Vodaworld Events

TERMS AND CONDITIONS

INTRODUCTION

These are Vodaworld Events standard Terms and Conditions which relate to items which may have a financial impact on the parties entering into an agreement for the rental of space and provision of services by Vodaworld Events.

DEFINITIONS

Break-down: The period after the event when the Event Owner and/or Event Organiser is vacating Vodaworld Events’s premises.

Confirmed Booking: The binding agreement confirmed once the Event Owner and/or Event Organiser has signed the Contract and paid the deposit.

Contract: The document defining the contractual and financial responsibilities of the agreement entered into between the parties.

Deposit: The non-refundable amount specified in the Contract, payable by the Event Owner and/or Event Organiser to Vodaworld Events to secure the booking of an event.

Enquiry: The initial requirements of the Event Owner and/or Event Organiser.

Event: A specific function held on a specific date or period of time as specified in the Contract and Event Order.

Event Day/s: The day/s on which an event takes place.

Event Order: The agreement entered into between the parties for the rental of space and provision of services for a specific event.

Event Owner and/or Event Organiser: The lessee; the person or company owning and/or
managing the event and entering into the agreement with Vodaworld Events.

Final Statement: The document issued by Vodaworld Events to the Event Owner and/or Event Organiser within fifteen days of the end of the event detailing deposits paid and costs incurred by the Event Owner and/or Event Organiser.

Vodaworld Events: The lessor; Thru the Line Productions (Pty) Ltd T/A Vodaworld Events and it’s buildings.

Services: Any service or facility, other than space, Vodaworld Events agrees to provide or facilitate.

Set-up: The period when the Event Owner and/or Event Organiser is preparing for the event on Vodaworld Events’s premises.

Terms and Conditions: The document, updated as and when necessary, covering all financial implications of the agreement entered into between the parties.

Venue: The specific part of Vodaworld Events allocated for the duration of the event as specified in the Detailed Quotation and/or Event Order this includes standard equipment and services as per the daily conference package. Venue prices are merely a guideline and Vodaworld Events reserves the right to change the allocated venues.

Venue Rental Costs: The amount payable for the rental of space excluding the provision of food, beverages, and additional services.

Venue Rental Period: The period during which Vodaworld Events provides space for rental to the Event Owner and/or Event Organiser.

DEPOSIT POLICY

The following deposits are required to confirm the booking of the venue.
• 50 % on signature of quotation
• 50 % seven days prior to the event

PAYMENT

Vodaworld Events will issue a Final Account to the Event Owner and/or Event Organiser within fifteen days of the end of the event. Any amount owing by the Event Owner and/or Event Organiser to Vodaworld Events for fifteen days and longer, after date of the Final Account, will attract interest at 2% higher than the prevailing prime overdraft rate, applied by Vodaworld Events’s bankers.

Queries on the Final Statement will not delay payment of the balance of the Final Statement.
Please make cheques payable to:

Acc Holder: Thru The Line Productions (Pty) Ltd t/a Vodaworld Events
Bank: Nedbank
Branch: Randburg

Account Number: 1984-4893-72

CANCELLATION / POSTPONEMENT

Once this Agreement has been signed by both parties, should the Event Organiser thereafter for any reason whatsoever cancel or postpone all or any part of the booking, the Event Organiser shall only be entitled to do so, subject to the following:

• Notice of such cancellation / part cancellation or postponement shall be given to the Owner of the Venue by the Event Organiser in writing.

• If the cancellation / part cancellation or postponement is more than 90 days before the Event Date, the full deposit paid to the Owner of the Venue will be refundable to the Event Organiser;

• If the cancellation / part cancellation or postponement is between 59 and 30 days before the Event Date, 75% of the full quotation is payable to the Owner of the Venue;

• If the cancellation / part cancellation or postponement is within 29 days prior to the Event Date, 100% of the full quotation shall be payable by the Event Organiser to the Owner of the Venue.

TERMINATION

Vodaworld Events reserves the right to terminate this contract without any prejudice to its rights if:

• the Event Owner and/or Event Organiser fails to comply with, or breaches, the Contract, Terms and Conditions, or Event Order

• the Event Owner and/or Event Organiser intends using the premises for an event other than the one specified in the Contract and the Event Order.

• the event may lead to breach of peace, acts of violence or possible damage to Vodaworld Events or its contents

• the event contravenes any legislation or statutory regulations

• the nature of the event is undesirable to Vodaworld Events

• the Event Owner and/or Event Organiser is placed under final sequestration, liquidation, judicial management or bankruptcy

Should termination occur, Vodaworld Events will retain any monies already paid. In the case of breach of contract, and at the discretion of Vodaworld Events, parties to those contract agree to the jurisdiction of the Johannesburg Magistrates Court.

INDEMNITY

Should the need arise, venues previously allocated by Vodaworld Events may be re-allocated. The nature of the event will be taken into account. Should the venue be damaged but remain usable, the event may, at the prior discretion of Vodaworld Events continue. Vodaworld Events reserves the right to publicise past, current and future events unless requested not to do so by the Event Owner and/or Event Organiser.

Vodaworld Events, its officers, employees, agents and/or contractors, will not be responsible for any injury, loss, damage or costs of any nature whatsoever (including but not limited to the costs of legal action) suffered by the Event Owner and/or Event Organiser arising out of any cause whatsoever, save where such injury, loss, damage or costs arises out of the negligence of the Vodaworld Events or any person for whom the Vodaworld Events is vicariously liable.

Any advice, recommendations or opinion given by agents, employees or third parties associated with Vodaworld Events are given in good faith. These will not give rise to claims against Vodaworld Events.

JOINT AND SEVERAL LIABILITY

If the Event Owner and/or Event Organiser is made up of more than one person, those persons will be jointly and severally liable to Vodaworld Events in terms of this Contract. It is the Event Owner and/or Event Organiser’s responsibility to ensure they are familiar with, and comply with, the information contained in the Contract, Terms and Conditions, and Event Order. They are also responsible for ensuring that they, or any of their appointed agents, do not contravene any of the restrictions affecting organisations that occupy the property.

VODAWORLD EVENTS’S LIABILITY

Vodaworld Events will not be responsible for any loss or damage due to causes beyond its control. This includes losses sustained by the Event Owner and/or Event Organiser due to the cancellation of the event by the Vodaworld Events.

Should Vodaworld Events cancel the event, any monies received from the Event Owner and/or Event Organiser will be refunded, less cancellation costs and expenses incurred to date by Vodaworld Events, for the event.

MUTUAL RESPECT

As Vodaworld Events provides facilities for several events to take place simultaneously, Event Owners and/or Event Organisers are requested to respect the rights and property of other parties, making use of Vodaworld Events.

ATTENDANCE FIGURES

The final attendance numbers and venue allocation must be made 30 days prior to the confirmed event date. The following allowances will be permitted:

10% allowance is permitted to number changes from 15 to 29 days prior to the event, 5% allowance is permitted to number changes from 73 hours to 14 days prior to the event. No changes will be accepted to number changes under 73 hours. Vodaworld Events endeavors to cater for extra numbers but this cannot be guaranteed. Additional covers will be charged for at the agreed rate. The Event Owner and/or Event Organiser is responsible for ensuring the maximum capacity of the venue is not exceeded.

DAMAGE TO, OR LOSS OF, PROPERTY

Any damage to the venue, or damage to, or loss of, furnishings, utensils and equipment must be paid for by the Event Owner and/or Event Organiser.

PROVISION AND OPERATION OF STANDARD EQUIPMENT

The Vodaworld Events provides standard audio, visual and technical equipment. This may be operated only by Vodaworld Events staff or it’s appointed contractor.

REPAIRS

Should repairs be necessary, these must be completed within one day of the end of the event at the cost of the Event Owner and/or Event Organiser by contractors approved by Vodaworld Events. Failure to do so may result in the damage being repaired by Vodaworld Events. The cost will be charged to the Event Owner and/or Event organiser. Repairs impacting on the availability of the venue may result in additional charges to the Event Owner and/or Event Organiser.

RESTORATION

Prior to vacating the premises, the Event Owner and/or Event Organiser, must, at their expense, ensure that the rented space and equipment has been restored to its original condition. In the case of exhibitions, this includes cleanliness of the venue.

ROOM SET-UPS

Room set-ups must be finalised one month before the event. Changes to the seating and equipment (standard and additional) requested by the Event Owner and/or Event Organiser may be charged for at the cost incurred.

SAFETY AND SECURITY

The Event Owner and/or Event Organiser is required to comply with all existing safety and security legislation, which is enforced at Vodaworld Events. The Event Owner and/or Event Organiser is legally required to ensure the safe working practice of all their contractors. They are also required to:

• Provide an electrical certificate of compliance issued by an authorized electrician for every temporary electrical installation.

• Provide a certificate confirming all draping is fire proof or treated to provide similar fire retardancy.

• Provide structural or other certificates confirming safe design and usage for ramps, stages, lighting, audio visual rigging etc.

• Ensure no emergency exits, equipment or signage is covered, obstructed or interfered with in any way.

• Provide additional safety signage as and when required.

UNIONS

Although Vodaworld Events recognizes all relevant labor legislation, it is not responsible for any industrial action that may impact on an event.

VACATION OF PREMISES

If the Event Owner and/or Event Organiser does not vacate the premises by the agreed time, any resulting costs incurred will be charged by Vodaworld Events to the Event Owner and/or Event Organiser.