THANK YOU FOR YOUR ENQUIRY
Congratulations on your engagement and thank you for considering Freedom Hill Family Vineyards as your wedding venue. We would love to be part of your special day and we hope to be able to make it unforgettable.
With a picturesque view that overlooks the Simonsberg Mountains, Freedom Hill Winery is sure to give a truly impeccable ambiance creating the feeling of pure bliss and joyful freedom.
We look forward to hosting you and your wedding guests and will do our utmost to ensure that you have a distinct, excellent experience.
R301, WEMMERSHOEK RO AD, PAARL, 7646 PO BOX 6353 • UNIEDA L , 7 6 1 2 T: 021-886 6895 • F: 021-882 8207• E: [email protected] W: www.freedomhill.co.za (REG NR 1998/03121/07) BTW: 4480172370
PACKAGE CONTENTS: The Venues
Venue Rates
Venue Fee Includes
Venue Fee Excludes
Terms & Conditions
Directions
THE VENUE
The venue has a neutral, fresh finish that can be decorated as desired. A large front door opens from the venue to a spacious terrace and a widely spread lawn where guests can enjoy the beautiful views of the surrounding mountains. The venue also includes a beautiful bar area that can be used for extra seating or as a dance floor.
The venue can accommodate the following: Up to 80 seated guests with a dance floor in the bar area or on the terrace. Up to 120 guests for a cocktail style function.
THE AMPHITHEATRE
The amphitheatre located on the lawn outside the venue has a picturesque view of the Simonsberg Mountains and can be used
as the wedding ceremony area.
VENUE RATES (FULL WEDDING):
The wedding ceremony and reception to be held at Freedom Hill, the client has full access to the premises from 08.30 till 00.00 on the day of the wedding.
SUMMER WEEKEND RATES: JAN 2016 – APR 2016 & OCT – DEC 2016 – FRIDAY, SATURDAY, SUNDAY & PUBLIC HOLIDAYS 0 – 30 Guests (Seated) R 14 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 31 – 60 Guests (Seated) R 17 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 61 – 80 Guests (Seated) R 20 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 81 – 120 Guests (Cocktail Style Only) R 188.00 p.p. (Incl. VAT) Includes the basic fee for 80 guests plus R 188.00 per extra person
MID-WEEK RATES: JAN 2016 – APR 2016 & OCT – DEC 2016 – MONDAY – THURSDAY *NOTE: WINTER RATES (MAY 2016 – SEPT 2016) ARE THE SAME AS THE MID-WEEK RATES* 0 – 30 Guests (Seated) R 12 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 31 – 60 Guests (Seated) R 15 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 61 – 80 Guests (Seated) R 18 500.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area *Winter rates (May 2016 – September 2016) are the same as the mid-week rates 81 – 120 Guests (Cocktail Style Only) R 155.00 p.p. (Incl. VAT) Includes the basic fee for 80 guests plus R 150.00 per extra person
OPTIONAL EXTRAS: Full Coordination R6 000.00 (Incl. VAT) The venue coordinator will provide the following services at an additional fee: - Draw up an event sheet containing the schedule for your wedding day, the contact details and items of all suppliers involved, the final floor layout as well as any additional wedding information such as the set-up and breakdown times, the guest list, menu choices etc. - The coordinator will also attend your flower and décor mock-up. - Make follow-up telephone calls to all contracted suppliers one or two weeks before the wedding. - Provide guidance and supervision during your wedding rehearsal as well as on-site supervision and coordination at the ceremony and reception (if conducted at Freedom Hill) for up to 10 hours on the day of your wedding.
All rates are subject to change without prior notice. Please note the minimum fees applicable.
VENUE RATES (RECEPTION/DINNER ONLY): The Wedding Reception/Dinner ONLY to be held at Freedom Hill, the client has access to the venue for the duration of the reception and set-up times are to be arranged in advance with the venue coordinator.
SUMMER WEEKEND RATES: JAN 2016 – APR 2016 & OCT – DEC 2016 - FRIDAY, SATURDAY, SUNDAY & PUBLIC HOLIDAYS 0 – 30 Guests (Seated) R 5 000.00 (Incl. VAT) Venue ONLY 31 – 60 Guests (Seated) R 7 000.00 (Incl. VAT) Venue ONLY 61 – 80 Guests (Seated) R 9 000.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 81 – 120 Guests (Cocktail Style Only) R 188.00 p.p. (Incl. VAT) Includes the basic fee for 80 guests plus R 188.00 per extra person
MID-WEEK RATES: JAN 2016 – APR 2016 & OCT – DEC 2016 - MONDAY – THURSDAY *NOTE: WINTER RATES (MAY 2016 – SEPT 2016) ARE THE SAME AS THE MID-WEEK RATES* 0 – 30 Guests (Seated) R 4 000.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 31 – 60 Guests (Seated) R 6 000.00 (Incl. VAT)
Venue (Reception Area), Veranda, Lawn & Ceremony Area 61 – 80 Guests (Seated) R 8 000.00 (Incl. VAT) Venue (Reception Area), Veranda, Lawn & Ceremony Area 81 – 120 Guests*Winter (Cocktail rates (MayStyle) 2016 – September 2016 ) are the same as the mid R -155.00week ratesp.p. (Incl. VAT) Includes the basic fee for 80 guests plus R 150.00 per extra person
All rates are subject to change without prior notice. Please note the minimum fees applicable.
THE VENUE FEE INCLUDES: Exclusive use of the estate as well as the following items:
CUTLERY: Main 120 x Main Knives & 120 x Main Forks Dessert/Soup 60 x Dessert Spoons & 60 x Soup Spoons CROCKERY (WHITE CONTINENTAL) : Side 60 x Side Plates Starter 60 x Starter Plates Main 60 x Main Plates Dessert/Pasta/Soup 60 x Dessert/Pasta/Soup Bowls Platters 8 x White Platters GLASSWARE: Red Wine 60 x Red Wine Glasses White Wine 60 x White Wine Glasses Champagne Flutes 60 x Champagne Flutes Bar glasses: Tumblers 60 x Tumblers Bar glasses: Highballs 60 x Highball Glasses Bar glasses: Shot glasses 60 x Shot Glasses Glass Jugs 6 x Glass Jugs Ice Buckets 6 x Perspex Ice Buckets FURNITURE: Tiffany Chairs 60 x White Tiffany Chairs and Cushions Wooden Trestle Tables 6 x White Trestle tables (1.2m x 2.4m) Small Wooden Table 6 x White Small Tables Paris Chairs 60 x White Paris Chairs Cocktail Tables 3 x Cocktail Tables OTHER: Napkins 60 x Floral Napkins Generator 1 x Generator in preparation of load shedding BAR: Bar facility - Only Freedom Hill wines to be sold. Managed by Freedom Hill Barmen 2 x Barmen (For up to 60 guests) STAFF: Venue Coordinator 1 x Venue Coordinator for event duration Set-up Staff 1 x Staff Member for event set-up Cleaner 1 x Cleaner prior to event and on event day Security 1 x Roaming Security Guard for event duration
THE VENUE FEE EXCLUDES:
AVAILABLE FOR HIRE: 3 Piece White Antique Victorian Lounge Suite R350 Basic Sound System (Background music) R350 WAITERS & ADDITIONAL BARMEN: 1 x Waiter per 10 guests to ensure service excellence R65 per waiter 1 x Barman per 30 guests to ensure service excellence R70 per barman 1 x Runner will be required for more than 90 guests R45 per runner
Use of areas not specified Pre-ceremony and Pre-drinks Glassware Pre-ceremony and Pre-drinks Crockery and/or Cutlery Table Linen i.e. tablecloths Additional Cutlery, Crockery or Glassware Additional Ceremony or Reception chairs Additional Reception Tables Coffee/Tea (Cups, saucers, milk jugs, tea spoons, coffee, tea) Alcohol and Beverages Set-up of the ceremony reception and pre-drinks areas as well as table set-up Catering Arrangements Décor and Flower Arrangements Stationery Arrangements Photographer and Videographer Additional Lighting, Sound or DJ Services Event Coordination
FREEDOM HILL TERMS AND CONDITIONS:
BOOKING CONFIRMATION This document serves as a price guideline only once a written confirmation of your booking has been issued and received from Freedom Hill are prices confirmed. Note the venue is subject to availability. To fully secure the venue and the date of the function a non-refundable deposit of 50% is required and is payable within 10 days after receiving your invoice. If the deposit is not received the requested dates will be reopened for other interested parties without any prior notice. All bookings must be done in writing and faxed or emailed to the Freedom Hill Venue Coordinator with the following attached to confirm the booking request: - A copy of the proof of payment for the 50% venue deposit. - A signed copy of the Terms & Conditions. All rates exclude bar and beverage prices as well as menu prices. Please contact us at [email protected] to check the availability of the venue for your requested date.
PAYMENTS A 50% deposit of the full package is required to secure the date. A refundable deposit of R 1 000.00 will be required in case of any shortages or losses to the property of Freedom Hill. The remaining balance will be repaid within 10 working days after the function. The balance of the final amount is due 30 days prior to the function. Freedom Hill reserves the right to cancel all bookings should the balance not be paid in time. In case of a bar tab the outstanding beverage bill needs to be settled no later than 24hours after the function. All additional expenses incurred are to be settled in full prior to departure. Unfortunately no cheques will be accepted. Queries related to a particular invoice will not be sufficient reason for withholding payment on any invoice.
CANCELLATION POLICY A 50% cancellation fee will be applicable if the function is cancelled after the booking has been confirmed and deposit has been paid. Freedom Hill will thus retain the 50 % deposit. A 100% cancellation fee will be applicable should the function be cancelled 90 days prior to the function.
TIMES The venue is available from 08h30 until 00h00 on the day of the function if the full wedding is to be held at Freedom Hill. All guests must evacuate the venue by no later than 00h10 thereafter additional fees will apply. The set-up and starting times need to be arranged in advance with the venue coordinator when the client is only hosting a wedding reception/dinner at Freedom Hill. See below for the Freedom Hill wedding reception/dinner times: Breakfast Function 07h00-13h00 Lunch Function 12h00-17h00 Dinner Function 18h00-00h00 Should you wish to extend the time until 02h00 a fee of R 1 500 per hour or part thereof after 00h10 will be applicable. This will be levied to the final account. This charge will be applicable for all guests and service suppliers up until the time they have left the Freedom Hill Estate. All décor, flowers and external wedding hiring must be removed from the venue the day after the function has taken place. For weekend functions, the following Monday will be applicable as Freedom Hill is closed on a Sunday. All items need to be removed before 11h00.
SITE INSPECTIONS All site inspections will be done by appointment only. Our office hours are Monday to Friday from 09:00 – 17:00 and Saturday’s by appointment. Please note food & wine tastings and flower & décor mock-ups can be done on-site subject to availability of the venue and scheduled accordingly.
CATERING AND KITCHEN ARRANGEMENTS For quality purposes only Freedom Hill approved caterers may be used for functions. Please see below for Freedom Hill’s list of preferred caterers:
KINGS CATERERS TWO CHEFS SALT & PEPPER Erlo Burns Andre Schoeman James Shipton Rendil Pietersen Herman Hanekom 021 873 2587 021 9823727
083 275 3042 082 833 3679 084 909 8367 083 275 3041 082 552 4299 [email protected] [email protected] [email protected] [email protected] www.kingscatering.co.za www.twochefs.com www.saltandpeppercatering.co.za
Should you wish to make use of your own caterer a R 1 500.00 kitchen hiring fee will be applicable and must be settled prior to the function. All catering equipment must be removed from the estate the evening of the function as Freedom Hill will take no responsibility for loss or damages thereof.
Freedom Hill has a fully equipped kitchen. Contact us for the full inventory list.
In the event of any damages and/or loss of the above mentioned items the contract holder shall be held liable for such damages. The 10% refundable breakage fee does not include any damages and/or losses to kitchen equipment. Although gas appliances are preferred, electrical equipment may be brought in on prior arrangements with the venue.
BREAKAGES The contract holder will be held responsible for any breakages, losses and damages during the time of the function and any subsequent days at Freedom Hill. Paint, vinyl stickers, press stick or tape may only be used on the venue walls and floor with the permission of the Freedom Hill Venue Coordinator. No hammering of nails will be allowed.
BAR SERVICES Please note that Freedom Hill is fully licensed and will be able to meet and manage all beverage requirements on the Estate. No outside party will be permitted to handle and/or manage any bar or beverage requirements and no other liquor may be brought onto the estate by any outside party. In compliance with the South African law, liquor will only be served to anyone over the age of 18. Proof of identity might be requested. All final bar requirements needs to be sent in writing to the Freedom Hill Venue Coordinator 14 working days prior to the function. Please note that only beverages and wines supplied by Freedom Hill may be consumed and served on the premises. A corkage fee of R 35.00 per bottle will be applicable for Cap Classique and Champagne brought in by the client A selection of Champagne and Cap Classique is supplied by Freedom Hill which requires no corkage fee. Freedom Hill Wines and Bar list to be supplied upon request. Please indicate whether you prefer a cash service or a tab facility with payment to be made at the end of the function.
MUSIC Freedom Hill reserves the right to regulate the volume of all music if the function extends past 00h00. Freedom Hill reserves the right to regulate the volume of all music played through the sound system of Freedom Hill during the course of the function.
CHILDREN Parental supervision must be maintained at all times during the course of the function. Freedom Hill’s indemnity declaration also allies in this instance.
WEATHER Freedom Hill will take no responsibility for any changes in the weather and the effect thereof on functions booked at the Estate. No deposit or full payment will be refunded in the event that weather changes affect functions booked at the Estate.
The responsibility rests on the client to ensure that a back-up venue has been arranged in the event of outdoor functions. The venue and wedding coordinator reserves the right to move the ceremony to an alternate location in case of unfavourable weather conditions should no back-up venue be arranged by the client.
SMOKING POLICY In accordance with South Africa’s legislation, smoking is not permitted inside the venue. The venue has an adjacent outdoor terrace where smoking is permitted.
INDEMNITY The client, suppliers, guests, sponsors and all other third parties or independent coordinators, contractors or organizers indemnify Freedom Hill from any liability, damage, loss, death and/or injury that may be suffered by any guest/host or other individual who attends, visits or works at the Estate. Indemnity under this agreement shall be in effect prior to the function, during the function, and after the function. Freedom Hill shall not be held responsible or liable for any guests that leave their property unsupervised. This includes, but is not restricted to, cars, handbags, wallets, car keys, attire, jewelry, wedding gifts and/or any digital devices. Items delivered by the client for the wedding are the client’s responsibility and should be collected by 11:00 the morning after the function unless other arrangements have been made. The client, his/her guests and/or employees will be liable for any damages or injury caused to Freedom Hill and/or its employees should the incident take place prior, during and after the function. If any incident related to the function results in legal involvement of a third party the client will exclude Freedom Hill and its employees from all responsibility or blame.
DAMAGES TO THE FREEDOM HILL PROPERTY The client shall be responsible for all liabilities, losses, demands, damages, cost and expenses including but without limitation to property damages and/or personal injuries suffered or incurred by Freedom Hill or any employee or staff of the venue or invitee of the venue and arising as a direct or indirect result of the attendance at the function or the use of service and facilities of the venue by the client or its employees or any invitee of or outside contractor hired or engaged by the client.
ACCEPTANCE OF CONTRACT:
Thank you for choosing Freedom Hill Family Vineyards to host your WEDDING. We look forward to welcoming you and your guests!
Please sign and initial each page of this document (in the right hand corner) and return it to the Venue Coordinator via email ([email protected]) 10 days after receiving the quotation with the proof of payment for the deposit.
Client’s name: ______
Type of Function: ______
Function date: ______Number of Guests: ______
Address: ______
Contact number: ______
Email: ______
Bar service (please tick one): CASH SERVICE OPEN BAR TAB AND CASH SERVICE
e e e
Extra event coordination: YES NO E E E e e
Freedom Hill Bank Account Details: Bank: FNB
Branch Code: 200610 Account Name: Freedom Hill WinesE (PTY) LtdE Account Number: 62560167142 Account Type: Current account
ACKNOWLEDGEMENT:
The client and signatory to this agreement acknowledge receipt of a copy of it and that the contents thereof are clearly understood. Please indicate your acceptance of this agreement and of the above mentioned Terms and Conditions by signing in the space provided below.
Client’s signature: ______Date signed: ______
Witness signature: ______Date signed: ______
Venue Coordinator signature: ______Date signed: ______
DIRECTIONS TO FREEDOM HILL (R301 Wemmershoek Road, Paarl, Western Cape, South Africa)
From Cape Town: From Stellenbosch: Turn onto Helshoogte Rd towards Franschhoek. Take the N1 towards Paarl. Continue straight for approximately 14, 4 km you After approximately 55.2 km you will find the Jan Van will drive through Pniel. Riebeeck Drive exit, exit 59. At the stop sign after Pniel, turn right onto the Take exit 59 Jan Van Riebeeck Drive towards Paarl/R301/ R45 towards Franschhoek. Wellington . Continue 6.8 km on the R45 you will pass Bridge After 450 m on Jan Van Riebeeck Drive turn right at the stop House and then go over a bridge. sign onto the R 301, towards Franschhoek. Continue on the R301 for approximately 8 km, you will pass Just after the bridge turn left onto the R301. Val de Vie and then Pearl Valley on your right hand side. Continue on the R301 for 7.4 km, past the Freedom Hill is on the left just after Pearl Valley. Hollandsche Molen and Drakenstein Prison, Freedom Hill is on the right just after the prison.
1.7km
Drakenstein Prison
3.5km
De Hollandsche Molen