CANDLEWOODS KERK TRADING (PTY) LTD

Transcription

1 Dear Bride & Groom, Thank you for showing interest in our beautiful establishment, Candlewoods Boutique Venue. Herewith all the information needed to plan & book your special day with us. We have dedicated co-ordinators to bring elegance, quality and personal attention to the planning of your wedding. For any further questions, please feel free to contact us at or call us on / Best Regards, The Candlewoods Team

2 WEDDING PACKAGES 2016 Our Chapel can seat up to 180 guests and our Banquet Hall up to 150 guests with a dance floor. A minimum of 50 guests is required for the use of the Banquet Hall. PACKAGE 1: CHAPEL ONLY This package includes: Wooden pews for the service and chairs for musicians Podium Red carpet down the isle Registration table with 2 chairs 2 Flower stands (no flowers, this can be arranged at an additional cost) 2 Small round tables for confetti 2 Silver Confetti bowls Sound system / 1 hand-held Microphone Ringing of our special Van Bergen bell Free bottled mineral water for the first 50 guests PACKAGE 2: BANQUET HALL ONLY This package includes: Tables & Chairs (our chairs are elegant and don t need any chair covers) Crockery & Cutlery Damask Table cloths (White/Cream) Damask Napkins (White/Cream) Glassware Silver Easel for table seating plan Back-up generator in case of power failure Full Bar service available 2 Function coordinators Sufficient parking for guests Cake table with cake knife Gift table Air-conditioned venue Beautiful gardens and surroundings for photo opportunities

3 PACKAGE 3: CHAPEL & BANQUET HALL The Chapel and Banquet Hall can be hired as a package at a SPECIAL RATE. It includes ALL of the above mentioned items. Please refer to our T&C s for additional information. PACKAGE 4: CHAPEL, BANQUET HALL & HONEYMOON SUITE You can also hire the Chapel; Banquet Hall & Honeymoon Suite all inclusive at a SPECIAL RATE. It includes ALL of the above mentioned items. Please refer to our T&C s for additional information. It also includes: Groomsmen suite for the day. Honeymoon suite for bridal couple, available from 10h00 for the bride to get ready. Special turndown service for honeymoon suite which includes a luxury hamper. PACKAGE 5: CHAPEL, BANQUET HALL, HONEYMOON SUITE AND SPA TREATMENTS You can hire the Chapel; Banquet Hall and Honeymoon Suite and get lovely Spa Treatments, all inclusive at a SPECIAL RATE. It includes ALL of the above mentioned items in Package 4. Please refer to our T&C s for additional information. It also includes ONE of the following spa treatments: Bridal Make-up (including trial) & Classic Manicure OR Back, Neck & Shoulder Massage (45 min) and Classic Manicure & Pedicure Combo Saturday and Public Holidays: Package Detail: September April May - August Package 1 R R Package 2 R R Package 3 R R Package 4 R R Package 5 R R

4 Monday Thursday: Package Detail: September April May - August Package 1 R R Package 2 R R Package 3 R R Package 4 R R Package 5 R R Friday and Sunday: Package Detail: September April May - August Package 1 R R Package 2 R R Package 3 R R Package 4 R R Package 5 R R Extra s to take into consideration: Waiters and R600 each for the duration of the wedding R50 Corkage fee. Only wine and sparkling wine are allowed to be brought in by the bridal couple (max 3 x 750ml bottles per table) Canapés (pre-drink R55 per person see Menu for options Flavored water (lemon, strawberry, mint & R15 per jug R10 per person R40 per person. Please see our menu selection for specifications. Fruit R50 per jug. Cocktail bread rolls & mini butters on R10 per person. Cheese Tower POR A selection of local & imported cheese served with preserves & crackers (cannot be ordered as a substitution for dessert selection) BUT alternative to a traditional Wedding Cake - POR. Guest Accommodation We have a beautiful guest house on the estate with 16 rooms. Please contact Candlewoods Guesthouse directly for all your accommodation needs or reception@candlewoods.co.za. Candlewoods Boutique Venue is not responsible for accommodation arrangements (except Honeymoon Suite in Package 4 & 5).

5 Deposit & Payment Structure Depending on the package you choose, we require the following deposit to secure your reservation: o Package 1 50% deposit o Package 2 R R3 000 refundable breakage deposit o Package 3 R R3 000 refundable breakage deposit o Package 4 - R R refundable breakage deposit o Package 5 R R3 000 refundable breakage deposit We accept EFT & credit card payments. NO cheques or cash accepted. The breakage deposit is refundable seven (7) days after the function date. The other deposits are non-refundable. The full payment of the amount quoted/invoiced is due no later than 14 days prior to the function date. We look forward to welcome you at Candlewoods Boutique Venue!

6 TERMS & CONDITIONS 1. Function Times Function set-up may take place either one day prior to the event to be confirmed by Management. All set-up requirements are subject to availability and practicality. We will assist to co-ordinate with all the suppliers regarding their special needs and requirements. Cut off / closing times please confirm with Management. Bar Closes Music 23h30 non negotiable 24h00 non negotiable If approved by Management, the set-up of the Banquet Hall and Chapel can take place one day prior to the wedding. On your wedding day, the Banquet Hall and Chapel will only be available 2 hours before the ceremony starts. If necessary, we can open the premises 4 hours prior to the wedding at an additional cost per hour. It will be the customer s own responsibility to inform his/her suppliers about the opening times. Exact time to be confirmed. You hire the Banquet Hall & Chapel for a total of 8 hours or until midnight, whichever is first. 2. Provisional Reservations All reservations are considered provisional until a deposit confirmation has been received. Provisional reservations will be reserved for a period of seven (7) days only, after which the booking will be considered cancelled and the venue made available to other clients. 3. Deposit & Payment Structure Depending on the package you choose, we require the following deposit to secure your reservation: - Candlewoods Chapel 50% deposit - Package price + Breakage Deposit The breakage deposit is refundable seven (7) days after the function date. The other deposits are non-refundable. We accept EFT & credit card payments. NO cheques or cash accepted. Should the deposit not be paid by the required date, Candlewoods Boutique Venue reserves the right to cancel the provisional booking without any notice to the client. By paying the deposit, you automatically indicate your acceptance of Candlewoods Boutique Venue s terms and conditions, payment structure, cancellation policy and postponements. Candlewoods Boutique Venue adheres to a first come first serve policy, thus it is important to pay the deposit at the soonest. The full payment of the amount quoted/invoiced is due no later than 14 days prior to the function date.

7 Should the full payment not be received by the required date, Candlewoods Boutique Venue reserves the right to cancel the function and retain all prior payments. Candlewoods Boutique Venue reserves the right to change prices without any notice to clients. For any payments please use your quote / invoice number as reference and send proof of payment via to venuemanager@candlewoods.co.za Our banking details are as follows: Candlewoods Kerk Trading Pty Ltd ABSA, Centurion Account number: Branch Code: Reference: Quote / Invoice number 4. Confirmation The provisional booking will only be confirmed once you have completed, signed and returned the Booking Confirmation Form, together with deposit proof of payment. All agreements must be committed to in writing and signed by the respective parties. NO verbal agreements whatsoever will be accepted by management. 5. Confirmation of Number of Guests In order for us to co-ordinate and cater for your function with efficiency, we would require the number of guests and other information e.g. bar arrangements, at least 14 days prior to the function. Confirmed numbers may not be less than 90% of quoted numbers. We shall charge for your confirmed or actual number of guests, whichever is the greater. Please remember that you need to include the DJ, Photographer/s and any other suppliers that attend your wedding in your final number of guests. If this is not adhere to, the extra cost will be for the client s account. We require a minimum of 50 guests for a wedding. 6. Cancellations If a confirmed reservation for Package 1 is cancelled - The initial confirmation deposit will not be refunded. If a confirmed reservation for Packages 2, 3, 4 & 5 is cancelled - Within 8 weeks of the function date forfeit 100% of the deposit amount. 9 or more weeks prior to the function date, 50% of the deposit amount shall be forfeited. 7. Postponement Postponement will only be considered if advised in writing at least 45 days prior to the function and a date is re-scheduled within a period of 2 months from the original function date (subject to availability). Thereafter cancellation fees apply. Should you postpone your wedding for any reason whatsoever, Candlewoods Boutique Venue will only re-allocate the money paid to us to the new date, once the original date has been re-booked by another client. 8. Unavailability of Venue Candlewoods Boutique Venue reserves the right to cancel a booking forthwith liability on its part in the event of force majeure including, but not limited to: war, civil unrest, natural disaster and any other unforeseen circumstances that may lead to the facilities not being available for functions. In such an event, Candlewoods Boutique Venue will make an alternative date available for the hosting of the function and/or refund the deposit and

8 fees already paid by the client to Candlewoods Boutique Venue minus any expenses that Candlewoods Boutique Venue may have had to incur prior to the function date. If the client does not adhere to all the terms and conditions stipulated in this package, Candlewoods Boutique Venue reserves the right to cancel the function / wedding at any time. The client will be informed of the decision. The deposit will be refunded minus the expenses that Candlewoods Boutique Venue may have had prior to the function / wedding date. 9. Outstanding Bar and Accommodation Balances Outstanding Balances (if any) MUST BE SETTLED PRIOR TO DEPARTURE. Any amounts remaining unsettled at this point WILL BE SUBJECTED TO INTEREST at 20% pa for every day outstanding. Credits due to the client will be refunded no later than 7 days after the function. In the event of any guest not paying for his/her private obligation before departure, the Client agrees to make payment on their Guests behalf. Candlewoods Boutique Venue will not be held responsible for any budgets that are exceeded. 10. VAT All prices quoted/invoiced are inclusive of 14% VAT. 11. Music Candlewoods Boutique Venue has a designated DJ which you are welcome to use. Please ask for more details. Music must stop promptly at 24H00. This is non-negotiable. 12. Smoking There is a designated smoking area. No smoking is allowed in any other area or on the patios. 13. Venue closing times The Bar closes strictly at 23h30 and the Venue at 24h00. Exceeding of closing times will result in an additional fee of R2 000 per hour, thereafter, being charged. STRICTLY no dancing & loud music after 24h Bar & Corkage Fee Candlewoods Boutique Venue is fully licensed and offers a full bar service at competitive rates. The choice of an open or cash bar, is to be confirmed by the bridal couple. NO alcohol may be brought in by the bridal couple or guests unless with prior arrangement. The bridal couple may bring in their own table wine but are limited to three (750ml) bottles per 8 seater table and four (750ml) bottles per 10 seater table. (Example: one red wine, one white wine and one sparkling wine) A corkage fee of R50.00 per bottle applies. If any alcohol is brought to the wedding by the guests or bridal party other than the above mentioned, the couple will forfeit their breakage deposit as well as pay a fine of R2500. If only one waiter is allocated per table, waiters will NOT be allowed to take any orders for drinks guests have to go to the bar to order for themselves. For individual bar tabs please discuss with Management beforehand depending on Management discretion.

9 15. Breakages All breakages or damages of any kind will be for the clients (bridal couple s) account. These breakages may include such items as fixtures and fittings, furnishings, utensils, glasses, crockery as well as to the Venue or Property or those items (movable or immovable) contained within. Candlewoods Boutique Venue reserves the right to withhold the breakages deposit until assessment of damages has been made. 16. Hired Equipment All equipment and smalls hired in for the function needs to be collected the day after the wedding. In the event that this falls on a Sunday, this may take place on the Monday. Please arrange with Management. All items left on the premises for longer than 3 days will be considered unwanted and discarded of in the appropriate manner. Candlewoods Boutique Venue staff & management will not be liable for any loss of or damage to equipment hired in for the function. Candlewoods Boutique Venue has an In-House Décor Company available to design your décor at an additional cost. The delivery and collection is free of charge. 17. Catering Our In-House Caterer will be used for the catering of your function. Leftover food remains the property of Candlewoods Boutique Venue due to Health and Safety Regulations. No food may be removed from the premises. Food and drink may not be brought onto the premises. Candlewoods Boutique Venue prepares ample food for guests. No food may be brought in by the bridal couple or guests, except for the wedding cake & limited thank you gifts. 18. Service staff All service staff (waiters / barmen) will be hired in for the function. Candlewoods Boutique Venue charges one waiter per table at a rate of R600 per waiter for the function, as well as barmen for bar service. Please note that Prices may be adjusted at any given time by Management discretion. The number of barmen depends on the amount of guests. Candlewoods Boutique Venue to confirm the number. 19. Weather Unfortunately we take no responsibility for outdoor functions and the client remains responsible for any costs that may result due to a change in the weather that may affect the arrangements for the function. 20. Disclaimer The owners, management and staff of Candlewoods Boutique Venue do not accept any liability, of whatsoever nature, for any loss, damage or injury suffered by or to any property whilst on Candlewoods Boutique Venue s premises, notwithstanding that such loss, damage or injury may have been caused as a direct result of the negligence of the owners of Candlewoods Boutique Venue or any of their employees. 21. Changes Please note that NO changes whatsoever may be made 3 days prior to the event, i.e table set-up etc. Management has the right to decline any request. 22. Decor Once your deposit has been paid, we will set-up two mock tables for you at no cost. Anything more than that will be charged at an additional cost.

10 No chair covers or accessories to be placed over / on chairs. Décor collection this is very important please confirm exact day and time with Management. All decorations need to be discussed with Management prior to proceeding. 23. Photographs Candlewoods Boutique Venue also has a Wall of Fame. If you would like your wedding picture on our special wall, please send us one of your favourites so that everybody can appreciate the beauty of your big day! 24. Wedding Gifts Candlewoods Boutique Venue does not accept any responsibility for wedding gifts. It is the sole responsibility of the bridal party to control the handling of it. 25. Menus Clients must adhere to the menu options available. Changes to be discussed and approved by Management. Various menus are available. Halaal options are available. Suppliers will receive only a main meal at a reduced price if required by bridal couple Management to approve. 26. Viewings Viewing of Candlewoods Boutique Venue can take place ONLY by appointment with the Manager / Co-ordinator. Appointments can be made at the following contact number: venuemanager@candlewoods.co.za/venue@candlewoods.co.za Once deposit payment has been received, you will have an additional 2 viewings for friends/family availability tbc by Management. 27. Flowers and Candles Candlewoods Boutique Venue can supply flowers for the Chapel at an additional cost. Please speak to Management. Candlewoods Boutique Venue does not take any responsibility for damages and losses if the wedding party does not take flower arrangements immediately after the ceremony. Due to limited storage space, Candlewoods Boutique Venue will only accept deliveries of flowers/hired equipment/decor one day prior to the event date tbc by Management. We do not have space to store any empty boxes etc. This must be taken away immediately. 28. Candlewoods Boutique Venue or any employee does not accept responsibility for any loss or damage of personal property. 29. All damages occurred to the Chapel will be charged directly to the client. 30. All decorations need to be discussed with management prior of proceeding to ensure no damage is done to the venue. 31. No candles are allowed to be placed directly on any surfaces in the Chapel or Banquet Hall. Candleholders must be wide enough to prevent wax from dripping on to any of Candlewoods Boutique Venue s furniture or floors.

11 32. We do reserve the right to remove any candles or decoration, should precaution not be taken. 33. No permanent alterations are allowed on the walls, roof or window frames. 34. If any damages are caused during your event, you will lose the breakage deposit paid. If the amount of the damages is higher than the breakage deposit paid, you will be invoiced accordingly. If the amount is less than the breakage deposit, you will be refunded accordingly, less a 10% handling fee. 35. Please be advised that all decorations must be removed from the Chapel time to be confirmed by Management. If not, Candlewoods Boutique Venue does not accept liability for loss or damage of any item during this period. 36. ONLY bio-degradable confetti is allowed. NO paper confetti, streamers, feathers or polystyrene are allowed at Candlewoods Boutique Venue. You are welcome to use flower petals, lavender, bubbles, rice etc. 37. Candlewoods Boutique Venue is Wheel Chair friendly and we have a Generator in place should we have a power failure. 38. Availability of accommodation at the guesthouse is not guaranteed. Please ensure that you book the accommodation with the guesthouse reception well in advance to avoid disappointment. Discount on accommodation will be given if the entire guesthouse is booked out for the wedding date. 39. The check-in time for the bridal and groomsmen suite is normally 10h00. Please confirm with Candlewoods Guesthouse should you wish to change the time. 40. Candlewoods Boutique Venue cannot be held liable if any of the following events prevents the Candlewoods Boutique Venue s staff from fulfilling its obligations to the guests: Unanticipated interruption to electricity, water, and sewage to or from the property. Industrial action, civil uprising or criminal activity, fire, frost, flooding, subsidence or any other force majeure event. 41. Candlewoods Boutique Venue will take all reasonable steps to minimize disruption and discomfort to guest under these conditions. 42. Guests indemnify Candlewoods Boutique Venue and any of the employees against any damage, injury or loss howsoever caused and for whatsoever reasons sustained by guests and/or their property. 43. Right of Admission strictly reserved. Please take note that NO firearms, dangerous or illegal substances will be permitted on the premises. 44. You are welcome to make use of Candlewoods Venue s golf cart on the day of your function. This is not included automatically, please confirm with your coordinator. 45. Should you have children at your wedding and you would like to use our room upstairs, please organize 1 nanny for every 10 children. Please ask for assistance in this regard.

12 46. After deposit has been paid, you will be allowed to have 2 meetings with a coordinator before your wedding. 47. Please advise your suppliers to dress appropriately on your wedding day. This is a professional establishment. 48. Please note that all communication will be between Candlewoods Boutique Venue and the bridal couple, unless stated otherwise and approved by Management. Candlewoods Boutique Venue includes the services of a coordinator on your wedding day. Candlewoods Boutique Venue has dedicated Coordinators to bring elegance, quality and personal attention to your wedding.

13 BOOKING CONFIRMATION Please complete this page and fax to or to together with the proof of payment. I/We the undersigned, confirm that I/we have read and understood the full payment structure and general terms and conditions set out in the wedding package and hereby agree to be bound to and in favour of Candlewoods Kerk Trading (Pty) Ltd. by these terms and conditions and hereby bind myself/ourselves in my/our personal capacity as surety for the payment of all monies owing and indebted under this agreement. Written confirmation must be obtained from Candlewoods Boutique Venue for any variation to these standard policies or any other special arrangements. NAME: ID NUMBER: CONTACT NR: ADDRESS: POSTAL ADDRESS: WEDDING/FUNCTION DATE: NO of GUESTS: START TIME:

14 PACKAGE: 1. Candlewoods Chapel Candlewoods Banqueting Hall Candlewoods Chapel & Banqueting Hall Candlewoods Chapel, Banqueting Hall & Honeymoon Suite Candlewoods Chapel, Banqueting Hall, Honeymoon Suite & Spa Treatments Refunding of Breakage Fee In the most likely case that we will refund your breakage fee after your wedding, please fill out your banking details below. ACC. HOLDER NAME: BANK NAME: BRANCH CODE: ACC TYPE: ACC NUMBER: SIGNATURE DATE THE BOOKING WILL ONLY BE CONFIRMED ON RECEIPT OF THE SIGNED TERMS & CONDITIONS, BOOKING CONFIRMATION FORM AND PROOF OF PAYMENT. YOU WILL RECEIVE AN FROM CANDLEWOODS BOUTIQUE VENUE CONFIRMING THE RECEIPT OF THESE DOCUMENTS AND PAYMENT.