Terms & Conditions

1. Booking, Payment, and Deposits

1.1 Securing the Date: A provisional booking is held for 48 hours only. The booking is confirmed only once a 50% non-refundable deposit of the total venue hire fee has been received by The Venue, and the signed booking form has been returned.

1.2 Final Payment: The remaining balance of the venue hire fee, plus payment for any booked add-on rentals, is due no later than 14 days prior to the event date. Failure to pay the balance by this date may result in the cancellation of the booking and forfeiture of the deposit.

1.3 Breakage & Security Deposit: A separate, refundable Breakage Deposit of R2,000 is required 14 days prior to the event. This deposit covers potential damages, excessive cleaning requirements, or overtime penalties.

• This deposit will be processed for refund within 7 working days post-event, provided the venue and its contents are left in satisfactory condition and no breach of contract occurred.
• The Venue reserves the right to deduct costs for repairs, replacement of damaged property (including damage to meadow turf), or specialized cleaning from this deposit. If costs exceed the deposit amount, the Client will be liable for the outstanding balance.

2. Cancellations and Postponements

2.1 Cancellation by Client: All cancellations must be made in writing. The following penalty structure applies based on notice given prior to the event date:

• More than 30 days notice: Forfeiture of the 50% non-refundable deposit.
• 14 to 30 days notice: Client is liable for 75% of the total invoiced amount.
• Less than 14 days notice: Client is liable for 100% of the total invoiced amount.

2.2 Postponement: Postponement requests are treated as cancellations unless otherwise agreed upon specifically in writing by The Venue, at its sole discretion. A rebooking fee may apply to secure a new date.

3. The “Blank Canvas” Policy & Client Responsibilities

3.1 Scope of Hire: The Client acknowledges they are hiring an outdoor meadow space, access to standard power points, and on-site parking only.

3.2 Sanitation Facilities (Strict Condition of Hire): Urban Ark does not provide restroom facilities on site. It is a strict condition of hire that the Client must procure and pay for portable toilet facilities appropriate for their final guest count from a reputable supplier. The Venue reserves the right to cancel the event immediately on the day, without refund, if adequate toilet facilities are not present on site before guests arrive.

3.3 Vendors and Suppliers: The Client is fully responsible for sourcing, managing, and paying all external vendors (caterers, decor, marquee hire, entertainment, etc.). The Client must ensure their vendors adhere strictly to venue access times and safety guidelines. The Venue carries no liability for the failure of any external vendor to perform their duties adequately.

3.4 Connectivity: The Client acknowledges that there is no Wi-Fi provided on site and cellular signal strength may vary depending on the network provider.

4. Venue Use, Capacity, and Hours

4.1 Guest Capacity: To maintain the integrity of the space, the maximum capacity for The Meadow is strictly capped at 30 guests (including any vendors or staff remaining on site during the event). Exceeding this limit without prior written consent constitutes a material breach of contract.

4.2 Operating Hours:

• Standard venue access for setup, the event, and breakdown is strictly between 07:00 and 19:00.
• All event activities, music, and guest departures must conclude sharply by 19:00.
• All setup and breakdown times must fall within the booked Half-Day (5 hours) or Full-Day (10 hours) time slot.

4.3 Overtime Penalties: Any time overrun past 19:00 will incur an automatic penalty fee of R1,000 per hour or part thereof, which will be deducted from the breakage deposit.

4.4 Noise Regulations: Urban Ark is located in a tranquil agricultural holding area. While music is permitted, noise levels must be kept at a reasonable level that does not disturb neighboring properties. The Venue reserves the right to instruct the Client to lower sound volumes immediately. Failure to comply may result in the immediate termination of the event without refund.

4.5 Smoking & Fires: Smoking is only permitted in designated areas, and cigarette butts must be disposed of in provided receptacles. No open fires, bonfires, fireworks, or Chinese lanterns are permitted under any circumstances due to fire risk in the meadow.

5. Weather Policy (Force Majeure)

5.1 Outdoor Nature: The Client acknowledges and accepts that Urban Ark is an outdoor venue fully exposed to the elements.

5.2 Contingency Plans: The Client is solely responsible for ensuring adequate weather contingency plans are in place for their event (e.g., hiring marquees, gazebos, or flooring).

5.3 Adverse Weather: The Venue accepts no liability whatsoever for the impact of adverse weather conditions (including but not limited to rain, wind, thunderstorms, or extreme heat) on the event or setup. No refunds, either in full or in part, will be granted due to bad weather.

6. Liability and Indemnity

6.1 Own Risk: All persons entering the Urban Ark premises do so entirely at their own risk. The Venue is primarily agricultural land with natural terrain; clients and guests are advised to wear appropriate footwear and be mindful of uneven ground and natural surroundings.

6.2 Indemnity: The Client hereby indemnifies and holds Urban Ark, its owners, employees, and agents harmless against any claims, actions, damages, liabilities, costs, and expenses arising out of, or related to:

• Injury, death, loss, or damage to any person or property occurring during the hire period on the premises, regardless of the cause.
• The actions, omissions, or negligence of the Client, their guests, or their appointed vendors.
• Loss, theft, or damage to any equipment, decor, gifts, or personal belongings brought onto the premises.

6.3 Insurance Recommendation: We strongly recommend that Clients consider purchasing their own comprehensive Event Insurance to cover unforeseen cancellations, vendor failures, or public liability.

7. Cleanup and Handover

7.1 Condition: The venue must be vacated by the agreed end time and left in the same clean condition in which it was found upon arrival.

7.2 Rubbish Removal: The Client is responsible for removing all event rubbish, decor, vendor equipment, and leftover catering items from the premises at the end of the event.

7.3 Cleaning: Unless the Client has specifically pre-booked and paid for the optional Post-Event Cleaning Service add-on, the Client is responsible for basic site clearance. If the venue is left in an excessively dirty state requiring specialized cleaning beyond standard norms, the cost will be deducted from the Breakage Deposit.