STANDARD TERMS AND CONDITIONS

 All reservations, agreements and contracts are made upon, and subject to the following terms and conditions.

1.       Upon confirmation of the reservation by the Client, an invoice will be prepared for a 50 % deposit of the total estimated costs of the said function.  The Theatre on The Track (T.O.T.T.) requires payment of this invoice within 7 days of the date of said invoice. 

2.       In the event of a confirmation being received more than three months prior to the function date, the following cancellation fees will apply, except for peak seasons being October, November and December where 30 days will be added to the following notice period:

·         Notice up to 45 days prior to the function, 10 % of total estimated costs will be retained from the 50 % deposit paid up front, the balance will be refundable to the Client;

·         Notice within one month prior to function, 50 % of total estimated costs will be retained i.e. the entire deposit will be non-refundable unless a replacement function is taken for the said date with an approximate value similar to that of the original function reserved by the Client.  In which case, the Client’s deposit will be refunded.

·         Notice of cancellation within 7 days prior to the function or a reduction in estimated costs of over 10 %, the Client shall be responsible for 100 % of total estimated costs i.e. the 50 % deposit shall be forfeited along with the balance of the total estimated costs.  Client shall notify T.O.T.T. not less than 48 hours prior to the function of the participating number of guests attending.  Late cancellations of participants shall incur the cost of meals and/or any other incidentals that may be catered for by numbers.  Day package rates will be calculated on a minimum of 120 persons for the conference centre and 300 persons for the theatre, these minimum charges will apply.

3.       All accounts incurred against this agreement will be invoiced and all invoices are due and payable within 7 days of the date of the invoice.  Queries in respect of specific items on an invoice shall not affect payment of any other outstanding items on any invoice.  Any amounts payable by the Client to T.O.T.T. in terms of this agreement and not paid on due date, shall accrue interest at the prime bank overdraft rate as quoted by T.O.T.T.’s bankers.  In the event of it being necessary to seek legal means of collection, the client agrees to pay all costs of collection including court and reasonable attorney fees.

4.       The total estimated cost of the function is to be paid in full 48 hours prior to the function.  Any outstanding moneys for items not included in the original costs estimate will be billed for immediately after the function.

5.       Food and beverage prices are only guaranteed TWO (2) months prior to the function.  Beyond that time, prices are subject to change.

6.       T.O.T.T. and the management shall not be held responsible for the death, or bodily injury arising from any cause whatsoever to:

·         Persons visiting the allocated rooms on behalf of the Client, whether such death or injury occurs within the allocated rooms or in any part of the complex;

·         Persons employed by the Client during the period of hire whether such death or injury occurs within the allocated rooms or in any part of the complex.

7.       T.O.T.T. and the management shall not accept liability for the loss of, or damage to any property or any item of equipment, furniture, and stock or like brought onto the premises by the Client or any of the Client’s guests/employees, however such loss or damage may occur.

8.       The Client shall be responsible for any damage or loss caused to the allocated rooms, furnishings, utensils and equipment therein, by any act, default or neglect of the Client or guest/employee of the Client.  The Client shall pay T.O.T.T. on demand, the amount required to make good or remedy such damage or loss.

9.       T.O.T.T. reserves the right to cancel any booking forthwith and without liability on its part in the event of any damage or destruction of the venues, or in the event of labour shortage, strikes, industrial unrest, or any other cause beyond the control of T.O.T.T. which will prevent it from performing its obligations in connection with any confirmed booking.  In these circumstances, every effort will be made to find an alternative venue for the Client.  T.O.T.T. shall not be held liable for the interruptions of services such as electricity, water or sanitary services at the venue, or by reason of any other occurrence of whatever nature affecting the provision of such services.

10.   No Beverages may be brought onto the premises of T.O.T.T. by the Client or his guests, unless prior written consent has been obtained.

11.   T.O.T.T. reserves the right of admission in regard to any employee, guest or any persons in connection with any function.

12.   All day functions start at 08h00 and end by 17h00, all evening functions end by 24h00, unless a later time is specifically agreed in writing with T.O.T.T prior to the function.  When a function starts before 08h00 or ends after 24h00 a charge of R1 000.00 (one thousand Rand) per hour will be levied.  This ruling also applies to set-up and break-down days prior to 08h00 or after 22h00.

By signing the Confirmation of Event Form accompanying these terms it will be assumed that the Client has read and accepted the above Terms and Conditions.