1.1. Payment Terms

Banking details are provided on all pro-forma invoices that are supplied to you upon confirmed reservation. Once the deposit/payment is made, proof of payment must be emailed through to accounts@relaxinn.co.za within 48 working hours to hold your booking. An acknowledgement will be issued confirming the receipt of your payment and an updated account/invoice may be requested by you. We accept Visa & Master, Cash or Electronic transfers.

PLEASE NOTE THAT WE DO NOT ACCEPT CHEQUES OF ANY KIND. PLEASE NOTE THAT NO WEDDING/FUNCTION DATE WILL BE CONFIRMED UNTIL THE PROOF OF PAYMENT HAS BEEN RECEIVED BY RELAX INN.

1.2. Confirmation Deposit

A non-refundable deposit of minimum R20’000.00 is required to secure your wedding/function date. No date will be held until the proof of payment is received and acknowledged by Relax Inn. Final account including accommodation and food etc. must be settled in FULL 2 weeks prior to the function date. If the final payment is not received 14 working days before the function, the establishment reserves the right to cancel the function and terms as per cancellation policy will apply.

1.3. Cancellation Policy

Cancellations are not permitted within six (6) months of the scheduled event date. In the event of cancellation within this period, all amounts paid will be forfeited in full.

Postponements
Clients may request to postpone their wedding to a later date, subject to venue availability. Postponements are only valid for a period of up to six (6) months from the original event date. Any rescheduled date must be agreed upon in writing.

Alternative Use of Funds
Should the client choose not to proceed with the wedding, the funds paid may be applied towards other services offered by the establishment, including accommodation or restaurant services. The use of funds for alternative services is only valid for a period of six (6) months from the original event date and is subject to availability.

1.4. Government Legislation/Prevailing Law

Should your function/event date need to be moved resulting from government legislation or prevailing law, you will have the option of moving your event or function to a future date that is available as agreed upon by both you and Relax Inn, failing which, the “Cancellation Policy under 1.3.” detailed above will come into effect.

1.5. Amendments/Changes

The parties agree that any amendments/changes to the arrangements of your wedding/function must be communicated in writing and signed off by both you and us, provided that the terms & conditions of this contract has been adhered to.

1.6. Breakage Deposit

A breakage deposit of R5000.00 will be charged to your final account. A full refund would be made within 7 working days following your function, provided that no loss/damage has been incurred to us, as a result of the actions of you/your guests. Should your event/function exceed the prescribed time limit of 8 hours, the penalty described under “Function Times 1.9.” below may be deducted off your breakage deposit.

1.7. Conduct of Event

You assume full responsibility for the conduct of all persons in attendance of your event and for any damage done to any part of our premises during the time of your event.

1.8. Service Providers

You agree to provide us with full contact details for the service providers that will be in attendance. They will be required to sign of indemnity acknowledging that any loss/damage caused directly by them or their staff, will be for their own account. They will not be allowed onto the premises unless this has been signed.

1.9. Function Times

You agree to begin your event promptly at the scheduled start time and agree to have your guests/invitees and any other persons in attendance, vacate the designated event space at the time indicated on the final function sheet. As courtesy, we will allow for a delay in the commencement of your function by a maximum of 1 hour (60 minutes). You further agree to reimburse us for overtime venue fees, as well as any overtime wage payments or other expense incurred by us as a result of your failure to comply with these regulations. The below table reflects our recommended function times and may be amended to meet your requirements at the discretion management, the final times are to be signed off by both parties. There are 3 function times available:

An additional amount of R1500 per hour or part thereof will be levied after these closing times & R3000 per hour or part thereof after Eleven (23h00). Fees will be calculated up until the reception venue is vacated by all the guests, closed and locked. 10:00 PM (22h00): Music levels must be reduced. 12:00 AM (midnight): The event must shut down completely.

1.10. Outside Food & Beverage

As per agreement with management outside catering will be permitted for your function. No onsite preparation allowed, should you require a workspace additional charge will apply. Only cooldrinks, juice, cakes or party Favors will be allowed. Provisions for the serving of Halaal and/or Kosher meals can be arranged and must be communicated in writing. A tasting will be arranged prior to your event, to finalize and sign off your selected menu at a cost of R250,00 (Max 2 people Relax Inn Catering).

1.11. The Bar Facility

We provide a full bar facility at reasonable rates. As we are fully licensed, the liquor act prohibits any form of alcoholic beverages being brought onto the premises. This will be strictly enforced and should any alcoholic beverage/s be brought onto the premises they will be retained by Management, until departure.

We do permit corkage at R65 per bottle for wine or champagne. Under no circumstance will guests be permitted behind the bar area.

Should you wish for alcoholic beverages to be served before the actual reception, this can be arranged, and the added extra cost will not be part of the normal bar account set up, unless otherwise arranged with Management. The bar must close strictly at 22h00 (Ten) and no alcohol will be served after this time. Price lists for drinks are available upon request and may be subject to change without prior notice.

1.12. Guarantee of Anticipated Revenue

You are required to inform us at least 7 working days prior to your event of the exact number of people who will be in attendance. Should your guest count exceed the final number confirmed by you, you agree to pay a penalty equal to the quoted price per head, per additional guest in attendance.

1.13. Children

Please note that children are the responsibility of their parents or guardians and not the responsibility of Relax Inn or its staff. Children are to be supervised at all times. Please bear in mind that we have a swimming pool and fishpond on the property and accept no responsibility for any accidents due to unforeseen circumstances.

1.14. Accommodation

Kindly contact reservations with regards to special rates that might apply for your guests on your wedding night.

1.15. Gratuities

Gratuities are not included, and we leave this entirely to your discretion. We do ask, however, that if any gratuities are given, that they be given to Management or placed in the facilities provided at reception. Management will then ensure that ALL staff, including those behind the scenes will be suitably included.

1.16. Check in Times

Check in is between 14h00 and 17h00 depending on the time of the wedding/function taking place. If a different time is required, please arrange with Management.

Check out is at 10h00 on the day of departure to allow the staff to clean the suites for the next guest. Guests are more than welcome to leave their luggage at reception for later collection, if necessary. All keys for the suites MUST be left at the reception on departure. Any keys NOT handed in at reception will be charged for at the replacement cost. Dietary requirements must be sent to the manager in writing before arrival.

1.17. Fire Safety

All setup displays and props must be in compliance with the local Fire Department and regulations pertaining to occupancy load, mandatory aisles, ceiling clearance and fire exits. Any event which has vehicle displays, pyrotechnics, fog machines, fuelled cooking demonstrations, laser, exhibits or extensive productions with staging and props must have a certified permit from the local Fire Marshal. All associated fees for permits, floor plan approval and stand-by fire watch are your responsibility and final approval copies must be received at least 3 days prior to the event.

1.18. Security

If required, by our sole judgement, in order to maintain adequate security measures in light of the size or nature of your event, you will provide at your expense, security personnel supplied by a reputable licensed guard or security agency, the agency will be subject to our approval. Such security personnel may not carry weapons.

1.19. Promotional Considerations

We have the right to review and approve any advertisements or promotional materials in connection with your function, which specifically reflect Relax Inn’s name or logo.

1.20. Force Majeure

Neither party shall be responsible for failure to perform this contract if circumstances beyond their control, including, but not limited to, acts of God, shortage of commodities or suppliers to be furnished by Relax Inn, governmental authority, or declared war in South Africa making it illegal or impossible for the hotel to hold the event.

1.21. Indemnification

To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless Relax Inn and their respective employees and agents against all claims , losses or damages to persons or property, governmental charges or fines, and costs ( including reasonable attorney fees) arising out of or connected with your function, except those claims arising out of the sole negligence or wilful misconduct of the hotel. You represent and warrant that your activities conducted at the hotel and in connection with the function shall not infringe the patent, copyright or trademark rights or violate rights of privacy or publicity of any third party.

1.22. Function Confirmation

Upon review of your requirements and selection, an Event Function Sheet will be sent to you, to confirm all the final arrangements and prices. Kindly check that all information and costings are correct before signing and returning as part of contractual agreement.