2018

Heidi Adendorff

Cell: 082 5666 360

Mail: bookings@rockyridgeestate.co.za

Rocky Ridge Estate party venue

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| Web: www.rockyridgeestate.co.za | Cell: 0825666360

GENERAL INFORMATION

Contents How do we “work”? .......................................................................................................................................................... 3

Booking/quote procedures ............................................................................................................................................... 4

Mini-town lapa .............................................................................................................................................................. 6

The garden as your party spot .................................................................................................................................... 10

Klipkoppie lapa ............................................................................................................................................................ 12

Play areas ........................................................................................................................................................................ 15

Fantasy mini-town play area ....................................................................................................................................... 15

Play parks .................................................................................................................................................................... 15

Free items ....................................................................................................................................................................... 16

Included in all bookings: ............................................................................................................................................. 16

For the kids .............................................................................................................................................................. 16

For adults ................................................................................................................................................................ 16

For all ....................................................................................................................................................................... 16

In the lapas (just book it, if you need it) ................................................................................................................. 16

Available catering ............................................................................................................................................................ 16

Adults: ......................................................................................................................................................................... 16

Kids .............................................................................................................................................................................. 16

Allowances ...................................................................................................................................................................... 16

The following is not allowed ........................................................................................................................................... 17

Sessions ........................................................................................................................................................................... 17

Equipment for hire .......................................................................................................................................................... 17

Terms and conditions ...................................................................................................................................................... 18

General rules regarding kids and toys ........................................................................................................................ 18

Party times .................................................................................................................................................................. 18

Party spots .................................................................................................................................................................. 18

External service providers for catering, decor etcetera ............................................................................................. 19

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Fees and bookings ....................................................................................................................................................... 19

Fees and bookings: Minimum rates or lapas during different seasons ...................................................................... 20

Cancellation policy ...................................................................................................................................................... 20

Refunds ....................................................................................................................................................................... 20

Hired items & free items ............................................................................................................................................. 20

Free items ................................................................................................................................................................... 21

Payment of incidentals ............................................................................................................................................... 21

Stocktaking .................................................................................................................................................................. 21

Off-loading your party goodies ................................................................................................................................... 21

Our staff's responsibilities ........................................................................................................................................... 21

Music ........................................................................................................................................................................... 21

Noise & Disturbances .................................................................................................................................................. 22

General ........................................................................................................................................................................ 22

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How do we “work”? Your total booking fee will consist of the following:

A booking fee consists of an entrance fee per person PLUS your party spot hire PLUS optional extras: Extras such as décor, equipment hire, bottomless tea & coffee, party packs must be added on top of the

entrance fee and party spot hire.

The following items are automatically included in your basic booking fee:

o Exclusive use of the party spot of your choice.

o Enough chairs for adults and some tables.

o White picnic benches with small umbrellas for 20 kids.

o Braai facilities.

o Roofed party spots comes with

o Electricity

o Kettle

o Sink

o Klipkoppie lapa also have fridges & freezers. Please supply your own cooler boxes or baths for ice at

the Mini-town lapa or garden.

o Access to all play areas for kids.

o If you are a FaceBook friend - 20 glasses free.

o Staff to help with off- and upload of your stuff.

o Cleaning services afterwards.

o The set-up of everything that you hire from us - decor, equipment hire and so on.

Need to book for a longer time?

A booking is made either for one or two sessions. We have morning, afternoon and an evening sessions.

To book for two sessions you will pay a bit more, but not double.

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How will you know for how many people to book?

Bookings are made according to the tentative number of people you plan to invite. The Monday before your

party, we will work on the final figures that you provide then, for the final payment.

How do I secure my booking?

A 50% deposit (4 days after you have received the FULL quote) will secure your booking and the rest is only

due the Monday before your party.

How can I receive a discount or free items?

Certain times of the year lower rates are applicable AND some month’s further discounts are granted. Look

out for these via our FaceBook page.

Each party spot comes with a set of free items.

Become our friend on Facebook – there are many “specials” advertised from time to time.

Have a look on our web site on the “specials page” – there are many “specials” advertised from time to time.

Book a Sunday – we have cheaper rates for an extended session on Sundays. (Although this is not always

available Nov & Dec.)

Book a Friday – Fridays are cheaper than a Saturday.

Book for a big group of friends & family – we will give you a discount

Booking/quote procedures 1. Complete the RELEVANT online booking/request for a quote, form. There are different forms for the

different times of the year. Click here to go to the forms

2. We will issue you with a quote/proforma invoice where you can add the Optional Extras such as:

a) Equipment hire

b) Children’s decor, linen & party packs form

c) Other decor

3. Please let us know if you want to book – we will have to look at the availability, first.

4. We will add your booking to our calendar.

5. To confirm your booking, you will have to pay the deposit within 4 days after the booking date.

6. As soon as we have received the form and deposit, your booking will be confirmed

7. The rest of the money is due the Monday before your party.

8. Confirmation of the actual numbers of children and adults is required by 16:00 on the Monday before

the function. We will not contact you; you will please have to let us know. You also have to confirm the

booking details and change whatever you want to change or add. A final invoice will be issued. The

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outstanding balance and guest list must reach us by Monday 16:00, otherwise we will work on the initial

booking details.

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Mini-town lapa

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The mini-town lapa

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The mini-town lapa

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The mini-town lapa

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The garden as your party spot

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The garden: Big group

bookings

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The garden: Different

parties

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Klipkoppie lapa

Klipkoppie lapa

Klipkoppie lapa

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Play areas

Fantasy mini-town play area

Play parks

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Free items

Included in all bookings:

For the kids

• For every 4 kids: -One small wooden (white) picnic table -One small umbrella (white or pink) OR

Plastic tables & chairs (you will have to hire the linen to cover chairs & tables) •Maximum 5 tables free •Access for kids to Fantasy Mini-Town •Fantasy clothes for kids •Junior toilets for kids

For adults

•Klipkoppie Lapa: Six tables + enough chairs. •Other party spots: Two tables (1 black plastic table with umbrella and 1 trestle table) + enough chairs

For all

•Braai facilities (wood, charcoal not included) •Cleaning services after function •Staff to assist with off- and loading of your stuff •Secure open parking on premises •Well shaded garden

20 free glasses if you are a FaceBook friend of us!

In the lapas (just book it, if you need it)

•Fridge, Freezer (Only Klipkoppie lapa) Zink •Electricity •Kettle •DSTV satellite dish - bring own TV & decoder (only Klipkoppie lapa)

Available catering

Adults: * Bottomless tea and coffee * If needed, we will provide you with contact details of caterers.

Kids Party packs

Allowances • Own catering is allowed. • You may do your own décor – although we really LOVE doing decor! • You are allowed to bring your own alcoholic drinks.

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• Bring along anything you may need, or hire it from us. No need to bring your whole house! We have most items normally used for functions available. Hiring of these items includes placing it at your specific venue, taking it away afterwards as well as the cleaning and washing of these items.

The following is not allowed • Own music systems & DJ’s– unless the service provider has signed our Terms of Conditions. We have small and

medium size music systems that may be used by you. • Décor/draping/linen/party packs from other companies – unless we have agreed to it in writing.

Sessions Morning 10:00-13:00

Afternoon 14:00-17:00

Evenings: 18:00 - 24:00

Sunday sessions can run over lunch-time - from 11:00 or 12:00 for three hours.

Equipment for hire • Bar accessories • Braai accessories • Cutlery • Decor ware • Dinner ware (white porcelain) • Electrical ware • Electronic ware • Gazebos • Glassware • Heating equipment • Kids’ dinnerware • Linen for kids & adult tables & chairs • Serving ware • Table accessories • Extra tables & chairs • Tea & coffee ware (white porcelain) • Umbrellas • Jumping castles • Swimming pools for kids

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Terms and conditions

General rules regarding kids and toys

Adult supervision of children is necessary at all times. If you see something that may be harmful to any-one,

please converse this to all – especially to the staff on duty. Although we try and maintain all our equipment on a regular basis – anything is always possible. There are CHILDREN playing and they have sometimes the skill to destroy almost anything :-), as well as normal wear-and-tear can result in dangerous situations for them. Please look after your kids!

So once again - your children are YOUR responsibility at all times. Our staff on duty are not trained child minders and that is not their duty to look after your children.

It is the responsibility of the adults/parents to see that children do not vandalize property, toys and equipment. You will be held responsible for purposeful breakages. Our toys are of best quality and very expensive.

No children/persons over the age of 10 years are allowed to use the wheel toys. One wheel toy’s s cost is in the region of R750 – you WILL pay it if you break it. Please, please obey these simple rules....

Please do not allow your kids to ride IN the doll prams – they WILL break. Once again you will be liable for breakages.

Please alert the staff if you see somebody disobeying these rules.

No children are allowed in the Fantasy mini-town before the session starts (10:00, 14:00 or 18:00). We like to tidy and clean everything to provide a fresh and clean environment for the all. If you have booked a full day – please take your children to the play parks between 13:00 – 14:00 to allow our staff to clean everything quickly, before the next session starts, with new guests.

The gates at the mini-town area may not be closed to keep your children "in" or other “out”. This creates undue inconvenience to other groups. ALL children have access, to all play facilities.

Party times Lapa bookings for morning sessions:

o You may access the lapa from 9:00 to do your set-up. You may use the lapa until 13:00, and then move

out as swiftly as possible. Please consider the next group - they have less time than you had to prepare

for their party.

Lapa reservations for afternoon and evening sessions:

o Please allow the guests from the previous session, to continue their party until the set time (13:00 for

the morning session and 17:00 for the afternoon session). Allow them after that at least 30 more

minutes to gather their party stuff and to move out. These 30 minutes are also used by our staff to tidy

and clean for your session. Obviously, if there is not a booking before your session, you may move in

sooner. Find out what the situation is the Monday before your party.

Keep the session times. You are welcome to download your party goodies earlier (without disturbing the current

party), while waiting for the previous session to end.

Party spots

A breakage fee will be payable for any broken or vandalized equipment and items.

You are allowed to set up your party 30 minutes before the session starts.

Tablecloths only available if hired.

Please keep to the session hours - if the session is finished please clear the area on time as we need to tidy up for the next session.

A compulsory amount of is added for the washing of dishes if you have hired any crockery etc.

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Please ensure that you and your guests have the map to our place available online on our website under the "Contact us" page.

External service providers for catering, decor etcetera

Outside caterers, party organisers or any type of service providers are only allowed on the premises, IF

authorised in writing by Rocky Ridge Estate management AND they have signed our TOC.

We will need their names, details when you apply for permission. The application must clearly state which services they plan to render to you. We also need to know what they will need, how long they will be there etcetera. They will have to sign an agreement to adhere to our TOC before they will be allowed on the premises to render any services.

Caterers or other service providers are not allowed to do the following: o To make use of the main kitchen (in the same building as the inside play room, private party lounge)

without booking it and paying the applicable fee for the use of it, before the time. This is not the kitchen that forms part of the Klipkoppie lapa.

o To wash their dishes, pots, pans etcetera on our premises. o To use fridges and freezers not allocated to the party spot/s booked for their function. o To deliver / store any furniture, food, equipment before or after the party. If we do grant permission for

anything to be stored at our venue, we DO NOT accept any responsibility in case of theft, fire or anything negative that may happen to these items.

o To leave ANY food, dirty dishes, and furniture, ANYTHING behind. EVERYTHING must be taken away when the booked party time is over. No food rests to be dumped in our baste bins. NO EXCEPTIONS!!!!!

o To use more tables, braai areas, chairs electricity points than what is booked for and available in the party spot/s booked.

o To use any table cloths, decor, other furniture or any items available elsewhere on the premises that are not allocated to their party spot, booked and paid for by their hosts.

o To use electrical extensions in the gardens to provide electricity for kettles, music systems and so on. o To exploit/use the staff of the venue for their tasks such as off loading, setting of tables, cleaning and so

on. These services are only available to our clients. Service providers are not our clients.

Hosts will be held responsible for the service providers that do not adhere to our rules.

Fees and bookings A 50% non refundable deposit is required to confirm a booking. The deposit will be forfeited if the function is

cancelled.

Once a deposit is paid the current version of a booking document will be binding. You cannot cancel orders for décor /party packs after deposit has been paid.

A 80% non refundable deposit to confirm an EXCLUSIVE booking (to book all the party spots – the whole venue)

Final payment is required 5 working days before the function date.

Confirmation of the actual numbers of children and adults is required by 16:00 on the Monday before the function. We will not phone you, you have to phone us.

Rocky Ridge Estate retains the right to make more than one reservation/booking per venue and session at their discretion without any further notice – unless a venue booked exclusively.

To obtain the right to book the venue (all party spots) exclusively for you and your group, an 80% deposit must be paid, and is non-refundable.

Entrance fees are applicable to all children from walking age upwards.

Prices are subject to change without prior notification.

The obligation lies with the client to follow up on any price increases through the year.

If you have any enquiries or need any help with the organising of your function, please contact us without delay.

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Fees and bookings: Minimum rates or lapas during different seasons The total booking fee will be used to calculate the minimum rate per roofed party spot. In other words: The party

spot hire fee PLUS the entrance fee must be IN TOTAL more than the applicable minimum fee. Other wise the

minimum fee will be applicable.

Cancellation policy Cancellation fees are applicable after paying a deposit to confirm your booking. By paying a deposit a client admits and agree that he/she will adhere to our cancellation policy.

Non-exclusive bookings:

o Cancelation fees: 30 days before function date 70% of invoice

o 14 days before booked date 80% of invoice

o If a function is cancelled in less than 7 working days prior to the booking date the FULL outstanding amount will also be payable.

Exclusive bookings (all party spots):

o 60 days before booked function date: 80% of invoice

o 30 Days before booked function date 100% of invoice

Refunds No refunds what so ever, will be given on any purchases done or monies paid towards outside service providers

by Rocky Ridge Estate on request of the client, and as ordered/requested by client.

NO refunds what so ever on any catering items.

No refunds on any deposits paid.

No refunds for guests not showing.

No refunds in case of bad weather.

No refunds in case of an electrical power failure. We do not provide generators in case of a power failure. You are welcome to provide your own generator and fuel.

No refunds for electrical equipment that cannot be used in case of a power failure.

Hired items & free items All items quoted on and used remain the property of Rocky Ridge Estate, unless otherwise stated.

All damaged, lost or items with candle wax on will be charged for according to the replacement or cleaning fees.

The client will be responsible for all booked items from arriving until leaving the venue.

It is the client's responsibility to inform the staff that they are leaving, by which time the hired items must be counted and checked by the staff.

The client and staff member must sign the applicable form.

Any items damaged or lost must be paid before leaving the premises.

Please also refer to "Stocktaking" paragraph.

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Free items Familiarize yourself of what is included in your reservation and what not. There is a page for “free items” in the

“booking book”. Some things like tablecloths are not included.

There are more items included in the rent of lapas that do not apply to garden bookings. You must let us know

which of the free items you want to use - such as microwave oven, etc.

Payment of incidentals Remember to bring cash for extra things you want to rent, unexpected guests arriving or accidental breakage.

Please pay what you owe before you leave the premises.

Ask the staff on duty for any additional items needed on the day of the party.

Our staff will count your guests at some stage as unnoticeable as possible (not to inconvenience you of course).

It's not a crisis if someone suddenly shows up - we know it happens.

Stocktaking Make sure you arrive early enough to have time for the inventory: 5 minutes before, and after the party, will be

enough.

You must sign for what you have received. That will be for any items that you rent from us –such as glasses etc.

This also applies if we provide catering services such as bottomless coffee & tea. The responsible person on duty

will provide you with a form that you must sign.

At the end of your party these items must be counted again. You must please not leave the premises without

this being done - otherwise, you will be held responsible for items that are not there.

Off-loading your party goodies You are welcome to drive in-between the Klipkoppie lapa and the hall to off-load your stuff BUT please remove your

vehicle when finished.

Our staff's responsibilities They must count your guest at some stage.

There are always at least two staff members on duty during a party. Please ask them if you want to know

something or need something.

One or more of the following type of staff will be on duty:

A mini-town assistant that is responsible for the toys, fancy clothes and houses. She/he is not there to look after

your children. If she has a problem with the children she is suppose to tell you about it. Please do something

about it. That's her job - she gets in trouble when the windows or the toys, for example are broken.

A cleaner that can also help you download your stuff if his other duties are done. He is responsible for cleaning

the venue and bins. He is also responsible for locking the facilities and should be informed if you are ready to

leave if you had an evening function.

Music

Own music systems & DJ’s are ALLOWED if the service provider has signed our TOC. You as the client will have to

ensure at all times that the music is not a nuisance to the neighbours or other guests. If we have a problem of

neighbours complaining, you will be asked to turn the music OFF – not softer – OFF. The electricity supply will

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be discontinued without further discussion if further complaints regarding excessively loud music, continues.

Please, please, we do not want to aggravate our neighbours. They are usually very tolerant and do not complain

unnecessary.

Evening Sessions: Loud music is only allowed within the lapas (the lapas help to absorb sound). All loud music

should promptly be stopped by 24:00. You are never the less welcome to stay a bit longer. Our staff has been

instructed to cut the power if guests do not adhere this principle. Our good relationship with our neighbours is

important to us!

During the day: Soft background music that does not disturb other, is allowed.

Noise & Disturbances No-one is allowed to be a disturbance to the detriment of any other guest.

Please consider the fact that we do have neighbours, who can get very upset if there are loud noises, cars

revving or people screaming in the parking area. Their house is just right next to the parking area.

General Please let us know if anything is not to your satisfaction, or broken. We appreciate your feedback - positive

feedback too.

If Heidi - the owner and manager is not there, and something goes wrong and the staff cannot sort it out, you

are more than welcome to contact her. That way, the problem may be addressed and sorted out, then and

there....

We look forward to have you and your guests here. Enjoy it, take many photos, and (upload it on our Facebook

page, please!) socialize and laugh with your good friends and family and please come back soon!

Please acknowledge that you have received this “Party Venue info” letter and that you, your guests and if

applicable, your external service providers, will abide to all our rules.