Functions

Functions

• All standard furniture & equipment
• A variety of iron flower/candle stands
• Complete table setting with table linen and linen napkins, dinnerware, glasses and cutlery
• Full bar facilities
• PA system - for background music
• White or green umbrellas
• Dance floor area & feature fireplace

Halaal and Kosher meals are available on request. A surcharge of R92 per meal will be charged. Other special dietary requirements are also available.

Please note that no outside or private catering is permitted at Kleinkaap

Children under the age of ten years will be charged 50% of the agreed adult menu price. Children under the age of two years will not be charged. The minimum guests must consist out of adults and thereafter the amount of children can be considered.

Evening functions closes at 24h00, extension may be made prior arrangement and is charged R1140 per hour. R570 per hour is charged for extra usage of the bar after 23h00 prior arrangement.

The use of the venue before or after the stipulated times will be charged accordingly.

• Bookings will only be considered secured upon receipt of refundable deposit of R3000
• By paying a deposit, you indicate your acceptance of the terms and conditions of Kleinkaap.
• In the event of non-payment of the deposit within the time specified, Kleinkaap shall be entitled to cancel the booking after giving the client written notice.
• Menu choice & number of guests should be confirmed 4 weeks prior to the function

Full payment should be received 30 (thirty) working days prior to the conference/function date.

Take note: the final number of guests will not be changed after two weeks prior to the function.Kleinkaap must be informed two weeks before function date regarding re payment of extra guests with your deposit.

Some may be negotiated at an extra cost.

• Should the waiters and bar attendants work longer than the minimum hours, the standard rate per waiter will be charged, until the venue overtime rate kicks in. These prices are subject to change.
• Additional 3rd party operators - DJ, photographer
• Kleinkaap's own sound systems and DJ are available for your convenience can be made use of at an additional cost. Please book in advance.
• Catering excluded for 3rd party operators is charged at a normal Adult rate (see price package per person). If not arranged, the amount will be deducted from the deposit.
• Flowers
• Décor
• Kleinkaap's own sound systems and DJ are available for your convenience can be made use of at an additional cost. Please book in advance.

• Kleinkaap reserves the right to cancel any booking forthwith and without liability on its part in the event of any damage to, or destruction of the venue by fire, strikes, shortage of labour, or any other cause beyond the control of Kleinkaap, which shall prevent it from performing its obligations. In these circumstances every effort will be made to find an alternative venue .
• The client must confirm all changes and cancellations in writing.

• In the event of any cancellation, subsequent to the deposit being paid, the deposit will be non-refundable.

  ·  In the event of non-payment of the venue hire fees within the time specified, Kleinkaap shall be entitled to cancel a provisional booking without further notice or liability to the client.

  ·  Kleinkaap reserves the right to cancel a booking forthwith and without liability on its part in the event of any damage to, or destruction of the venue by fire, shortage of labour, strikes, industrial unrest, or any other cause beyond the control of Kleinkaap, which shall prevent it from performing its obligations.  In these circumstances every effort will be made to find an alternative venue.

  ·  Should the function be postponed or cancelled within 3(three) months of the function date, 50% will be payable of total amount and the deposit will not be refunded or transferred.

  ·  In written notification from the client to the supplier is received by fax, email or letter

  Within 3 months of the date of arrival a cancellation fee of 50% of the amount reflected on pro-forma invoice will be raised for immediate payment by client.

  ·  In written notification from the client to the supplier is received by fax, email or letter less than 1month to the date of arrival, the prepayment will be forfeited and the balance of the pro-forma invoice will be invoiced for immediate payment by the client.

  ·  Kleinkaap must be informed of all changes and cancellations in writing.

• Should the Kleinkaap house, hall, surrounding gardens, décor or linen be damaged during the course of the function, the client shall be held responsible and will be charged accordingly.
• Candles may not be placed directly on linen. Candleholders must be wide enough to ensure no wax on the linen and Kleinkaap has the right to remove the candles if necessary. Damages will be charged accordingly and deducted from the damage fee.
• Please ensure that any equipment requirements are requested well in advance of your function. Any additional items should be supplied or hired by the client at the client's cost. This will be confirmed and charged for two weeks prior to the function date.
• Décor and props must be removed between 08h00 and 16h00 the Monday, following the function. Any item not removed within 7 days of being placed in storage will be discarded. Kleinkaap does not accept liability for loss or damage of any item during this period. No permanent alterations are allowed, that includes damage to property, plants, flowers, nails and hooks in the walls, roof or frames
• Audio equipment may be set up outdoors - arrange with the DJ.
• All supplier details must be made known to Kleinkaap 4 weeks prior to function
• No fireworks will be allowed on the Kleinkaap property.
• No live animals will be allowed at Kleinkaap property.
• Kleinkaap, and its employees or any person employed at any function will not be held liable for any loss or injury to persons, due to negligence or any other cause whatsoever.

Kleinkaap has two self catering rooms available for hire at a cost of R280 per person sharing. Each room consists out of a double and single bed with an en-suite bathroom. Nearby accommodation is also available on request.

• All beverage requirements should be arranged prior to the function date.
• Full Bar facilities are available on request during conference hours.
• The bar is fully licensed, therefore all beverages must be purchased from Kleinkaap. Should you wish to provide wine, a corkage fee of R60 per 750 ml bottle will be charged.
• No wines, spirits, beers, soft drinks or food may be brought onto the premises.
• We require clients to brief us with regard to their requirements for the provision of a Full Bar or Wine and Malt, Cash or Account. Spcecific beverages can be included or excluded from the bar and should be arranged prior to the function date..
• A limit may be stipulated for an account bar. In order to monitor the accumulative total Kleinkaap will supply a regular reconciliation of the account for the duration of the function. Kleinkaap will include a 10% service charge applicable for all account bars.
• Any changes to beverage requirements at any stage are to be done so in writing.
• A beverage price list is available on request.

• No smoking is permitted in hall, near the tables in the garden or in the guest rooms.
• Ashtrays are provided outdoors in the designated areas.