Terms & Conditions

GENERAL INFORMATION

RATES FOR August 2012 - 30 August 2013

CONFERENCE AND MEETING RATES

Accolades has five conference rooms that can accommodate various seating styles and delegations. This Boutique Venue provides tranquil surroundings for optimum outputs. Standard equipment includes flipchart, whiteboard, notepads, pens, cordials, water and mints. Our modern presentation equipment is charged at an additional fee.

SEATING ARRANGEMENTS

The table indicates the capacity of the conference venues for different seating arrangements:

Room	Capacity (number of delegates)					Dimensions
	U-Shape	Boardroom	Schoolroom	Cinema Style	Banquet Half Moon	Approx.
Upper Room	-	12	-	-	-	7m x 6m
Amber Hall	40	-	65	110	48	11m x 7m
Ivory Hall	95	-	165	310*	128	15m x 14m
Chestnut Room	40	-	55	95	48	11m x 7m
Chestnut Hall	160	-	384*	376*	176	20m x 14m

*On booking a conference of this size, please note that the buffet lunch might fall away and snack platters will be served.

There is no Venue Hire for bookings more than 20 Delegates or more

There is a Venue hire of R 1000.00 for bookings with less than 20 Delegates

Business Half and Full day Conference Package

HALF DAY CONFERENCES 08H00 – 13H00

FULL DAY CONFERENCES 08H00 – 17H00

R 230.00 per person

This fee includes:

Tea, Coffee & Biscuits/Rusk’s on arrival

Mid Morning Snacks

Buffet Lunch - Chefs Choice

Any dietary requirements must be stipulated

Whiteboard, Flip Chart

Screen

Note Pad & Pen per person

Mints

Secure Parking

R 275.00 per person

This fee includes:

Tea, Coffee & Ass. muffins/rusks on arrival

Mid morning Tea, Coffee & Assorted snacks

Buffet Lunch - Chefs Choice

Mid Afternoon Tea, Coffee & homemade biscuits:

Any dietary requirements must be stipulated

Whiteboard, Flip Chart

Screen

Note Pad & Pen per person

Mints

Secure Parking

An additional management fee of R1500.00 per hour, or part of it may be charged to the client if the function goes beyond these agreed times.

Executive Half and Full day Conference Package

HALF DAY CONFERENCES 08H00 – 13H00

FULL DAY CONFERENCES 08H00 – 17H00

R 320.00 per person

This fee includes:

Tea, Coffee & Biscuits/rusks on arrival

Bottled water

Assorted biltong, droewors, nuts and dried fruit on tables

Mid Morning Tea, Coffee & Snacks

Buffet Lunch - Chefs Choice

Energy drink & energy bar

Any dietary requirements must be stipulated

Whiteboard, Flip Chart, Screen

Note Pad & Pen per person

Mints

Secure Parking

R 350.00 per person

This fee includes:

Tea, Coffee & Ass. muffins/rusks on arrival

Bottled water

Mid morning Tea, Coffee & Assorted snacks

Buffet Lunch - Chefs Choice

Energy drink & energy bar

Mid Afternoon Tea, Coffee & homemade biscuits:

Assorted biltong, droewors, nuts and dried fruit on tables

Any dietary requirements must be stipulated

Whiteboard, Flip Chart, Screen

Note Pad & Pen per person

Mints

Secure Parking

All Conference Packages EXCLUDE the following:

Beverages during Lunch As per bar list

Wireless Projector R750.00 per day

Extra Flip Charts R150.00 per day

PA system R1250.00 per day

Wireless Presentation mouse R100.00 per day

Any other multimedia requirements

ACCOMMODATION:

Accolades have 9 rooms en-suite and all rooms include the necessary amenities for guests comfort and convenience.

To avoid disappointment, accommodation reservations should be done well in advance.

Accommodation is run independently from the conference venue and is handled on a first come first serve basis.

No block bookings for accommodation will be accepted unless the necessary deposits are paid.

Breakfasts for outside conference guests are R95 per person.

Parking, strictly in the designated parking areas, under no circumstances are any cars allowed at any rooms

	Mondays – Sundays	Check in	Check out
EXECUTIVE SUITE	R 1200-00 including breakfast for 2	12h00	10h00
LUXURY DOUBLE ROOM	R 790-00 including breakfast for 2	14h00	10h00
LUXURY TWIN ROOM	R 790-00 including breakfast for 2	14h00	10h00
LUXURY SINGLE ROOM	R 650-00 including breakfast for 1	14h00	10h00

STANDARD TERMS AND CONDITIONS

Please Note: Accolades reserve the right to use its discretion to allocate the most suitable room for its clients, according to the number of delegates and activities.

Conference/Function Booking Confirmation & Deposit:

To secure the venue and date a deposit of 50% is required.
This deposit is payable within 7 days after acceptance of quotation.
If payment is not received within 7 days of acceptance, this date will be automatically made available to other parties interested.
Confirmation will only take place once the deposit is paid and proof of payment is received.

Final Payment:

The balance is due 14 days prior to conference.
If a conference is booked less than 14 days prior to a conference – the full amount is due immediately.
Accolades reserve the right to cancel all bookings should the balance not be paid in time.
Settlement of the account is the responsibility of both representative & company signing this agreement.

Cancellation Policy:

Any cancellation must be done in writing via fax or e-mail.
A cancellation fee of 50% of the pro forma invoice will apply if the conference is cancelled within 45 days of the event.
A cancellation fee of 100% of the pro-forma invoice will apply if the conference is cancelled within 5 working days before the event.

Accolades reserve the right to cancel any conference or function in the event of its inability to carry it out, due to any occurrence beyond its control. In such an event an alternative date can/will be arranged subject to availability.

Reschedule policy:

Any rescheduling must be done in writing via fax or e-mail.
A reschedule fee of 10% of pro-forma invoice will apply if rescheduled less than 14 days prior to the event.

A reschedule fee of 25% of pro-forma invoice will apply if rescheduled less than 2 days prior to the event.

Prices:

Prices are valid for the period of the dates stipulated on the provisional quote. Where a deposit is not paid, Accolades reserves the right to change prices without prior notice.

Times & Overtime:

Times are strictly according as per your scheduled function sheet and must be adhered to.
An overtime fee of R500.00 per hour will apply and is payable before departure.

Liability:

Accolades accepts no responsibility for:

Any damage or injury to the client, his/her guests or employees, and damages to, or loss of any of their belongings.
Items provided by the client for the function and must be removed at the end of the function.
Inclement weather affecting activities.
Inability to perform due to power outages.

The client, his/her guests or employees, will be liable for any breakages or damage caused to Accolades property.

If any incident related function results in legal involvement of a third party, the client will exclude Accolades, its employees and agents from all responsibility and blame.

Smoking Policy:

Kindly note that all the facilities is non-smoking. The venue has adjacent outdoor areas where smoking is permitted.

Payments:

Payments can be made by means of cash, electronic transfer (EFT) or by Credit Card. We accept VISA, MasterCard, American Express & Diners Club.

Banking Details
Account Name: Accolades Botique Venue cc.
Bank: ABSA
Account Number: 4077915284
Branch Code: 632005
Midrand

Please mail your proof of payment to: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Or fax to +27 (0)86 620 4251.

Thank you for choosing Accolades for your conference/Function.

This serves as an agreement and acceptance of the terms and conditions as outlined above.

Please initial all pages, sign this page and return together with your proof of payment to us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it or fax to +27 (0)86 620 4251 to secure your function.

_____________________________ ______________________________________

Signature: Authorised Client Representative

Date _______________________________________________________________________________________

Full Name ___________________________________________________________________________________

Company ____________________________________________________________________________________

Address _____________________________________________________________________________________

Tel ________________________________ Fax ______________________________

Cell ________________________________ E-mail ___________________________

Function Date _______________________

Room Booked:

Amber hall Ivory	Hall Diamond	Diomand Room	Upper Room


Seating arrangement