Wedding Venue & Conference Centre
Thank you for selecting Bygracealone as your venue of choice. We will do our best to meet, and aim to surpass, your expectations of this special and personally memorable event.
We also hope to offer some assistance regarding your choice of venue in the annexure at the end of this section.
Following, the baseline aspects from which our agreement for this function can be reached.
Bygracealone offers a package eliminating hidden requirements for decorating that otherwise could typically amount to several thousands. Consider our discussion later in this section on draping in halls. For you to would have draped a hall this size would cost you more than what we ask for our venue hire! This then is, at the very least, already a considerable saving by using Bygracealone as no draping is required here.
The distinguished ambiance, the unique castle atmosphere and rich character, and beautiful views is such that the theme is already set for your guests to enjoy themselves and really feel lavished upon in a tranquil surrounding with no road traffic noise, adjacent halls, or other people infringing on your event [sharing a bar, restrooms, food hall, or parking]. The estate is exclusively reserved for one function at a time, with at least the day before- and after your function available for your stress-free preparation and clearing of any returnable goods that you might have afterwards. Basically, we rush no client in- or out Bygracealone.
Our package (our rate) comprises two parts – Part A and Part B. The two parts together will give you your approximate rate for initial budgeting purposes. The reason for stipulating our rate in two parts is to offer a simple but fair formula that would be rational to both the smaller and the bigger weddings and so offer the same advantage. Your personal detailed and exact quote will be given to you once we have all your appropriate details.
Thus, add up the following two parts, Part A and Part B to find out what to expect at Bygracealone:
Part A. The venue is hired for R 30 000 for two days; and this includes the following:
Part B. The rate of R350 for each adult guest - this buy you the following (see note 8):
In other words, your package approximate R 30 000 (Part A) + R350 x number of guests attending (Part B).
Notes.
All final agreements can be in writing on a signed “Final Appointment” paper, if so requested.
The reason why Bygracealone wish to delay this final and signed agreement – if it is signed at all - is based on James 4:13-17 and Matthew 7:12. We don´t want to place the client in an unfavorable position of having to pay for guests that have not pitched up or for a wedding that is not happening as planned. If the client, however, insists on signing this paper long in advance the client will, for instance, be forced to stick to the number of guests and all other requirements [only] that the client stipulates at that time of signing the Final Appointment.
A refusal/non-payment by any client of any/all of the increases in general price increases as mentioned above that is intended for Bygracealone to keep up with these general price increases that comes down to sound and fair financial practice to ensure a healthy business´ survival will entitle Bygracealone to refuse such clients or their guests, service providers, or any other person present on behalf of or at the behest of the client whatsoever any access to Bygracealone for the intended function without any liability whatsoever and without refunding of the R 5 000 deposit. The client indemnifies Bygracealone and-/or the owners or personnel of Bygracealone in regard to any such claim for any damage or loss in whatever way, shape or form.
Note. Be assured that Bygracealone will at all costs be reasonable, honest, transparent and fair in our business dealings and will never try to force any unrealistic or non-market related price increases. We will only increase our prices/rates if our costs increase and the increase will be the increase in cost, not a higher profit margin.
The floor area of the hall itself measures about 23m x 14.7m, excluding the stage and an open plan lounge area that connects with the main hall as a coherent whole but have its own sound control.
Concert type seating can be provided for up to 300 persons, with a stage and basic audio- & lighting control. For weddings, 60 to 180 guests, with ample dancing space; and three homely fireplaces. For functions such as anniversaries or theme-dinners, we serve 60 to 180 guests. It is best for clients to assess this in person by a personal visit by appointment.
Our “sweet spot” is 120 to 140 souls. (120 guests on the floor plus a head table seating a maximum of 10 on the stage that is designed so that people seated on the stage are at eyelevel with guests standing on the floor).
En-suite chapel
Bygracealone offers three options for a chapel for the wedding ceremony per se:
Feel free to discuss your choice with us in good time.
Bygracealone offers superb seven-course catering that is personalized for each customer. Basically, it´s good home cooking with flair. The pre-drinks, canapés, starters and desserts are served by our white-gloved waiters who conscientiously attend to their assigned tables. The main course is a scrumptious and very liberal buffet. We believe a buffet [the main course] should reflect generosity and hospitality with flamboyant style and elegance and that it fits in well with a family fair or feast. We consider this our pride and specialty. Coffee, tea and a cheese platter with preserves are available after dinner as well. Clean cutlery and plates are provided for subsequent buffet helpings.
Please Note that our buffet meal (or any course as part of our multiple course catering) does not imply that it is in any way a “take-away” meal. No client or any other person present on behalf of or at the behest of the client whatsoever before- during- or after any functions can lay claim on any leftover food at Bygracealone. No food or liquor is to be removed from the premises of Bygracealone without our express approval. The owners/management of Bygracealone reserves the sole right to hand out any surplus food from any of our functions. No client can lay claim on our surplus food since we purchase more food at our cost - more than what the client pays for - to ensure that guests can eat copiously.
Menu examples are available. The client´s personal choice is to be discussed and can be signed for in the final appointment. We will do our best to exceed your requirements. Naturally, more expensive food types or special requests affect the cost proportionally. Availability of certain items is obvious/self-explanatory.
Children. Catering alone is pro rata cheaper for children, the other items hired in is exactly the same as for adults when these children are seated at the main guest tables. Normally, children 0-4 is free; 5 to 11 pays R10 per year age for catering and 12 and older is considered adult for catering purposes. A special children´s table is a very practical and much cheaper option. Please discuss this with us when finalizing the menu.
Halaal or Kosher. Bygracealone does not do [prepare] Halaal or Kosher meals, but can sub-contract outside caterers for such meals at our discretion – this need to be discussed as there will be a limited number on such meals.
All special dietary requirements and allergies must be made known to Bygracealone at least fourteen days prior to the event.
We will endeavor to comply with special requests but want to point out that one advantage of a decent buffet style main course is that it offers guests sufficient options, such as to vegetarians and the size of the meal portions as well as the type of food per plate that each individual prefers but all within reason.
Bygracealone offers a fully licensed, well-stocked, and very reasonably priced cash bar. Clients must communicate their requirements and requests for their function a week in advance.
Clients may bring no spirits, beers, or soft drinks on to the premises. A Cork-fee of R30 per bottle of wine will be charged on wines not supplied by Bygracealone. Discuss this with us, we are reasonable.
Bygracealone reserves the right to deny alcoholic beverages to clients/guests who have shown themselves to be intoxicated or misbehaved as determined by the judgment of the owners of Bygracealone. Anyone abusing goodwill/decency will be asked to behave or leave the premises.
Bygracealone will supply the necessary personnel or staff, included in the package.
Note. Maximum shift duration is eight hours. Overtime rates apply as per terms & conditions.
The honeymoon suite is aloft in the venue with Bed & Continental Breakfast. This spacious suite is available to the Bride from 09:00 on her wedding day. See terms and conditions please.
Note. The bridal suite is out of bounds for “pranksters”. No “sabotaging” of the suite will be tolerated. We don´t think it is apt, but rather reflect a total disregard for other people´s property and privileges on a very special night. Often these particular “bright ideas” of “innocent fun” is none more than a sorry product of too much alcohol.
The estate manor house is available as an unique and lavish guesthouse with two big en-suite rooms and two spacious rooms with dedicated bathrooms and three lounge areas. Bass fishing is practically from the doorstep. The rate is R 750 pp sharing per room per night, breakfast included.
A list of other accommodation available in the vicinity of Bygracealone is available on our website or per e-mail if so requested.
We too, love children. We have children of our own. But, unfortunately, due to a persistent and regular bad experience related with young children of guests we kindly want to make the following clear:
A decent sound system is installed. We think speakers on stands and a DJ amongst the guests are untidy and improper for a stylish event such as your wedding and reception. This arrangement typically results in less than ideal sound production with uneven/excessive noise to the guests seated closest to the speakers. Exposed wires and a DJ station detract from your carefully selected décor in the reception area. With us the DJ is included in your package (we pay him as we pay the other personnel) and he sits on a balcony in the back of the hall.
You meet the DJ in your time as soon as you are ready to discuss your choice of music and special arrangements with him.
All final agreements can be in writing, on a signed final appointment paper, if so requested.
It is important that all clients who have paid the deposit long in advance, stay in contact with Bygracealone, at least by checking the website and/or e-mailing us every three months or so. We hold clients responsible to check for changes in costs at these intervals [that will be the published date under the heading of this section on our website]. We have had instances where clients have made deposits without any reference regarding name or function date; and some went overseas with no liaison, some changed cell phone numbers, then appeared after a year with outdated information, challenging us with changes that have since occurred.
Should you want to bring your own wines, inform us first to see if we can supply them for you? Corkage is applicable on wines that Bygracealone do not supply. We will discuss this.
For hiring of different chairs, tables, tablecloths, crockery, cutlery, etc. than what is offered by Bygracealone, the client must advise Bygracealone and those items will then be the client´s responsibility. Any special preferences are to be discussed well in advance. A handling fee of R 1 000 will be charged for our removal, storage, and replacement of the Bygracealone tables and chairs if the client does not want to use ours.
We will attempt to comply with your needs as far as possible and want you all to enjoy a wonderful feast and therefore encourage free/open discussions.
Crew must be considered in the costing and planning for catering requirements. Crew meals cost R150pp.
The following is not allowed at Bygracealone:
- Paper confetti, down, or anything else that can spoil the environment/is difficult to clean
- The removal or re-arrangement of any existing décor in the venue.
- The hanging of draping or anything else from any structure in the venue
- Fireworks, star lights, etc.
- Smoking anywhere inside the buildings or in the immediate entrances/exits of the venue.
- Indecent or unacceptable/vulgar behavior as determined by the owners of Bygracealone
- Children running around un-controlled/unsupervised, causing damage or mayhem
- Banging on tables during speeches/toasts or the spinning of plates or under-plates on the floor, or standing/jumping on any of the chairs or tables. Damage to any item will be for cash payment by the responsible person – on the spot – as determined by the owners of Bygracealone without any argument.
The bridal suite is intended and prepared as a special indulgence for the bride and her groom, not to be re-decorated by friends/family or have new color schemes implemented by make-up artists. We do supply refreshments as a matter of course for the bride and her party during their preparation here.
All tables, chairs, tablecloths and items affecting the setting of the tables that is hired in by the client, must be available to/at Bygracealone by prior arrangement with the owners/management of Bygracealone.
An overtime rate of R500 per half hour or any part thereof will be levied either eight hours after the commencement of the function, or at 00:30 whichever occurs first and will be billed to the client. This is to consider the neighbors that gave their consent, and for the personnel overtime.
Hiring of round tables
Bygracealone really respect the preferences of our clients, but it seems that some choices are based on uninformed, stale tradition rather than practicality. We want to offer the following comment on the hiring of round tables, based on having successfully hosted/observed in excess of 150 weddings in our first three years of operation.
- With round tables, one third of your guests are seated with their backs to the head table
- Round tables scatter a party into small groups. Long tables is conducive to a festive coherence
- Round tables reduce dancing space. Long tables fit perfectly in with Bygracealone
- So far, all round tables hired in were wobbly, it´s a poor impression and unfairly reflect on us
- The wider round seating makes cross-conversations a nuisance, especially with loud music
- Round tables have to be individually dressed. Long tables need less candelabra and flowers and still look elegant and classy. Long tables certainly lend a superior and regal appearance.
- Round tables need tablecloths to be hired in – is this additional expenditure really a necessity?
- Why would long tables be the norm at formal royal/diplomatic-/military events, or conferences?
Our long tables are included in the package. We charge no extra fees for using any of our items such as candleholders, podium, display board for seating plans, etc. Conversely, we deduct no amount for non-use of these items. There is, however, a handling fee if we have to make place for other tables hired in.
At Bygracealone we save you this embarrassment and insult. It is our conviction that draping is an outdated and poor attempt to cover-up boring halls and cheap industrial roofs or unattractive ceilings. In some instances it is just another way to get more money for renting yet another preposterously clichéd item. It compares to linings in coffins and actually is perceptibly superfluous on the walls and ceiling of a truly tasteful venue fit for your wedding day. It is usually excessively warm in the summer and cost an inordinate amount of money per lane. In an attempt to minimize this unnecessary additional cost some clients then usually feel forced to opt for only three to seven lanes that, frankly, more closely resemble a helicopter overhead than a romantic atmosphere and only worsens an already bad attempt to rescue an unoriginal situation. It should be a shame to affront guests with this old-fashioned and insipid idea of décor when they could be enthralled by properly themed architecture and a truly charming ambiance.
No provisional (“pencil”) bookings, please. There is no time limit for bookings made in advance. The first soonest payment of the R 5 000 will reserve the venue exclusively for that date for your use, not words of intent. Note however, that as far as the total quote [final cost] is concerned, that Bygracealone reserve the right to keep up with the general cost increases annually, up to the signing of the final appointment paper; and that we can delay the final total quote for the cost of your function to no later than 7 days before the function. We will at all times be reasonable, and trust our clients to understand this and return this privilege.
Note. We expect and request our clients herewith to stay in touch with us quarterly per year, as mentioned above.
At least 90 Days before the function, but as soon as you want Bygracealone reserved
- The deposit of R 5 000 is to be paid. This payment books the venue for the function.
8 Days before the function
- Guest numbers to be finalized within the minimum and maximum as per “venue capacity”.
- Menus are to be confirmed, especially special dietary requirements [such as allergies], and children.
- Finalize all special requests. The client and Bygracealone will sign a final appointment paper at the latest seven days prior to the function/event date, if so requested by the client, but at any earlier meeting as soon as it is agreed upon by both parties. We honor our word, and regard this formality [as a legal protection] superfluous, but have such documents in place and will sign it if so requested.
Three working days prior to the function
- The final payment for the full account is to be settled and paid to Bygracealone.
- Finalize bar/drinks requirements and mention if opting for a pre-paid bar and the amount.
Note. The full and final payment of the final invoice needs to be made to Bygracealone no later than three working days prior to the function. Clients are to please respect this when holidays are involved.
Rescheduling or canceling your function date with Bygracealone subsequent to the venue being paid/booked needs to be in writing [e-mail]. We will refund you the entire amount paid if Bygracealone can regenerate the sales budgeted for your venue at the booked time. Special circumstances will be considered on their merit.
We will be reasonable.
In the event of non-payment of the fees within the specified time, Bygracealone is entitled to cancel the booking, in which case no refunds will be made to same client.
Should the client reduce the number of guests that was agreed to by more than 6 guests, within a week of the event, the originally agreed/paid amount is what the client will still be charged for. No refunds will be made by Bygracealone in any way/shape/form for guests who did not show up. Attendance greater than the agreed figure, will be charged the proportionate rate, if they can be accommodated at all – i.e. if places can be set and prepared prior to the function. Bygracealone reserves the right to deny access to unexpected/unreserved guests.
Bygracealone is entitled to cancel any booking without any liability if Bygracealone becomes unable to host the booked function due to anything whatsoever outside of the control of Bygracealone. In these circumstances Bygracealone will endeavor to find an alternative venue for its client.
We will at all cost be reasonable and fair and trust our clients to demonstrate/reciprocate the same courtesy.
Be assured of our consistent dedication and good intention to help you have a truly wonderfully memorable and spectacular event. We will give our best to excel and be honest, transparent and fair in all our dealings with you and thus welcome your feedback, suggestions and also your mutual open and reasonable conduct towards us.
- Fireworks or “star lights” are not allowed at Bygracealone.
- Candles must be the drip-free type, so that no wax drips on cutlery, glassware, tablecloths, etc.
- No clients may use nails, hooks, screws, or any permanent fixtures in any part of the venue structure/furniture. Any special lighting and/ or its support structures, sound system set-ups, or anything that requires special attachments/wiring, must be cleared with Bygracealone owners first.
- Smoking is tolerated ONLY in the designated places, absolutely no smoking anywhere inside.
- Please ask your guests to refrain from smoking on the stairs at the entrance to the venue.
- Smokers must also please consider that no smokers´ debris are water dissolvable and very unpleasant to retrieve from the bottom of the surrounding dams, flower beds, parking area, etc.
- Any decorator/florist/crew are to remove their own debris after setting up, from this estate
- No paper confetti or feathers/down, please.
- Bygracealone does not accept any liability whatsoever for any loss or damages or injuries of clients or their guests, clients, service providers, or any other person present on behalf of or at the behest of the client whatsoever during functions or preparation or clean-up times that the client or anyone mentioned above, spends on any part of the Bygracealone premises. All attendance or visitation at Bygracealone is entirely at the client and/or guests or other persons own risk. The client indemnifies the owner in regard to any such claim for damage or loss.
- The client is liable for any damage to the Venue, décor, equipment or gardens or removal of any item thereof by the client or any of the client´s agents, guests, or suppliers, or any person mentioned above, and the client will be billed accordingly.
- No persons are allowed in the dams on the Bygracealone estate, and the client is responsible for sufficient supervision of anyone associated with them or their function in whatever way during preparation, breakdown or clean up before/after the event or during the event itself. Bygracealone, or any of its employees will not be held responsible for any loss-, or injury to, or drowning of any persons in any way whatsoever.
- Bygracealone reserves the right to deny anyone misbehaving or intoxicated access or continued access to the premises.
- Any result such as road accidents, or any injury, etc. as a result of intoxication in whatever way, is the sole responsibility of the person buying liquor from Bygracealone. Bygracealone assumes no responsibility in any way/shape/form for anyone buying/using any alcoholic beverages.
- No take-away food – no client/guest has any claim on any leftover food at Bygracealone. Bygracealone reserves the exclusive right to hand out whatever surplus food remains after the appropriate meals (courses) at the sole discretion of the owners/management of Bygracealone.
To help answer the question whether the intended venue hire - /excluding/ catering - is reasonably priced for your budget and whether you - and the venue owner - are both realistic in your expectation of this hiring rate; contemplate the following questions:
- Have I personally inspected/compared the venue [considering the table at the end of this section]?
- What am I prepared to spend on peripherals such as the wedding cake, flowers, decorations, etc.?
- What cost and effort went into bringing the venue about as compared to these peripheral items?
The following table list aspects to consider in an industry where one could often be misled/confused. We trust that it´s a useful aid …
| Description/criteria | Y | N |
| Was the venue designed and purpose-built as a venue or was it an afterthought/conversion? | ||
| Am I comparing apples with apples? (See note below) | ||
| Is the reception area in a decent hall? (Consider also acoustics and location) | ||
| Do we as the client have to improve the esthetics at our cost (Is draping necessary)? At what cost? | ||
| What is the location (adjacent roads, dust, noise, views, smells, flies, how exclusive)? | ||
| How photogenic is the gardens/venue? Is there a rainy day alternative for decent pictures? | ||
| Where do guests loiter while the bridal photo session is in progress? (For 2-3 hours)? | ||
| Is there a good quality ambiance? | ||
| Is there decent catering facilities (Is it licensed/health inspected/professionally equipped)? | ||
| Do they use fresh produce or mass catering supplied products (tinned/frozen foods, etc)? | ||
| Do they “stretch” soups/pies/meals with maize, gelatin, etc.? | ||
| Do they serve generous portions (have they ever ran out of food – check with ex-clients)? | ||
| Are there pleasing toilet facilities? (Also check soap, hand lotion, towels, type toilet paper) | ||
| Where is the bar located (Where will the men be)? | ||
| Are other clients on the same premises during our function and will they share facilities? | ||
| Is the bar licensed? Is it well stocked? Is it reasonably priced? | ||
| What cooling facilities are there for our wines, fruit juices, cakes, etc.? | ||
| Do they have filtered water? Is the ice clean? | ||
| What uniform do the personnel wear for functions? (Is personnel professionally trained?) | ||
| What do ex-clients say? Is any voluntary positive word-of-mouth advertising abounding? | ||
| Ask Dj´s, rental suppliers, and photographers see many places – ask their opinion as well! | ||
| Is accommodation available at the premises or nearby (standard, facilities, etc.)? | ||
| How spacious and luxurious is the bridal room/suite? Do they cater for bridal party snacks/drinks? | ||
| How special/treated will your guests feel attending a function there? How special will it really be? |
Note. There are less obvious input/maintenance costs at some places such as special electrical water pumps, reservoir systems, costly Eskom power supply, higher transport cots, etc. See what a tent costs – and remember to consider the make-shift restroom facilities, catering hassles, etc. Be sure to compare “apples with apples”… Take care to consider “bottom line” with “Bottom line” with all items hired in and rentals included!
May you find your dream venue for your dream event. Peace, wisdom and joy to you!
© Bygracealone | Wedding Venue & Conference Center | George, Garden Route |
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