Confirmation & Deposit Payments

• To confirm a reservation a deposit payment is required within 5 days of making the reservation.  Deposit payments are required as follows:
  • Conference within 14 days of reservation:  100% pre-payment required;
  • Conference within 30-60 days of reservation:  50% deposit required.  Balance of payment to be paid in full 14 days prior to the conference.
  • Conference within more than 60 days:  25% deposit required.  Balance of payment to be paid in full 14 days prior to the conference.
  • Conference booked in the next 10 days only have a waiting period of 48 hours.  Thereafter the booking will be released, we will advise you accordingly.  No extensions will be permitted on short notice bookings.

Once proof of payment has been received the reservation will obtain confirmed status.  Should deposit payments not be made on time De Klip reserves the right to cancel the conference.

• Confirmation of final number of delegates is required 7 days prior to commencement date of the conference.
• Should special menus be required this must be confirmed 5 days prior to the conference.
• A surcharge will be payable on all Halaal and Kosher meals.
• All extras must be paid on departure, unless otherwise agreed.

Cancellation

• Should the conference be cancelled or postponed:
  • 21 days prior or less to the date of arrival – 50% of the total estimated amount will be charged.
  • 14 days prior or less to date of arrival – 100% of total estimated amount will be charged.
• All monies are non-refundable once paid by the client.  Any refund will be on the same basis as per the first point above.
• De Klip 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, shortage of labour, strikes, industrial unrest, or any other cause beyond the control of De Klip, which shall prevent it from performing its obligations.  In these circumstances every effort will be made to find an alternative venue.
• All changes and cancellations to be made by the client in writing.

Billing Arrangements

We require clients to brief us with regard to their billing arrangements for delegates’ mini bar usage, dry cleaning requests and beverage accounts during mealtimes.  In the event of a master account, the client will be responsible for all extra usage by the delegates, and payment thereof on departure.  If delegates have to pay for extras they will be required to settle these accounts at departure.

Risk / Loss / Damages

• De Klip shall not be held liable for interruptions of services (water, electricity, sanitary).
• Whilst every precaution will be taken to ensure the safeguarding or your belongings, De Klip will not be held liable for loss or damage to any property whatsoever.  We recommend that all personal and valuable property be removed directly after the conference.
• Should the De Klip building, surrounding gardens, décor or napery be damaged by the client or any of the client’s suppliers during the set-up or break down operations of the conference, the client shall be held responsible and will be billed accordingly.
• De Klip, its employees or any person employed at any conference will not be held liable for any loss or injury to persons, due to negligence or any other cause whatsoever.