HEJA GAME LODGE - PDF document

1 HEJA GAME LODGE – CONFERENCING –
HEJA GAME LODGE – CONFERENCING – COMPLETE AND RETURN TO CONFIRM BOOKING BASIC INFORMATION: Name of conference: __________________________________________ Date of conference: __________________________________________ Contact person and presenter/facilitator: __________________________________________ Telephone number: __________________________________________ Fax number: __________________________________________ Postal address: __________________________________________ PAYMENT DETAILS Name of payment office: __________________________________________ P ayment officer: __________________________________________ Telephone number: __________________________________________ Fax number: __________________________________________ Postal address: __________________________________________ Method of payment: __________________________________________ PRE - CONFERENCE INFORMATION Number of delegates: ______ Number of support staff extra to delegates: ______ Registration t ables: yes / no Arrival tea; coffee; juice: yes / no Display tables in lobby: yes / no: quantity ______ Time of arrival: ______ ________ Time of departure: ______ ________ Delegates accommodation: yes / no No of single rooms: ______ No. Of double rooms sharing : ______ Accommodation: Date in___________ Date out__________ PLENARY ROOM Set - up of plenary room: U - shape / Classroom style / Cinema style / Fishbone style / Boardroom style Display tables required in plenary room: yes / no: quantity ______ No.

2 of people at head table: ______
of people at head table: ______ REFRESHMENTS FOR PLENARY Tea / coffee / juice time: No of people: ______ Tea / coffee / juice sandwiches time: No of people: ______ CATERING Lunch No of people: ______ Dinner No of people: ______ Lunch No of people: ______ Dinner No of people: ______ Braai/Date No of People: ______ OTHER INFORMATION REQUIRED Will you require any of the following: Over head projector Yes / no Flipcharts Yes / no TV&VCR Yes / no Podium Yes / no Telephone Yes / no Screens Yes / no Leads Yes / no Photocopy facilities Yes / no 50 % Cancella tion fees if cancelled within 30 days prior to arrival 100 % Cancellation fees if cancelled within 7 days prior to arrival Fourteen days’ notice must be given in the event of cancellation. If fourteen days’ notice is not given, 20% of the total cat ering bill will be levied. Payments must be done seven days after the completion Of the conference. All cancellations and alterations of bookings must be done in writing. Heja Game Lodge and its Management do not accept any liability for the loss or damage to any Property or any item of equipment, furniture, stock or any like brought to the premises by the client Or any of the client's guests / employees. Please complete to confirm booking Signature……………………………………….. Date………………………… Conference Facilities & Accommodation Terms & Conditions Dear Client Thank you for your interest shown in H

3 eja Game Lodge and for the opportunity
eja Game Lodge and for the opportunity to be of service to you. Please note the following: Our B ooking & Cancellation Policy - +30 days cancellation prior to booking/ event date – 10% cancellation fee 30 – 15 days cancellation prior to booking/ event date – 25% cancellation fee 14 – 8 days cancellation pri or to booking/ event date – 50% cancellation fee 7 – 0 days cancellation prior to the event /booking date – 100% cancellation fe e No shows – 100% cancellation fee Heja Game Lodge kindly requests that the following are taken note of and where applicable adhered to: 1. All prices quoted on the cost estimate are non - commissionable. 2. Leads and multi - plugs are provided by Heja Game Lodg e. WILL BE BILLED IF LOST. 3. Heja Game Lodge provides the following co nference equipment/aids: Flipcharts, permanent markers, Projector Screen, TV, DVD player, sweets and water. Hiring of our Data Projectors, Laptops, PA Systems are all at an additional cos t. These items are however subject to availability and the client must notify Heja Game Lodge in writing at the time that the cost estimate is issued of the client’s requirement of the a b o v e mentioned. Heja Game Lodge , its owners, management and staff shall not be held responsible for any loss and/or damage resulting from the aforementioned items not being available. 4. Heja Game Lodge provides tap water for the tables and this is included free of charge. Mineral water can be provided but this must be sti pulated in writing at the time that the cost estimate is issued by Heja Game Lodge. 5. Heja Game Lodge will only provide meals for the number of people that have been stipulated on the cost estimate. 6. All special meal request

4 s must be stipulated in writing b y the
s must be stipulated in writing b y the client at the time that the cost estimate is issued by Heja Game Lodge . 7. Clients are not permitted to remove food items that re main left - over after a buffet. No food may be taken to the rooms unless permitted to do so by management. 8. Heja Game Lodge shall be excused and shall not be deemed in default for any failure of performance, for any reason beyond its control. Such cause shall be deemed to include, without limitation, war, warlike operations, armed aggression, insurrection, riots, fire, floodin g, lightening, explosions, shortage of food supplies, accidents, failure to obtain government approvals, government acts or omissions, regulations or orders, acts of God, acts of public enemy, epidemics, quarantine, restrictions, strike action, lockouts, l abour shortage or labour unrest. Furthermore, the client shall not hold Heja Game Lodge liable for any loss and/or damage that the client might incur as result of Heja Game Lodge not being able to render the service. In these circumstances every effort wil l be made to accommodate the booking at another establishment. 9. Heja Game Lodge , its staff, management and owners shall not be held liable or responsible for the loss, theft or damage to any property or items brought onto the premises by the client or any of the client’s guests, employees or subcontractors that may be appointed by the client, regardless of how such loss or damage may occur. 10. Heja Game Lodge , its staff, management and owners shall not be held liable or responsible for any injury to the clie nt or any of the client’s guests, employees or subcontractors that may be appointed by the client, regardless of how such injury may occur and with specific reference made to injuries that result in the loss of

5 life. 11. The client indemnifies
life. 11. The client indemnifies and holds har mless Heja Game Lodge , its staff, manage ment and owners, against any and all claims that may be made against Heja Game Lodge , its staff management and owners by any third parties relating to the provision of the service that Heja Game Lodge has been contra cted to provide. 12. Heja Game Lodge reserves the right to change the venue and name of the allocated function venue, upon giving reasonable prior notice to the client. 13. Internet access is totally free, we have a Wireless Internet Network (Wi - Fi) at Heja Gam e Lodge . 14. Heja Game Lodge , it’s owners, management and staff may not be held responsible for any loss and or damage as a result of the internet not working or failing to work at any given time during the conference/function. 15. The client duly accepts that any changes made regarding the client’s requirements after the cost estimate is issued could result in a possible price increase or decrease. 16. Heja Game Lodge shall not be held responsible in the event where Conference Communications does not perform as per the terms of the contract. 17. Pens and paper are not provided by Heja Game Lodge for conferences. However, Heja Game Lodge is able to arrange such if the request therefore is received in writing . The provision of pens and paper will attract an additiona l cost. 18. The client will be held responsible and will pay for any damage caused to the allocated venue/s, furnishings, utensils and equipment therein, by any act, default, neglect or omission of the client or guests/employee of the client. 19. The client shall not be permitted to paint, attach or fix to the function venue allocated for the conference, any marketing or advertising material

6 , notices or any other matter unless pri
, notices or any other matter unless prior written permission is given by Heja Game Lodge . The client is also prohibited from driving into the walls, floors, partitions or doors any screws, nails or any such item that could cause damage. 20. Heja Game Lodge reserves the right to object to the employment by the clients and guests of any persons in connection with an y function and reserves the right of admission. 21. Heja Game Lodge will do everything that can be done to ensure that the final account does not deviate from the cost estimate. However, forces beyond our control might result in a rate change. 22. Should any client be placed under provisional or final liquidation, judicial management or sequestration or commits any act of insolvency as defined by legislation, Heja Game Lodge reserves the right to cancel this agreement with written notice to the clie nt. 23. No claims will be made against Heja Game Lodge or any of its representatives, arising from advice, recommendations or opinions given by such representatives, as such advice or recommendations are given in good faith. 24. Heja Game Lodge reserves the rig ht to supply all food and beverages. 25. Clients and their guests must please refrain from smoking inside the venues. 26. Any additional charges not quoted for and incurred by the client prior to or during the event will be invoiced for and all invoices are due and payable on presentation unless otherwise agreed to in writing by both the client and Heja Game Lodge prior to the commencement of the event. In the event where additional charges are covered by an approved order issued by an approved debtor, then the applicable credit terms and conditions shall apply. 27. Subject to the client obtaining written approval

7 from Heja Game Lodge , the client shall
from Heja Game Lodge , the client shall not be entitled to assign the booking to any third party nor utilize the facilities for any other purpose than tha t that was stated at the time that the cost estimate was issued. 28. Any information contained in any brochure, marketing document or webpage, is subject to alteration at any time without notice and the Heja Game Lodge will not be bound to comply herewith. Fu rthermore, Heja Game Lodge shall not be liable for any inaccuracies in any brochure marketing document or webpage, and shall not be liable for any loss or happenings arising out of such faulty information. 29. Heja Game Lodge will do everything in its power t o limit disturbances from adjoining functions, however it should be understood that due to circumstances beyond control there can be some disturbances. 30. Heja Game Lodge advises the client to make an inspection of the facilities prior to the conference/function to ensure the smooth running of the event. 31. Any agreements that are in contradiction to the above must be made in writing between the client and Heja Game Lodge . 32. These terms and conditions will apply to all bookings arising out of this agreement. 33. Any indulgence shown to the customer shall not constitute a waiver or notation of Heja Game Lodge s rights. 34. In the event where Heja Game Lodge deems the client to have breached the above terms and conditions, He ja Game Lodge reserves the right to request the client to leave/depart the premises without refund. The onus shall lie on the client to prove that they have not contravened th e above - mentioned terms and conditions. 35. In the event where Heja Game Lodge insti tutes legal action against a client in terms of this agreement, then the cl

8 ient agrees to pay Heja Game Lodge ’s
ient agrees to pay Heja Game Lodge ’s legal costs in respect of such action. Disclaimer The client agrees that in occupying Heja Game Lodge s premises, that the client will be responsible for any accident and bodily injury to any person attending or in the employ of the client. The client also accepts responsibility for any damage or loss of any property brought onto Heja Game Lodge s premises by the client, its employees, subcontractors or guests, and resulting from theft, fire or from any other causes, by whomever but with specific mention made of Heja Game Lodge ’s staff, management or owners and as a result of negligence (gross or otherwise), a wrongful act or any other action. The client agrees to contract with Heja Game Lodge on this basis. Should the client not adhere to the above clauses, Heja Game Lodge reserves the right to cancel all venues booked or provisionally booked for the client. By signing below the client acknowledges that they have read and understood the above and where necessary agree to comply . Accepted: -------------------------------- ------- ------------------------- ----------------------- Client Full Name Client Signature Date (Please remember to initialise each page of this document as well – Thank You!) Heja Game Lodge Banking Details Account Holder: Heja Game Lodge Bank Name: Bank Windhoek Limited Bran ch: The Grove Mall Branch Code: 483871 Account Number: 8005152051 BRAAI BUFFET N$ 200.00 MEAT: FARM FRESH BOEREWORS MORACCAN CHICKEN DRUMSTICK PLUM GLAZED PORK BELLY LAMB CHOPS SALADS: MIXED GREEK SALAD WITH GARLIC CROUTONS CURRY NOODLE SALAD WARM DISHES: GRAVY /PAP CREAMY MUSHROOM POTATO BAKE DESSERT: Ice crea m Frui t