Terms, Rules & Policies

Sandbaai Hall Hire Terms, Rules & Policies

These conditions apply to all bookings of the Sandbaai Hall. By making a booking or paying fees, the Hirer agrees to abide by these rules and policies. More detailed terms may be included in the rental agreement attached to your invoice email.

1. Booking and Payment

  • Bookings must be made in advance through the online booking form.
  • A refundable deposit is required to secure the booking.
  • Full payment of the hire fee must be made no later than 10 days before the event.
  • For events made less than 10 days before an event, the full amount is due on receipt of invoice.
  • The Committee reserves the right to cancel a booking if payment is not received on time.

2. Deposits and Refunds

  • A refundable security deposit is required to cover potential damages, cleaning, or overtime use.
  • The deposit will be refunded within 7 days after the event, subject to inspection.
  • Deductions may be made for damage, excessive cleaning, or late departure.
  • No deposit is charged for official meetings, such as AGMS.

3. Use of the Hall

  • The Hall may only be used for the purpose stated in the booking. Sub-letting is not allowed.
  • The Hirer is responsible for the conduct of all guests and service providers.
  • Noise must be kept within acceptable levels and comply with Overstrand by-laws. All music must stop by 1:00am.
  • No illegal, offensive, or unsafe activities are permitted.

4. Alcohol and Catering

  • Sales of alcohol must go through the Hall Bar, which has a valid liquor license.
  • Corkage fees apply when bringing own alcohol.
  • The serving of alcohol must comply with South African law.
  • Caterers and Hirers must leave the kitchen clean and in good condition.
  • You must indicate on the booking form if you want the bar to be open during your event.

5. Health, Safety, and Security

  • The Hirer is responsible for the safety of all guests during the hire period.
  • Fire exits and equipment must not be blocked or tampered with.
  • Smoking is strictly prohibited inside the Hall.
  • The Committee accepts no responsibility for loss, theft, or damage to personal property.

6. Hall Rules

  • The Hirer must ensure respectful use of facilities, furniture, and equipment.
  • No decorations, notices and the like may be attached to any wall or blind.
  • Under no circumstances may flour, maize meal, powder or any similar substance be used on the hall floor.
  • All furniture must be returned to its original position.
  • Any damage or breakages must be reported immediately.
  • The Hall must be left clean and tidy, with rubbish disposed of properly.

7. Cleaning and Waste

  • The Hirer must leave the Hall, bathrooms, and kitchen in a clean condition.
  • All rubbish must be placed in bins or removed from the premises.
  • Clearance and cleaning should start immediately after the event, unless another arrangement had been previously agreed with the Hall Manager.
  • All tables and chairs must be stacked neatly and with great caution in the designated rooms/spaces.
  • Failure to clean adequately may result in deductions from the deposit.
  • Cleaning service by a third party is an option on the booking form.
  • All leased equipment should be left in a clean state by no later than 10am on the day after the event.

8. Keys and Access

  • Keys or access codes must be collected and returned as instructed by the Committee.
  • The Hirer must lock and secure the Hall or notify the Hall Manager upon departure to ensure that the Hall is locked.

9. Cancellation and Refund Policy

  • Cancellations must be submitted in writing (email accepted).
  • 60+ days before event: Full refund (including deposit).
  • 30 to 60 days before event: 50% refund (excluding deposit).
  • Less than 30 days before event: No refund.
  • If the Committee must cancel an event due to safety, municipal requirements, or misrepresentation, all fees and deposits will be refunded in full.

10. Liability and Compliance

  • The Hirer is liable for all damage, loss, or additional costs during the hire period.
  • The Committee and Overstrand Municipality accept no liability for injury, loss, or damage during hire.
  • The Hirer indemnifies the Committee against any claims arising from the event.
  • The Hirer must comply with all South African laws, municipal by-laws, and these policies.

Contact

Sandbaai Hall Management Committee
Sandbaai, Overstrand Municipality, Western Cape, South Africa
admin@sandbaaihall.co.za / booking@sandbaaihall.co.za / bar@sandbaaihall.co.za / manager@sandbaaihall.co.za

These Terms, Rules & Policies are subject to change at the discretion of the Sandbaai Hall Management Committee.

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