TERMS AND CONDITIONS

FOR EVENTS AND VENUE HIRE AT THE VENUE at OVERGAAUW WINE ESTATE

 

 


RATES
 

all rates are subject to change without notice

rates are quoted in South African Rand and foreign currency payments are acceptable at the daily bank rate of exchange on the date payment is received

any bank charges involved are for the clients’ account

all rates exclude food, which will be based on the choice of catering

all rates exclude beverages, which will be determined by the client’s choice of service provider for the bar and their final order for Overgaauw Wines

all rates exclude crockery, cutlery, glasses, linen, decor and flowers

we can recommend a preferred suppliers list to assist you with all of the above.

 

DEPOSITS + CANCELLATIONS
 

50% of the venue fee is required in order to secure the booking

the outstanding deposit will be the balance due two weeks prior to the event

to safeguard us from any breakages or damages, a deposit of R3000 is required when the booking is made.

the amount will be refunded into your bank account no later than one week after the event, should there be no damages

 

Overgaauw Wine Estate does not offer account facilities

 

cancellation outside one month prior to the event will result in a loss of 50% deposit

cancellation of less than one month prior to the event date will result in loss of 100% of the total amount agreed upon

 

PROVISIONAL BOOKINGS
 

a provisional booking is valid for a maximum period of 14 days

 

Overgaauw Wine Estate reserves the right to shorten the validation period of a provisional booking in the situation where there is another client interested in booking an event on the same day . The venue manager will consult with the client in such a case

Overgaauw Wine Estate reserves the right to cancel all services booked, should full payment not be received prior to the event date

 

the following should be e-mailed to nicole@overgaauw.co.za to confirm your booking

> a copy of the signed terms + conditions

> a copy of the deposit slip or proof of payment of deposit

 

THE MENU
 

We require the final confirmed menu one month prior to the event. any extras will be charged for on the day 

kindly note : situations such as lengthy speeches or sudden changes in the order of the events will affect the efficiency of the kitchen considerably and may affect the quality of the experience . our chef and his kitchen will be using the agreed sequence of events as a guideline to the timing of their preparations

any additional meals for service providers such as photographers, cinematographers, musicians etc. should be arranged two weeks prior to the event date as part of the final headcount for guest

any special dietary requirements or food allergies must be made known to the chef at Overgaauw Restaurant at least two weeks prior to the event


 

DECOR + HIRED GOODS
 

any hired goods are the responsibility of the event co-ordinator or ‘event owner’

Overgaauw Wine Estate will not be responsible for any damages or late returns of hired goods

all equipment or decor brought onto Overgaauw estate must be collected by the co-ordinator or service provider no later than 10h00 the next morning unless otherwise agreed upon

any additional furniture + decor hired goods are for the clients’ own account and Overgaauw Wine Estate management reserves the right to give final approval for any hired goods

Overgaauw Wine Estate will not be held responsible for any loss/damages of property, injury on premises of any guest/service provider on the farm

 

SMOKING
 

in accordance with South Africa’s legislation, all indoor facilities are strictly non-smoking areas

 

MUSIC
 

due to local noise regulations, music has to end at 24h00 sharp.  the music will be of light nature, no heavy dance music and loud DJ’s

Overgaauw Wine Estate therefore reserves the right to regulate the volume of the music at any event.

 

CHILDREN
 

children are welcome at Overgaauw Wine Estate however parental supervision must be maintained at all times with responsibility for safety and well being resting on the parents. Overgaauw wine estate is a working farm with tractors

 

WEATHER
 

Overgaauw Wine Estate takes no responsibility for outdoor events and the client remains responsible for any extra costs involved should a radical shift in the weather affect the arrangements for the event

 

OVERTIME
 

the bar closes at 23h30 and your venue is booked until 24h00

in the event of an event exceeding the standard permitted time of 24h00, a fee of R1500 per hour, or part thereof, shall be payable

 

DANCEFLOOR
 

a dance floor set up is for the clients’ own account and must be approved by the venue manager

 

SITE VISIT + MENU TASTING
 

site visits are by appointment only

the photographer should do a site visit with the couple before the event / wedding to ensure that they are familiar with any private property on the farm

a wine tasting can be arranged through the venue manager once a booking is confirmed

 

EVENT SET UP
 

for any additional set up required by a third party supplier and approved by the manager,  Overgaauw Wine Estate reserves the right to charge a set up fee in the event that the set up will interfere with other events or the trade.

all third party supplier set up arrangements must be confirmed in writing with Overgaauw Wine Estate in advance.

 

the venue is ONLY available for set-up on the day the event is booked, unless otherwise agreed upon in writing

 

BAR + STAFF ARRANGEMENTS
 

this is at an extra cost for the clients account.

 

WINE
 

as Overgaauw Wine Estate is a proud producer of top quality estate wines in Stellenbosch sine 1905 we are pleased to offer our current vintage wines for your particular event.  we are convinced that you will be delighted in our wines and therefore would not offer corkage options for wines not produced by the fourth generation winemaker of Overgaauw Wine Estate. as we do not produce Methode Cap Classique we carefully select the ideal MCC option for you to celebrate with