Main Venue

No meetings (ie. décor, mock set up, menu or final meetings) will be scheduled on the day of a function. These meetings will only be scheduled from Monday to Thursday between the hours of 07h00 & 16h00. This is to ensure that Chez Charlene’s staff is in a position to give their full attention to a specific client on the day of their function.

The provision of Chez Charlene’s standard furniture is at no extra charge. It is the responsibility of the client to ensure that the furniture is to their satisfaction.

Candles may not be placed directly on the linen. Any damage to linen will be for the client’s account.

Chez Charlene is a non-smoking venue. Allocated smoking areas are available outside the building.

Chez Charlene reserves the right of admission to the venue. This decision will be at the Manager’s discretion.

Standard function time is regarded as either 9 (nine) Hours or 24h00 on the day of the function, whichever comes first. Therefore, if a function starts before 15h00 in the afternoon overtime will apply after 9 (nine) hours has lapsed from the time indicated for the start of the Chapel Service. If the function starts at 15h00 or after, over time will commence at 24h00. The overtime rate in either of the situations are R4000.00 per hour or part thereof.

The venue will be open from 07h30 to 16h30 on weekdays (according to availability) and from 08h00 to 12h30 on a Saturday and Sunday for decor specialists. In the event that the specialists exceeds the hours provided for the setup or are running late / behind schedule, a surcharge of R500 per hour or part thereof will be charged to the client’s account.

Chez Charlene does not accept responsibility for the quality and/or time frame of services rendered when Chez Charlene’s preferred suppliers are not used.

The Chez Charlene venue will be closed from 12h30 on the day of the function in order to allow Chez Charlene’s personnel to clean and complete their duties for the function. This will not apply for morning weddings.

Following the final meeting a written Order of Events will be supplied to the client reflecting all set times which must be strictly adhered to. If, for what so ever reason the function runs late an overtime rate will be applicable and will be charged to the client’s account.

All festivities must cease by 02h00 at which time the venue will be locked. The onus lies on the client to ensure that their guests exit the venue in due time to avoid a penalty charge of R4 500.00 per hour or part thereof after 02h00.

To assist the client with compliance of the closure time of the venue, last rounds will be called 30 (thirty) minutes prior to the closure time of 02h00. No further music will be allowed in the 20 (twenty) minutes prior to the closure time of 02h00. The bar will close strictly 15 (fifteen) minutes prior to the closure time of 02h00.

Food tastings can be arranged prior to a function at a charge of R4 500.00 per plated menu for a minimum of 4 persons and a buffet menu at R6 500.00 for 4 persons. Food Tastings can only be arranged from Tuesdays to Thursdays between the hours of 11h00 and 15h00.

All food and ingredients are bought by Chez Charlene at Chez Charlene’s preferred suppliers to ensure quality and freshness. Chez Charlene will therefore not permit clients supplying their own food and/or ingredients.

Chez Charlene needs to be informed in writing 14 (fourteen) days prior to the date of the function of any special dietary requirements. No special meals would be made on the night of the function.

In the event of a request for strict dietary requirements, e.g. Kosher, Halaal etc. Chez Charlene will make use of the services of an outside caterer. Chez Charlene will charge an extra fee to the account of the client to ensure compliance with strict dietary requirements.

It is the responsibility of the client to ensure that the specialists (videographer, photographer and DJ) receive their meals. All specialists attending the function must be added in the final head count and will be charged the full rate applicable.

Leftover food remains the property of Chez Charlene and disposal thereof is at the discretion of management. No take-aways will be allowed.

No outside catering services will be allowed access to the property and/or venue unless written approval is obtained from Chez Charlene prior to the date of the function.

No glasses, crockery, cutlery or any other property of Chez Charlene may be taken from the buildings. Any damages and/or losses of glasses, crockery, cutlery and/or any other property will be for the client’s account.

All back of house areas are out of bounds to the client and their guests.

Children are to be supervised by their parents at all times.

Only South African Music Rights Organisation (SAMRO) registered DJ’s will be allowed to play music at the Chez Charlene venue.

Chez Charlene is a fully licensed premises.

No persons under the age of 18 (eighteen) will be allowed to purchase or consume alcohol on the property.

No liquor, beer, ciders, wine, champagne and/or soft drinks of whatsoever nature may be brought onto the premises, except where written authorisation has been obtained from Chez Charlene authorising the client to supply his/her own wines and/or champagne.

In the event of consent by Chez Charlene for the client to provide his/her own wine and/or champagne a corkage fee of R135.00 per bottle will be charged to the account of the client. The charge will be on the basis of quantity brought into the venue and not quantity consumed and will be limited to two 750ml bottle of red wine, two 750ml bottle of white wine & two 750ml bottle of champagne per table. Note: This Corkage rate does not apply to Premier Champagnes.

By law no liquor may leave the property on the evening of the function.

After last rounds are called, each guest will only be entitled to one drink.

If any of the guests do not pay their bar bill on the evening, the client will be held responsible therefore and the outstanding amount will be added to the client’s final account.

Bar prices may change at the discretion of Chez Charlene prior to the date of the event without prior notice.

Chez Charlene bar services is run by Chez Charlene’s personnel, using Chez Charlene’s stock and no stock may be supplied by the client.

Chez Charlene will provide the client with a written Quotation following an enquiry by the client.

The Quotation will include a breakage deposit which will be refunded after breakages and/or outstanding amounts have been deducted.

No intended function dates will be reserved. To secure the venue for an intended function Chez Charlene requires a deposit of 20 (twenty) % of the Quotation amount to reflect in Chez Charlene’s bank account.

On receipt of payment of the 20 (twenty) % deposit Chez Charlene will provide the client with a written Order of Confirmation confirming the reservation of the venue and the date. The Order of Confirmation will further reflect the 20 (twenty) % deposit received as well as the balance outstanding in terms of the quotation amount.

Any additional request or instructions by the client which results in a change to the initial quotation amount will result in a further Order of Confirmation being supplied to the client reflecting the payments received to date as well as the new outstanding balance.

2 (two) calendar months after the 20 (twenty) % confirmation deposit has been paid, 25 (twenty- five) % of the outstanding balance as per the latest Order of Confirmation is due and payable.

150 (one hundred and fifty) calendar days prior to the date of the function, 35 (thirty-five) % of the outstanding balance as per the latest Order of Confirmation is due and payable.

120 (one hundred and twenty) calendar days prior to the date of the function, 50 (fifty) % of the outstanding balance as per the latest Order of Confirmation is due and payable.

90 (ninety) calendar days prior to the date of the function, 50 (fifty) % of the outstanding balance as per the latest Order of Confirmation is due and payable.

60 (sixty) calendar days prior to the date of the function 50 (fifty) % of the then outstanding balance as per the latest Order of Confirmation is due and payable.

30 (thirty) calendar days prior to the date of the function the then outstanding balance as per the latest Order of Confirmation is due and payable.

In the event of the venue being reserved less than 90 (ninety) calendar days prior to the date of the function, then 50 (fifty) % of the outstanding balance as per the latest Order of Confirmation is due and payable within 14 (fourteen) days from the date of the Order of Confirmation and the outstanding balance thereafter, as per the latest Order of Confirmation, is due and payable 30 (thirty) calendar days prior to the date of the function.

Following the Final Meeting prior to the function Chez Charlene will provide the client with a written Order of Events and Order of Confirmation reflecting the client’s final instructions, payments received and any balance then outstanding.

The balance outstanding as it appears on the Order of Confirmation must reflect in Chez Charlene’s bank account no later than 15 (fifteen) calendar days prior to the function.

Chez Charlene expressly reserves the right to cancel the function without any notice in the event of any payment as stipulated herein not being received on the due date thereof.

Late payments will result in a penalty levy of 1.5 (one and a half) % per day calculated on the balance outstanding.

All prices are subject to fluctuations in product prices. Chez Charlene therefore reserves the right to amend any Quotation, Order of Confirmation or Order of Events in case of price increases. This will be communicated in writing to the client. Any shortfall in the required deposit as a result of the aforementioned will be payable immediately.

Chez Charlene expressly reserves the right to refuse the client, bride, groom, guests and specialists access to the property and the venue on the date of the function in the event of the full outstanding balance not reflecting in Chez Charlene’s bank account.

Electronic payments are preferred. The acceptance of cheque or cash payments will be in the sole discretion of the management of Chez Charlene. All electronic payments are to be made to the bank account of Chez Charlene, with the client’s name and function date as the reference.

Banking details are supplied with your quotation and are not published online. Before making any payment, confirm them with us by phone on 012 802 0791.

Following the function a final invoice will be rendered to the client in respect of additional charges and/or breakages etc. The deposit held by Chez Charlene will be deducted from the amount of this invoice. This invoice will be due and payable on rendering thereof.

If no additional charges and/or breakages are added on the final invoice by Chez Charlene the deposit will be refunded to the client within 10 (ten) working days.

A minimum of 100 (one hundred) guests applies to all functions.

If a function is booked for guest numbers less than the minimum amount of guests a 35 (thirty five) % per person surcharge calculated on the quoted costs per quest will be added for every guest short of the minimum number of guests.

If a function is booked for the required minimum number of guests, or more, and the number of guests fall below the minimum number at any later stage to whatsoever reason the same 35 (thirty five) % per person surcharge as in clause 3.16 will apply.

It is specifically recorded that a decrease / increase in the number of the guest’s originally quoted for will not result in a decrease / increase in the amount quoted in respect of the venue hire or other fixed costs, but will however have an effect on the per person package.

If the function is cancelled by the client for whatsoever reason or by Chez Charlene due to failure by the client to pay any amounts due timeously in terms of clause 3 hereof:

In the event of the cancellation of a function by the client, or by Chez Charlene due to the non- payment of an amount due and owing, Chez Charlene will be entitled to retain any payment(s) received to date as liquidated damages and the client agrees to forfeit any such payment(s) to Chez Charlene.

If Chez Charlene has paid a deposit to any supplier on behalf of the client, the client will be liable towards Chez Charlene for such a deposit in addition to any amount payable in terms of clause 4.1

Notwithstanding any provision contained herein if the required balance payable is not received timeously, Chez Charlene reserves the right to cancel the booking and to make the venue available to other prospective clients.

Any changes to the function date and/or cancellations must be communicated to Chez Charlene in writing. Any change in the function date must be approved by Chez Charlene in writing to be of any force and effect.

If a function is moved to a later date, with the consent of Chez Charlene, and there after cancelled, due to whatsoever reason, the original function date will be regarded as the function date and the cancellation policy as stipulated herein will apply to the original date.

Any function can be cancelled by Chez Charlene, in its sole discretion and without any liability on its part, due to any cause beyond the control of Chez Charlene including, but not limited to, an inability to secure labour, municipal services, materials or supplies, or by reason of an act of God, war, civil disturbances, riots, state of emergency, strike, lock out, or other labour disputes, fire, floods, drought or legislation.

Chez Charlene, its directors, shareholders, employees, personnel, sub-contractors, agents and representatives shall not be liable to the client or any person or entity whether in contract, delict or any other cause of action for:

All decor and props must be removed from the venue directly after the function, alternatively as arranged with Chez Charlene in writing. Any items not removed within 7 (seven) calendar days from the date following the day of the function will be discarded.

Should any of the buildings, gardens or décor and props of Chez Charlene be damaged by the client, the suppliers and/or the guests, the client shall be held responsible for such damage and will be charged accordingly.

Chez Charlene will supply a lockable box, which has only 1 (one) key, for the collection of envelopes. Chez Charlene, its directors, shareholders, employees, personnel, sub-contractors, agents and representatives does not accept any responsibility for the safeguarding of the lockable box and will therefore not be liable for any damages due to missing envelopes.

The client shall be liable for all costs incurred by Chez Charlene in recovery of any amounts due or the enforcement of any rights which Chez Charlene has in terms of the agreement, including collection charges and costs on an attorney own client scale and cost of counsel as on brief whether incurred prior to or during the institution of legal proceedings or judgment has been granted, in connection with the satisfaction or enforcement of such judgment.

The client nominates the physical address, e-mail and fax number as reflected on the first page of the client information document as the address where the client will accept service of all legal process, notices and correspondence whether in connection with any claim for any sum due or otherwise.

If there are more than one signatory to this terms and conditions, the signatories will be jointly and severely liable for the payment of all amounts due to Chez Charlene in terms of the agreement.

The client acknowledges that a certificate signed by any director of Chez Charlene (whose authority and appointment shall not be necessary to proof) shall be prima facie (sufficient evidence) of the amount of the client’s indebtedness to Chez Charlene for purposes of provisional sentence/summary judgment proceedings and/or any other purpose.

This document contains the entire agreement between the parties. No variation, novation or consensual cancellation of this agreement, and this clause, shall be of any force or effect unless reduced to writing and signed by all parties.

No indulgence by Chez Charlene towards the client or extension of time or extended terms for performance will constitute a novation of this agreement or a waiver of any rights of Chez Charlene.

Each clause, paragraph and right contained herein is severable from the others. If any clause, paragraph, provision or right contained herein is found to be defective or unenforceable the remaining clauses, paragraphs, provisions and rights shall continue to be of full force and effect.

This agreement may be executed by the parties in counterparts (in respect of which an electronic or facsimile copy thereof shall, prima facie, constitute a valid counterpart, each of which when so executed shall be deemed to be an original and when taken together shall constitute one and the same agreement.