“Business" Sharon’s Event Centre. “Client” is the individual or company for whom the services are being provided. “Caterer” is a caterer contracted to provide catering services at the Venue. “Damage” includes but is not limited to breakages and damage or defacement to Venue premises, fixtures, or furniture, which cause the Business to incur costs. “Event” means the function, special occasion or conference on the date agreed by the Parties. “Fee” is the fee agreed between the Parties for the Event as part of the Proposal. “Force Majeure” means any earthquake, flood, fire, storm, natural disaster, act of God, war, power cut, terrorism, armed conflict, labour strike, lockout, boycott, or other events beyond the reasonable control of the Business. “Guests” are invited persons by the Client who attend the Event. “Proposal” is the documentation, including email correspondence, passing between the Client and the Business detailing the Services to be carried out on behalf of the Client for the Event, which shall include without limitations, the signed booking form in relation to the rental of the venue. “Services” are the rental of the Venue by the business to the Client and any other services included in the proposal. “Venue” is Sharon’s Event Centre, and associated outbuilding on the same site unless otherwise agreed in writing).
PAYMENT TERMS
a. Provisional bookings must be confirmed with 50% of the total Fee due as your booking deposit made payable to the Business. We reserve the right to keep this deposit if you cancel. If we can re-let the Venue for the same value, we will refund this deposit or part of it at our discretion but may keep a sum to cover administration time. b. One month before the event, the following is due:
i. The balance of the Fee;
ii. Damages deposit of N25,000. We will return your deposit within 3 Working Days after the event, subject to any deductions we may require for Damage out of this sum. We will charge the Client for any additional Damage caused by Guests and others attending the Event.
iii. Any additional costs (including without limitation, additional security, extra time, cleaning, diesel etc). c. The Client shall not be entitled to any reduction in the cost if the number of Guests attending the event is less than originally booked. d. At the time of booking, the Client shall provide details of the estimated number of Guests attending the event. e. All payments are by Bank transfer.
CANCELLATION
BY CLIENT. a. A confirmed booking shall only be deemed to be cancelled when the Business receives written notification of the cancellation from the Client. b. The period of notice cancellation fee will be:
i. 90 days or more –deposit only (subject to paragraph 1(a) above).
ii. Between 30 and 90 days– 75% of pre-booked total Fee; and
iii. Less than 30 days –100% of pre-booked total Fee.
BY THE BUSINESS. a. The business reserves the right to cancel the event if:
i. the Venue has to be closed due to Force Majeure.
ii. the Client is in arrears with any payment due to the Business.
iii. the Business has reasonable grounds to believe that the Client may not pay the Business the balance of the Fee by the due date and the Business has requested the Client to explain the position and the Client has not done so satisfactorily.
iv. the Business discovers, before the Client has paid the balance of the Fee, that the Client has deliberately concealed information, or deliberately given the Business incorrect information, about the Event in circumstances where (if the Client had not done so) it would have been reasonably foreseeable that the Business would not have accepted the booking.
v. the Business has reasonable grounds to believe that the behaviour of the Client or the Guests at the Event is likely to result in Damage and/or injury to people. b. If the Business cancels the booking for any of the reasons set out in paragraphs (a)(II)-(V)above, any monies already paid by the client will not be refunded and the Client must pay the Business any losses and costs it suffers because of the cancellation which were reasonably foreseeable to both the Client and the Business when the contract was entered into, whether or not the Business is able to resell the date. Depending on when the Business cancels, the cancellation charges payable by the Client will be determined by reference to the table set out under paragraph 2(b) above. c. If the Business cancels the booking due to Force Majeure any monies paid by the Client to the Business will be refunded in full (which will be the extent of the Business’ liability).
CATERING/SUPPLIERS
a. The Client is free to use any suppliers they wish for the Event (subject to paragraph 4(b) below), subject to prior approval by the Business (acting reasonably) of the specific suppliers. b. The only compulsory supplier is the Business’ cleaners and security Services, who provides services for each Event (under a separate contract). c. Catering is the Client’s responsibility to organise. The Business may ask that the Client or Caterer provide the Business with a refundable deposit of N5,000 in need of extra, cleaning to cover laundry cost on stained linen and curtains which may need to be deducted from the deposit. d. If the Client is doing its own catering, we require that they pay some professional staff (not friends) to man the food serving during the occasion and tidy up. To avoid misunderstandings, further issues may be clarified in discussion and included in the confirmation letter. e. Minimising rubbish and maximising recycling. We ask all Caterers to respect and join in with our ethos and recycle wherever possible. To that end Caterers and other suppliers must take all their own rubbish home (plastic recyclables/non-recyclables) with them– it is the Client’s responsibility to ensure the Caterer or supplier is made aware of this policy.
EVENT HIRE PERIOD, ACCESS, AND FACILITIES
a. Duration of use is 8 hours per day. - Hirers must obtain receipt of payment made for use of facility.
Access to the venue is permissible from 6pm prior to your event for your decorations, set up and installing of other equipment. Please, you are encouraged to use existing features, and not to knock anything or try to improvise on the walls of the facility without permission from management as you may otherwise forfeit your damage deposit paid. During the hire period, any event must be finished, and all guests departed by agreed time, unless agreed otherwise in writing with the Business. b. Access to set up the Venue, unless expressly agreed is from 6pm prior to your event. c. Access on site outside of the agreed hire period can be arranged for suppliers on request (at times convenient to the Business). d. Subject to paragraph 7 below:
i. all deliveries of alcohol, chairs and other supplies for the Event may only be made 6pm prior to your event.
ii. The Client, or delegated person, is responsible for meeting any alcohol or other deliveries and checking the contents of the delivery. e. The Venue includes space on site for a catering marquee or space for caterers to set up equipment on the day or a day before at 6pm within the Venue steading buildings. f. Facilities provided (included in the Fee):
i. Electricity and running water as required for the day. Additional fee will be charged separately for Diesel after exceeding the agreed time per hour.
ii. Fully furnished and plumbed bathroom facilities (loo roll, soap) for up to 300 people (Client is responsible for providing additional toilet facilities for any event catering for over 300 people) iii. Full site cleaning ahead of event
LIABILITY
a. The client agrees that none of The Business, its employees or agents shall be liable for:
- any damage, loss, delay, or expense incurred by the Client, their Guests or any other person connected with the Event, except for personal injury resulting from proven negligence by the Business, its employees, or agents.
- damage, theft or loss of any property, goods, articles, possessions, objects, or similar things used, kept, or left at the Venue (which shall remain the client’s responsibility). b. The Client will be responsible for any loss or damage to the Venue which is attributed to the Client, the Guests, or the Caterer. c. Subject to paragraph (d)below, the Business’ shall not be liable or responsible for any failure to perform, or delay in performance of, any of its obligations under the contract with the Client that is caused by force majeure. d. The Business’ total liability to the Client for any loss suffered by the Client will be limited to the total amount of money payable to the Business for the Event. e. The Client should arrange their own personal accident insurance covering the Event.
