
conference. No changes afterwards.
In addition, please include: the order of events/ time schedule/ bar requirements/ guest list etc.
4. Service fee
A 10% service fee will be added to your quotation for your waiters.
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
6. Exclusivity
The conference hall seats a maximum of 120 guests.
The venue caters for a minimum of 15 guests.
Exclusivity of the venue is subject to size and nature of function. Please do enquire for further details.
7. Payment
Full payment of food is to be received 10 days prior to the conference.
Your bar account is pre-payable 72 hours before your conference. Should you wish to extend your bar limit on the day
it will need to be pre-paid before the extension is allowed by the duty manager. If your bar limit is not reached the
balance is fully refundable 72 hours after your conference. 8. Beverage Requirements
The Hollow Tree is fully licensed, so is able to meet all of your beverage requirements. We require a fully inclusive list
of bar requirements 14 working days prior to the conference. 9. Seating Plans
The client is responsible for providing the Delegate Seating Plan and the Delegate List.
10. Conference Hours
The premises are open and available from 08h00 - 23h30.
11. Liquor / Food
No liquor or food may be brought into the premises.
Champagne & Wine will be allowed at a corkage fee of R25.00 per bottle.
This must be pre-arranged and the conferencing coordinator must be informed of delivery times.
A Maximum of 2 cases (24 bottles) may be brought in.
12. Décor
For decor purposes, the premises will be available two hours before the start of your conference.
Any alternative set up times need to be arranged with the Manager. Staff and décor set up team must vacate the venue
half an hour before the conference so that final checks can be carried out. All décor boxes and equipment must be
removed from venue after set up. All décor must be taken away at the end of the conference, allowing 1.5 hours for
breakdown. Any goods left behind shall be at your own risk. Leftover wines must be removed from the premises by
10h00 the morning after the conference or they will be disposed of.
Please note:
Price quoted is subject to change. Notification and adjustments of price increases: min 14 days prior to
your conference. Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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Conferencing Brochure
The Hollow Tree at Oude Westhof
14. VAT
All prices are inclusive of VAT at 14%.
Any increase in VAT and any other possible statutory changes which could be levied will be for your account.
15. Other Inclusions / Exclusions
The use of The Hollow Tree Restaurant for a conference Includes:
Venue
Manager, waitrons, and kitchen staff for the running of the function
The use and set up of:
Table linen
Cutlery
Glassware
Crockery
Tables and formal chairs set up in formation agreed upon.
The use of TV Screens, Sound system to the specific venues, data projector and flip charts.. Should you require other ranges or cutlery, crockery, glassware or linen, the cost of hiring will be for your own
account.
Excludes:
The supply, setup or transportation of flowers and other décor.
Carrying, set up and removing of décor.
16. Cancellations
Should the reservation be cancelled more than 12 weeks before the scheduled date, the deposit, less 15% handling
fee is refundable.
If cancellation is made less than 12 weeks before the scheduled date, the deposit is not refundable. If a full payment was made, cancellation fee will be discussed.
17. Damage to Property
Damage to our property and theft will be charged for at full replacement cost plus 15% handling fee.
Thank you for your co-operation in the above. Should you have any
further requests or queries, please do not hesitate to contact us.
Unit 4, Oude Westhof Village Square. Van Riebeeckshof Road, Oude Westhof, Bellville
Tel: 021 913 7753/4 | Fax: 021 913 7067 | [email protected] | www.thehollowtree.co.za
Open 7 days a week 08h00 - 23h00, Breakfast - Lunch - Dinner - Pub
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