Venue Rates, Terms and Conditions

This section replaces and supercedes all previous "Rates, Terms and Conditions" printed/published by Bygracealone and this section following is effective as from 01 August 2010.

Venue hire

Bygracealone offers a package eliminating hidden requirements for decorating that otherwise could typically amount to several thousands.

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 returnable goods afterwards. Basically, we rush no client in- or out Bygracealone.

The venue is hired for R 15 000 for two days; and this includes the following:

A spacious bridal suite with B & Continental B for the wedding night
The venue is booked in advance by payment of an R 5000 booking fee that is also kept as a deposit
Long wooden tables, linen tablecloths, linen napkins, and decent chairs
10 x Silver candelabra and over 100 scented candles
A licensed cash bar, well stocked and reasonably priced
Crockery, cutlery, glassware and [gunmetal colored] under plates
The necessary kitchen staff and a licensed, professionally equipped kitchen
Upholstery material covering the whole ceiling, which is 9m high, is in place
Appointed spots and places on our property for taking photographs
Transport from- and to the George airport for the wedding couple
Safe car, bus or Helicopter parking
A decent sound system (discussed under the seperate paragraph below)
The amphitheater that can be used as a very special "chapel" or a great entertainment area

Then, apart from the venue hire, are the following included in the per person rate of R 350:

A superlative buffet style dinner; with pre-drinks, canapés, starters and deserts served
All other personel (manager, bartender(s), waiters)

Please Note:

Bygracealone has a standard for catering and service which will not be lowered
All clients with catering requirements are to use the catering provided by Bygracealone
Crew such as the DJ and assistant(s), photographer(s), entertainer(s), etc., must be included [considered] in the costing for catering. Crews pay a lesser rate and will be reflected as such on the detailed invoice
Bygracealone reserve the right to keep up with general price increases quarterly per financial year. We have a final agreement that can be signed that is entitled "Final Appointment". This document will bind the agreement once two requirements are met, namely (1) The deposit of R 5 000 is paid; and (2) the "Final Appointment" paper is signed by both the client and Bygracealone. See the paragraph entitled "Final Agreements" following
Catering rates for children: below 5 is free, 5 - 12 cost R10 pp x age; 13 and older are considered adult
Load shedding by ESKOM. A 37.5 kw generator is required to supply sufficient electricity for the venue. When required/requested, Bygracealone will arrange this and share half the approximate R 2 500 cost
Item extras in the venue is available at no extra charge, conversely is non-use of any item(s) not deductable. Fees might be applicable for removal/storage/replacement [handling/damage] of items
Groups less than 60 guests can be accepted, but have to be discussed
All functions have to be individually discussed. Extras/changes required by the client must be discussed with us in good time. Functions are individually considered, calculated, and accordingly invoiced
Bygracealone provides tables set as indicated above, but all decorations and additional trimmings are for the clients own cost and arrangement. If extra personnel are required, Bygracealone must be so informed
Any day(s) the venue is available for preparation prior to the function will be only during daylight hours
Rates and prices can be effected by public holidays, please check this in good time and clear this out with the owners of Bygracealone

Sound System

A decent sound system is installed, eliminating the need for a DJ to temporary install and remove crucial equipment. We think speakers on stands looks untidy and inevitably results in a less than ideal sound production with uneven/excessive noise to guests closest to speakers that are on stands. The corresponding open wires and controlling station of such a set-up also does little for the decor and elegant ambiance of your carefully decorated reception area. With us the DJ is positioned on a balcony overlooking the main hall and need only bring his laptop and your playlist. We have a cordless microphone with a stand and a lighted mini-podium.

The sound system hire is included in the venue hire. The couple will be held responsible for any damage to / loss of the sound system or any part thereof caused by irresponsible / reckless / improper use by them or anyone using it on their behest. You as the client, deal with the DJ directly and also pay the DJ directly.

Bygracealone has DJ´s that are familiar with our sound system and are approved by us to use it responsibly. They are listed in the section Services.

Final Agreements

All final agreements can be in writing, on a signed final appointment paper, if so requested.

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. Feel free to discuss this with us.

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 and own cost.

Any special preferences are to be discussed well in advance. A handling fee of R 1 000 will be charged for removal, storage, and replacement of the Bygracealone tables and chairs. 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.

The following is not allowed at the venue:

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 or anything posing a fire hazard or potential damage.
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

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.

The reason why Bygracealone wish to delay this final and signed agreement to as close as possible to the function date - if at all - is based on James 4:13-17 and Matthew 7:12. We do not want to put the client in an unfavourable position of having to pay for guests that have not pitched up; or pay for a wedding that is not happening as planned. But, however, if the client insists on a signed agreement long in advance, the implications must be well understood and this agreement will then be final and binding.

Any refusal/non-payment by any client of any/all of the quarterly price increases as mentioned above that is intended for Bygracealone to keep up with general price increases and that basically comes down to the financial survival of this enterprise as a healthy business; entitles Bygracealone to refuse such client access to Bygracealone for the intended function without any liability whatsoever and without refunding the R 5 000 deposit. The client indemnifies Bygracealone and-/or the owners of Bygracealone in regard to any such claim for any damage or loss whatsoever.

Note: Be assured that Bygracealone will at all cost be reasonable and undertake to remain fair, honest, and transparent in all our business dealings and will not try to enforce unreasonable or unrealistic or non-market related price increases. We will only increase prices when the market [our purchases/running costs] call for us to do so with sound business practice in mind. We welcome personal discussion and requests within reason, but expect our clients to be reasonable, honest, realistic and fair as well. It is always wise to allow 10% or so in a budget for unforeseen circumstances or cost increases.

Preparation and Cut Off Times

All tables, chairs, tablecloths and items affecting the setting of the tables hired in by the client, must be available to/at Bygracealone by prior arrangement with the owners 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 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 110 weddings in our first two 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 lends 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.

Payment Schedule and Appointments

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. Again, we expect our clients to stay in touch with us quarterly per year and check our website reguarly for changes according to the published date at the heading "Rates, Terms and Conditions".

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]
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 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

Cancellation

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 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 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 the same courtesy.

Risk, Loss, Liability and Damage

Fireworks or “star lights” are not allowed at Bygracealone
Candles must be the drip-free type and is provided by Bygracealone.
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. This includes any damage/loss to the sound system of Bygracealone or any part thereof that the DJ that were appointed by the client, or anyone on his behes, caused
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

Regarding choosing the right wedding venue

If at all possible, avoid debt for the wedding. The stress is not worth it for a good start with many other looming priorities.

Be clear why you invite the guests to your wedding function. Is it to show off or to share a very special day with the special people in your life with whom you have a personal bond? They will hardly feel treated [special] if you spend a small fortune on your dress, décor, flowers, or a cake; but skimped on them [with the venue and catering]. Consider the guest list carefully.

The venue hire - excluding catering - is still reasonable for around 50% of the total expenditure of your wedding. Inspect the venue personally and be fair when comparing the cost of peripherals [nice-to-have but non-essentials] like cake, decorations, etc. with what the venue owners had to do to get that venue there and maintain it. Don't argue the venue is too expensive but spend more on an arrival by helicopter, or the cost for importing a band from a different city, and so on. Consider with sound reasoning and fairness the contribution of the venue to your great day compared to all the peripherals.

Then, in comparing different venues with each other, you may want to consider aspects such as the following:

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)?
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, 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 beverages, 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?
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?
How special/treated will your guests feel attending a function there?

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 costs, 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!