100 Cole street, Shere, Pretoria, +27(12)809 2398

CONFERENCE BOOKINGS TERMS AND CONDITIONS

  1. Provisional Bookings:
    • Provisional bookings can be made by telephone, fax, e-mail, or the online booking form on our website.
    • Provisional bookings will be held for a maximum of 14 days. Any bookings not confirmed within 14 days may be released without notice.
  2. Confirmation and Deposit:
    • All bookings are provisional until a refundable booking deposit of R2000 and a signed booking quotation/invoice are received.
    • By signing the quotation OR by paying the deposit, you indicate that you accept the Conference Booking Terms and Conditions.
    • The refundable deposit will be refunded within 7 working days after the conference.
  3. Payment:
    • 50% of the full quotation/invoice amount must be paid 2 months prior to the function date.
    • 100% of the full quotation/invoice amount must be paid 1 month prior to the function date.
  4. Final numbers and requirements:
    • Notification of the exact numbers and specific requirements must be provided in writing as early as possible, and no later than 7 days prior to the start of the event.
    • For Day Delegate bookings, any reduction in numbers received within the 7 days prior to the start of the event cannot be accepted, and non-arrivals will be charged as quoted.
    • Any additions to the confirmed numbers will be charged pro-rata.
    • The final conference invoice will be based on the numbers submitted, or on the actual numbers attending, whichever is the higher figure.
  5. If conference stretches past 18:00, an extra fee of R300 per hour will be charged.
  6. Change of Date:
    • Once a booking has been confirmed, any change of date may result in forfeiture of the booking deposit.
    • Whilst every effort will be made to accommodate changes in date, the provision of rooms, equipment and other requirements cannot be guaranteed.
  7. Cancellations:
    • Cancellations must be confirmed in writing.
    • If a cancellation is confirmed at least 10 weeks before the scheduled event date, no cancellation charge will be incurred. If a cancellation is confirmed within a period of 10 weeks before the scheduled event date, the following cancellation charges will apply:
      • Less than 1 week before event date – 100% of total estimated charges
      • 1 to 2 weeks before event date – 85% of total estimated charges
      • 3 to 6 weeks before event date – 50% of total estimated charges
      • 7 to 10 weeks before event date – 25% of total estimated charges
    • Cancellation charges will be determined from the date that written confirmation is received and will be payable upon submission of a final invoice. Total estimated charges will be based on the confirmed booking numbers and all pre-booked facilities, such as Room Hire, Catering & Equipment.
  8. Final Invoices:
    • A final invoice will be submitted once calculation of final charges is completed. Invoices must be paid within 14 days of the invoice date. Late payment of invoices will incur a monthly administration charge.
    • VAT of 14% is included in all quotations.
  9. Damage and injury:
    • Sherewood Lodge shall not be responsible for any injury or death of any person, or the loss or destruction of, or damage to any property upon the premises of Sherewood Lodge, whether arising from fire, theft, Force Majeure and by whomever caused or arising from negligence (gross or otherwise) or wrongful act of any person in the employ of Sherewood Lodge.
  10. Insurance:
    • Sherewood Lodge is fully covered by insurance, however we accept no responsibility for any activities organised by those hiring the facilities. Hirers must ensure that Public Liability insurance is arranged to cover any claim that might be made against them in respect of any activities that they are responsible for or any equipment they use during the event.
  11. Car Parking:
    • There are limited car parking spaces available. We will make every effort to provide car parking with the strict priority being given to disabled guests. Parking spaces may also be made available for event organisers and facilitators (subject to availability).
  12. Smoking:
    • Sherewood Lodge operates a strict NO SMOKING policy in all areas.
  13. Alcohol:
    • Sherewood Lodge is a fully licenced lodge and only alcohol provided by Sherewood Lodge is allowed to be consumed on the property.
  14. Special Catering Requirements
    • If any of your delegates have specific catering requirements including special dietary needs, please provide full details when confirming your booking.
    • We will be more than happy to discuss your requirements and every effort will be made to provide a catering package that exactly meets your needs. Please note that, under normal circumstances, clients are not allowed to consume their own food and beverages within the Priory Rooms premises.
  15. PRS for Music Licence
    • We do not have a PRS licence, therefore if you wanted to play recorded music during your event you would have to obtain the relevant licence.