Warm Karoo Wedding & Event Terms and Conditions

Introduction

These terms and conditions (the “Terms”) govern all contracts for hosting events at Warm Karoo Wedding & Event Venue (the “Venue”). By entering into a contract to reserve the Venue, you (the “Client”) acknowledge and accept these Terms.

Payments and Deposits

  • Your event and chosen date are confirmed once you have paid the full venue hire fee and submitted your completed Wedding Confirmation Contract (for weddings) or Event Confirmation Contract (for events). 
  • The venue hire fee serves as a deposit and confirms your chosen date.
  • The balance of the final invoice is due 14 days before the event date.
  • By making a payment, you acknowledge and agree to be responsible for all costs arising from the event.
  • You confirm that you are familiar with the contents of this document.

Venue, Accommodation, and Operating Hours

  • Warm Karoo does not hold provisional dates, and all rates are subject to change until confirmed.
  • Operating hours are from 08:00 to 24:00.
  • Music volume must decrease by 23:45 and be turned off by 24:00. Last beverage orders are accepted 30 minutes before closing.
  • Check-in time is at 14:00, and check-out is at 10:00. Late check-out (after 10:30) incurs a fee of R450.00 per person.
  • Personal items must be collected within three days after the event, excluding the Sunday after a Saturday evening event. Arrangements for collections beyond this period must be made with management.
  • Warm Karoo is closed on Sundays, but collections are permitted on Mondays.

Bar & Beverage Agreement

  • Warm Karoo is fully licensed and exclusively manages all bar and beverage services.
  • Only Warm Karoo-branded beverages are allowed; external alcohol or beverages are prohibited.
  • Warm Karoo complies with South African Law, prohibiting alcohol consumption for those under 18. Proof of age may be requested.
  • Bar preferences (open/cash) must be confirmed in writing.
  • Beverage prices are subject to change without notice.
  • Spier Vineyards is the exclusive wine supplier to weddings hosted at Warm Karoo.

Catering

  • Warm Karoo offers in-house catering services. External caterers or food/beverages (excluding wedding cake) are prohibited.
  • Final menu prices are confirmed upon selection.
  • Special dietary requirements can be accommodated with prior arrangements; additional fees may apply.
  • Clients must inform staff of food allergies, and Warm Karoo is not liable for allergic reactions.
  • No food or drink may be removed from the premises after the event.

Cancellations

  • Deposits will not be refunded in case of cancellation.
  • No refunds for cancellations made within 14 days of the event date will be granted.
  • Cancellations within eight weeks of the event require a minimum payment of 50% of the quoted total amount.
  • Warm Karoo reserves the right to cancel any booking without liability in case of unforeseen circumstances beyond its control.
  • If full payment is not received 14 days before the event date, Warm Karoo reserves the right to cancel all booked services.

Outdoor Events

If you choose to book one of Warm Karoo’s outdoor/open-air spaces for your event, please note that Warm Karoo assumes no responsibility for rain or other inclement weather. We recommend considering using a stretch tent or other forms of cover to protect your guests and event from the elements at your own expense.

General

  • All events must maintain acceptable noise levels during functions.
  • Warm Karoo retains the right to hire its staff, and clients may not appoint individuals to work on behalf of Warm Karoo or its premises.
  • All guests enter the Venue at their own risk, and Warm Karoo is not liable for any loss or damage to personal property.
  • Warm Karoo will make every effort to accommodate date changes due to unforeseen circumstances, with associated costs determined on a case-by-case basis at the discretion of the managing director.

Indemnity

The Client agrees to indemnify Warm Karoo against any claims arising from the event, except in cases where damages or losses resulting from the negligence, willful misconduct, or fraud of Warm Karoo, its employees, representatives, or any member thereof.

Acceptance

By signing a contract to book the Venue, the Client acknowledges and agrees to be bound by these Terms.

Warm Karoo
Everything Authentic | Warm Karoo

Legal ©2023 Warm Karoo. All rights reserved.

voted bloemfonein’s best venue for 2 consecutive years

WEBSITE DEVELOPMENT – BRAND PUBLIC AGENCY