Dear Client
We thank you for your interest in the SCC as a venue for your event.
We would be delighted to assist you with your event and look forward to making your event a successful occasion.
This venue booking agreement comprises of the below mentioned sections which are for your consideration and completion:
- Booking Form;
- SCC Venue Hire Terms and Conditions;
- SCC Event Resource Guide; and
- Price Schedule.
(“ the Agreement ”)
You are requested to complete and sign/initial all the pages of this Agreement and return the completed
documents to sulemanconventioncentre@gmail.com with your name and surname as the subject , after which and
following receipt of payment of the Deposit, the SCC will confirm your booking of your event.
On confirmation of the booking of your event, your Event Officer will forward you a Function Sheet for completion, which, together with the Agreement, will record the details and requirements of your Event.
The SCC looks forward to hearing from you and should you have any further queries regarding the Venue or the event as a whole, please do not hesitate to contact your Event Officer.
SCC EVENT RESOURCE GUIDE
We look forward to supporting you in hosting a successful Event. To aid you in the planning process for
your Event, we have compiled the following information.
Capitalised terms used but not defined in this Event Resource Guide shall have the same meaning as in
the Terms and Conditions.
ANCILLARY AREAS
The Venue for hire includes the hall, rest rooms, common areas located in the entrance, prayer rooms as
well as the garden area.
ACCESS
Access to the Premises and your conduct on the Premises is subject to the SCC’s Policies and Procedures
(relevant extracts of which applicable to the hiring of the Venue are available on request) . You will
ensure that at all times during the Event (including constructing and dismantling) you and your
employees, Staff and guests, comply with the SCC’s Policies and Procedures. If you wish to conduct a
“dry-run” of the Event, you or your Staff, performers, exhibitors or any other persons associated with
the Event shall be allowed to do so 48 (forty eight) hours prior to the commencement of the Event on a
Business Day, during office hours (09:00 to 16:00) and subject to confirmation with the Event Officer.
AUDIO VISUAL
Audio and visual can be arranged by the SCC at an additional cost, or you may use your own service
provider. You acknowledge that you will comply with the requirements of the Event Officer with regard
to the volume of sound produced in relation to the Event. You acknowledge and confirm that it will be
your responsibility to negotiate the terms of service and rates with the Preferred Service provider.
BANNERS
We request that details pertinent to Banners required for your Event be recorded in the Function Sheet
and discussed with your Event officer prior to your Event date. Only professionally printed signage is
allowed in the Venue areas. These signs can be used with easels or in sign stands. No banners may be
hung along the walls of the public areas of the reception foyer and entrance. In addition, nothing is to be
placed over exit doors or located to conceal or obscure any exit.
CATERING
You are to use your preferred caterer. Cooking facilities are available for large cauldrons (deghs).
Please contact our Preferred Service Provider as reflected on the Preferred Service Provider Schedule
to custom design menu proposals for your Event or consult your Event Officer for assistance. You
acknowledge and confirm that it will be your responsibility to negotiate the terms of service and rates
with the Preferred Service Provider.
CONDITION OF PREMISES
You will, for the Venue Rental Period (including constructing and dismantling of any Event) protect all
floors, walls, soft furnishings, glass, pillars, cornices, entrances, decoration, artworks, furniture and
fixtures and fittings relating to the Premises and may not paint, affix or attach thereto any advertising
signs, notices or other matter without our prior written consent. Prior to vacating the Premises, you
must, at your own expense, ensure that the Premises and Equipment have been restored to the original
condition they were in prior to the Event; this includes the cleanliness of the Premises.
DAMAGE
You shall repay to the SCC, on demand, the cost of reinstating or replacing any part of the Premises or
any Equipment or property whatsoever belonging to the SCC in or upon the Premises which is damaged,
destroyed, stolen or removed during the event.
DÉCOR
Please contact our Preferred Service Providers as reflected on the Preferred Service Provider Schedule
for custom design décor for your Event or consult your Event Officer for assistance. You acknowledge
and confirm that it will be your responsibility to negotiate the terms of service and rates with the
Preferred Service Provider.
DELIVERY
You are responsible for ensuring that persons who supply equipment, decorations and other goods and
all other persons on the Premises in connection with the Event shall bring in and take away goods at such time as the Event Officer considers reasonable and in such manner as to prevent nuisance or
annoyance to the SCC. In any event this shall not be before 06:00am or after 10:00pm.
ELECTRICAL
The SCC provides standard electrical services and access. In the event that you require additional
electricity requirements for the Event, please indicate this on the Function Sheet and contact your Event
Officer in writing 14 (fourteen) days prior to the Event to assess the possibility of complying with such
requirements and if necessary, arrange for such additional electricity, at your cost. You are not
permitted to alter or add to the existing electrical installations on the Premises without our prior written
approval. The SCC will supply electricity via a generator if there is a power failure due to load shedding.
EQUIPMENT
Specific details and the range of available equipment are available from your Event Officer upon
request. You will pay any costs of hire, delivery, removal and installation of any Equipment requested by
you that is not in the SCC equipment inventory. No Equipment belonging to the SCC shall be removed
from the Premises. For more information on Equipment, please contact your Event Officer.
INTELLECTUAL PROPERTY
You may only use the text “ SCC ” reference in terms of the Venue details for your Event. You shall have
no right to use any intellectual property of the SCC (including, but not limited to the SCC logo) in any
manner whatsoever in relation to your Event or otherwise. If you are unsure as to the manner in which
you may use the reference to the “ SCC ”, please contact your Event Officer for further assistance.
PARKING
Secure parking will be provided inside the premises at no cost. The SCC is not responsible for damage or
theft of vehicles and the contents within outside of the premises gates.
REGISTRATION DESKS
You are to advise the Event Officer and reflect in the Function Sheet the number of tables and/or chairs
required for a registration desk. If additional staffing is needed for your activity or registration desk,
please consult with your Event Officer. Handwritten signs and flip charts are not allowed in any SCC
common areas.
REMOVAL OF REFUSE
You will ensure that the Venue and all ancillary areas utilised are left clean and tidy. Failure to do so may
incur charges for your account for additional services, including rubbish removal.
RESTROOMS
Public restrooms are located on each wing of the foyer. There is also a dust room in the women’s
restroom available.
SAFETY AND SECURITY
You will comply with all the safety and security requirements of the SCC as provided in the SCC
Policies and Procedures. You will ensure that emergency exits, equipment or signage are not
covered, obstructed or interfered with in any way during the Event
SMOKING
In adherence with national legislation, smoking is prohibited on the Premises and within 5 (five) metres
of any doorway, window or air intake where smoke may enter the Premises. For the avoidance of
doubt, smoking is prohibited in the restrooms and the SCC foyer.
TERMS AND CONDITIONS
The SCC Venue Hire Term and Conditions applicable to the Event govern the Venue hire.
VACATION OF PREMISES
If you fail to vacate the Premises by the time indicated on the Function Sheet, R7500 per hour will be
charged to you.
ENUE HIRE TERMS AND CONDITIONS
1 DEFINITION S AND INTERPRETATION
1.1 Definitions
In this Agreement, unless clearly inconsistent with or otherwise indicated by the context:
1.1.1. “ Agreement ” means this agreement set out in this document, together with the Booking Form, the SCC
Event Resource Guide; Preferred Service Provider Schedule and Price Schedule, each of which shall be
an integral part of this Agreement and shall be interpreted and construed accordingly;
1.1.2. “ Booking Form ” means the booking form to be completed by the Customer containing information
used for the purpose of recording the initial specifications, functionality, purpose, configuration and
details of the Event;
1.1.3. “ Business Day ” means any day other than a Saturday, Sunday or a public holiday as gazetted by the
government of the Republic of South Africa from time to time;
1.1.4. “ Customer ” means the person or entity named in the Booking Form as the hirer of the Venue and
includes but it is not limited to their employees, agents or Staff;
1.1.5. “Deposit” means the non-refundable 50% (fifty per cent) deposit of the Fees due and payable by the
Customer in order to secure the date and booking of the Event;
1.1.6. “ Equipment ” means any equipment provided by the SCC in relation to the Event or as specified in the
Booking Form or the Function Sheet, as the case may be;
1.1.7. “ Event ” means the function on a specific date or period of time as specified in the Booking Form or the
Function Sheet as the case may be and which will comply with the Event Purpose;
1.1.8. “ Event Officer ” means the person appointed by the SCC and who will be generally responsible for
matters concerning the Event or matters arising out of the use of the Venue;
1.1.9. “ Event Purpose ” means the purpose of the Event as specified in the Booking Form;
1.1.10. “ Event Set-Up ” means the Venue set-up configuration for the Event, as specified in the Booking Form;
1.1.11. “ Fees ” means the consideration payable, as set out in the Price Schedule by the Customer to the SCC
for the rendering of the Services;
1.1.12. “Function Sheet” means the document, as amended by the Parties from time to time, used for the
specific purpose of recording inter alia the specifications, functionality, purpose, configuration and
details of the Event;
1.1.13. “ Intellectual Property Rights ” means all patents, trademarks, trade names, goodwill, registered designs,
design rights, database rights, copyrights and other forms of intellectual property (in each case in any
part of the world, whether or not registered or registrable for their full period of registration with all
extensions, renewals and revivals, and including all applications for registration or otherwise), confidential information (including know-how or secret processes) and any similar or equivalent rights
and assets which may now or in the future subsist anywhere in the world;
1.1.14. “ SCC ” means the Suleman Convention Centre (Pty) LTD, a limited liability company incorporated under
the laws of the Republic of South Africa and having its registered office at 533 Barbara Coetzee street,,
Erasmia, Pretoria, 0183.
1.1.15. “SCC Event Resource Guide” means the document produced by the SCC, as amended or updated by the
SCC from time to time, providing general event information to Customers making use of the Premises in
support of this Agreement;
1.1.16. “ Parties ” means both the SCC and the Customer, and a reference to a “ Party ” shall be a reference to
either one of them as so determined by the context;
1.1.17. “ Policies and Procedures” means collectively or individually, as the case may be, the SCC’s policies and
procedures, including without limitation, emergency procedures, as amended or updated by the SCC
from time to time and relevant extracts applicable to the hiring of the Venue will be provided to the
Customer on request;
1.1.18. “ Preferred Service Providers ” means the exclusive service providers as set out in the SCC Event
Resources Guide and Preferred Service Provider Schedule in respect of inter alia catering, floral, decor,
photography and webcasting and conference call services and whom the Customer is obliged to appoint
in relation to such services required for the Event;
1.1.19. “ Preferred Service Provider Schedule ” means the Preferred Service Providers as specified and amended
from time to time;
1.1.20. “ Premises ” means 533 Barbara Coetzee street, Erasmia, Pretoria, 0183, South Africa
1.1.21. “Price Schedule” means the price list for the Services as amended from time to time;
1.1.22. " Services " means any service or facility, including the hiring of the Venue, that the SCC agrees to provide
or facilitate access to in relation to the Event;
1.1.23. “ Staff ” means those individuals provided by the Customer to perform a role during the Event, including
attendants, catering and waitering staff, stewards, receptionists and ushers;
1.1.24. “ Terms and Conditions ” means this document, updated from time to time, covering all financial and
legal implications of the agreement entered into between the Parties;
1.1.25. “ Venue ” means the space to be used for the Event within the Premises, as specified in the Booking Form
and the Function Sheet;
1.1.26. “ Venue Rental Period” means the period during which the SCC provides the Venue for rental for the
Event as specified in the Booking Form and the Function Sheet.
1.2 Interpretation
Where any term is defined within the context of any particular clause in this Agreement, the term so defined, unless it is clear from the clause in question that the term so defined has limited application to the relevant clause, shall bear the meaning ascribed to it for all purposes in terms of the Agreement, notwithstanding that the
term has not been defined in clause 1.1.
2. S TRUCTURE
The Parties agree that these Term and Conditions constitute a master agreement, and accordingly, that its terms shall
apply to each Schedule appended to this Agreement from time to time.
3. THE SERVICES
The SCC shall, upon acceptance of the completed Booking Form by the Customer, receipt of the signed
Agreement and receipt of payment of the Deposit, render such Services to the Customer as are set out in
and subject to the provisions of the Function Sheet and the SCC Event Resource Guide.
4. FEES
4.1 In consideration for the supply and provision of the Services, the Customer shall pay the SCC the Fees.
4.2 All additional costs and expenditure for additional Venues or Services requested by the Customer
(“ additional expenditure ”) shall be for the Customer’s account and will be disclosed to the Customer prior
to being incurred. The Customer agrees to pay the SCC such additional expenditure on presentation by SCC
of an invoice in respect of such additional expenditure.
4.3 The Fees exclude any charges of the Preferred Service Providers.
5 INVOICING AND PAYMENT
5.1 Customer shall forward a copy of the proof of payment by electronic funds transfer or deposit slip to
the Event Officer within 2 (two) days of payment.
6 SCC’ S OBLIGATIONS
6.1 The SCC shall ensure that at all times during the rendering of the Services to the Customer:
6.1.1 appropriately skilled and experienced personnel will render the Services in a timely, professional and
workmanlike manner in accordance with good industry practice;
6.1.2 the Premises are clean; and
6.1.3 the Equipment is in good working order.
7 CUSTOMER’S OBLIGATIONS
7.1 The Customer undertakes and shall be obliged to:
7.1.1 complete and provide accurate information relating to the Event as indicated in the Booking Form
and Function Sheet;
7.1.2 ensure that the restrictions and requirements as detailed in the SCC Event Resource Guide in respect
of the use of the Premises for the Event; the Policies and Procedures or as advised by the Event
Officer in relation to the Event, including, but not limited to the internal security and emergency
evacuation procedures are adhered to by the Customer and that its employees, Staff and guests
comply therewith;
7.1.3 ensure that the maximum number of guests permitted to the Venue at any one time is not
exceeded;
7.1.4 confirm that the Premises are clean and the Equipment is in good working order prior to the Event
and failing timeous notification thereof to the contrary to the SCC prior to the commencement of the
Event, the Customer will be deemed to have accepted that the Premises are clean and the
Equipment is in good working order;
7.1.5 for the duration of the Event, protect the Premises and not damage the Premises in any manner
whatsoever as further detailed in the SCC Event and Resource Guide;
7.1.6 appoint only those Preferred Service Providers detailed in the SCC Event and Resource Guide as
required for the Event;
7.1.7 provide the Event Officer with all details relating to the Event Set-Up, including but not limited to,
table plans, exhibition plans, floor plans and other audio visual requirements, temporary staff
requirements and room layouts as specified in the Function Sheet, a minimum of 14 (fourteen) days
prior to the Event;
7.1.8 appoint a nominated representative of the Customer (whose contact details shall be sent to the
Event Officer prior to the commencement of the Event), who shall accept responsibility for ensuring
the effective control and supervision of the Event and guests in terms of compliance with the
Agreement and the SCC Event Resource Guide.
8 INTELLECTUAL PROPERTY
Unless specifically authorised in writing by the SCC and then only to the extent so authorised, the Customer shall
have no right to use the Intellectual Property of the SCC and any derivations of same in any manner
whatsoever.
9 CANCELLATION OF THE EVENT AND TERMINATION OF AGREEMENT
9.1 An Event is confirmed on payment of the Deposit and on receipt by the SCC of a signed Agreement.
9.2 In the event of any cancellation of the Event or termination of the Agreement for any reason, no liability
shall fall upon the SCC in respect of any loss sustained or expenses incurred by the Customer or any other
person as a result thereof. The Customer is advised to insure against such loss.
9.3 The SCC may cancel or terminate the Services in relation to the Event, with immediate effect without
prejudice to its rights, if:
9.3.1 there is any significant omission from or a misstatement in the Booking Form by the Customer;
9.3.2 the Customer intends using the Venue or the Premises for an event and/or purpose other than the
Event Purpose;
9.3.3 the Event may, in the sole discretion of the SCC, lead to a breach of peace, acts of violence or
possible damage to the Premises or its contents or bring the SCC into disrepute;
9.3.4 the Event or any act in relation thereto contravenes any applicable legislation or statutory
regulations including, without limitation, the Occupational Health and Safety Act;
9.3.5 the Customer is placed under final sequestration, liquidation, business rescue or similar
circumstances; or
9.3.6 there is any breach of the Agreement which is capable of remedy and the Customer fails to remedy
such breach upon written notice to do so within the period set out in such notice.
9.4 In the event of a cancellation or termination pursuant to clause 9.3, the Fees paid will be forfeited and in addition, the Customer shall be liable to the SCC for any costs, expenses and losses incurred by the SCC as a result of such cancellation or termination.
9.5 The SCC may cancel or terminate the Services in relation to the Event on 90 (ninety) days written notice
to the Customer, if:
9.5.1 the Venue or building is under refurbishment/reconstruction or alterations as required by the
landlord of the Premises or otherwise and the Venue or building is, in the opinion of the SCC,
unsuitable to host the Services; or
9.5.2 the Venue or the Premises is required by the SCC for an internal SCC Event.
9.6 In the event of a cancellation or termination pursuant to clause 9.5, the Fees paid will be refunded to the
Customer.
9.7
9.7.1
9.7.2
If the Customer cancels the Event:
50% cancellation fee, of deposit paid, is applicable should the Customer cancel 90 (ninety) days prior
to the Event;
A cancellation fee of 100 % (one hundred per cent) of the deposit Fees will be levied should the
Customer cancel less than 60 (sixty) days prior to the Event.
10 POSTPONEMENT OF THE EVENT
10.1 In the event that the Customer wishes to postpone the Event, the Customer will advise the SCC in writing
of such postponement at least 90 (ninety) days prior to the Event.
10.2 The postponement of the Event will be subject to resubmission by the Customer of an amended Booking
Form recording the new date and time of the Event agreed to and this shall be confirmed by the SCC in
writing.
10.3 If the postponed Event is subsequently cancelled by the Customer, subject to clause 9.4, the SCC reserves
the right to levy an administration fee of 30 % (thirty per cent) of the Fees in relation to such cancellation.
11 FORCE MAJEURE
The SCC reserves the right to cancel any booking for an Event forthwith and without liability on its part in
the event of any damage or destruction to the Premises or Equipment by fire or other cause, strikes,
lockouts or industrial unrest, or any other causes beyond the control of the SCC which shall prevent it from
performing its obligations in connection with any Service.
12 LIMITATION OF LIABILITY
12.1 The SCC and the Customer agree that:
12.1.1 the Premises are made available by the SCC without any representation or warranty whatsoever,
whether express, tacit or implied;
12.1.2 the SCC’s consent for the use of the Premises is not an indication that the SCC has endorsed the
Customer and/or any of the content of any presentations at the Event or the Event itself;
12.1.3 the SCC reserves the right of admission in or upon the Premises in regard to any of the Customers
guests or Staff or other person in connection with any Event held on the Premises;
12.1.4 under no circumstances will the SCC make good or accept responsibility or liability in respect of any
loss, theft or damage, howsoever or by whomsoever caused, of or to any goods or property
whatsoever of the Customer in or upon the Premises;
12.1.5 the Customer shall be responsible for any damage caused to the Venue or the Equipment therein by
any act, default or neglect of the Customer or its guests or Staff, whether such is the SCC’s property
or whether hired specifically by the SCC or Preferred Service Providers for the Customer, and shall
pay to the SCC, on demand, the amount required to make good or remedy such damage;
12.1.6 the SCC shall not be liable or responsible for and assumes no liability for the acts and omissions of
the Preferred Service Providers, including but not limited to any arrangements or payments between
the Customer and Preferred Service Providers.
13 INDEMNITY
13.1 The Customer, hereby assuming personal liability in respect of any act performed by its Staff, employees
and/or sub-contractors (if any), indemnifies and holds the SCC, its officers, directors, employees and agents
(collectively, the " Indemnified ") harmless from and against, and shall, on demand, pay to the Indemnified
the amount of any and all damages, claims, losses, expenses, costs, obligations and liabilities, including,
without limiting the generality of the aforegoing, attorney’s fees on the scale as between attorney and own
client (" Claim ") suffered directly or indirectly by an Indemnified by reason of, arising out of, resulting from
or incurred in connection with:
13.1.1 the death or bodily injury of such person caused by the Indemnified;
13.1.2 any Equipment and/or goods supplied and/or services rendered by the SCC in connection with or
pursuant to this Agreement, including any defects therein;
13.1.3 the damage, loss or destruction of any real or tangible personal property of such person caused to
the Indemnified;
13.1.4 any failure by the SCC to perform, comply with and/or fulfil any of its obligations in connection with
or pursuant to this Agreement; or
13.1.5 any litigation, proceedings or claims by any third party, for whatsoever cause and howsoever arising
(including, without limiting the generality of the aforesaid, breach or alleged breach of intellectual
property rights of third parties) in connection with or pursuant to this Agreement.
14. GENERAL PROVISIONS
14.1 The Agreement records the entire and sole agreement between the Parties and supersedes all other writings or documents, which may have been issued between them.
14.2 The Agreement shall be governed by and interpreted in accordance with the laws of the Republic of South Africa.
14.3 Any dispute arising out of or in connection with the Agreement shall be finally resolved by arbitration,
held at Sandton, in accordance with the Rules of the Arbitration Foundation of South Africa (“ AFSA ”) by
an arbitrator(s) appointed by AFSA. In the event of urgent relief being sought, the Customer submits to
the exclusive jurisdiction of the South Gauteng High Court of the Republic of South Africa.
14.4 The Customer shall not be entitled to cede or assign, all or any of its rights and/or obligations in terms of
the Agreement to any third party whatsoever, unless by prior written consent of the SCC, which consent
shall not be unreasonably withheld.
14.5 The Parties choose as their domicilia citandi et executandi for all purposes under the Agreement, notices
or other documents or communications of whatsoever nature the addresses set out in the Booking Form.
14.6 The relationship of the Parties shall be governed by the Agreement. Nothing in the Agreement shall be
deemed to constitute any Party the partner of the other Party, nor constitute any Party the agent or legal
representative of the other Party. It is not the intention of the Parties to create, nor shall this Agreement
be construed to create any commercial or other partnership. Neither of the Parties shall have any
authority to act for or to assume any obligation or responsibility on behalf of the other Party. Neither of
the Parties shall hold itself out as a partner of the other Party.
14.7 The Parties shall display good faith in their dealings with each other.
14.8 No latitude, extension of time or other indulgence which may be given or allowed by any Party to the
other Party in respect of the performance of any obligation hereunder or enforcement of any right arising
from the Agreement and no single or partial exercise of any right by any Party shall under any
circumstances be construed to be an implied consent by such Party or operate as a waiver or a novation
of, or otherwise affect any of that Party’s rights in terms of or arising from the Agreement or estop such
Party from enforcing, at any time and without notice, strict and punctual compliance with each and every
provision or term hereof.
14.9 No addition to or variation of the Agreement shall be of any force and effect unless in writing and signed
by the Parties.
14.10 In the event that any provision of the Agreement is held to be invalid or unenforceable by any competent
court having jurisdiction, such holding shall not invalidate or render unenforceable any other provision of
the Agreement. The Parties will use their best endeavours to agree on a suitable substituted arrangement which will be valid and will give effect to the intentions of the Parties as reflected in the invalid provision.
14.11 The Agreement may be executed in several counterparts, each of which shall together constitute one and the same instrument.
