Conditions of Use

for

The Hub Function Venue, 30B Ian Street, Klerksdorp

Thank you for choosing The Hub as your event venue. To ensure a seamless and enjoyable experience for all parties, please review and adhere to the following terms and conditions for the use of our facilities.

  1. Booking and Payment Terms

1.1 Reservation Deposit: A non-refundable deposit of 50% of the total venue hire fee is required to secure booking. Failure to pay the deposit within seven days of receiving the quotation may result in the release of the reserved date.

1.2 Final Payment: The remaining balance of the venue hire fee must be paid in full at least 10 days prior to the event date. Failure to settle the balance by this deadline may result in cancellation of the booking, with the deposit forfeited.

1.3 Payment Methods: Payments can be made via bank transfer, credit/debit card,

1.4 Cancellations:

    • Cancellations made more than 30 days before the event will forfeit the 50% deposit.
    • Cancellations made less than 30 days before the event will be charged the full venue hire fee.
    • Refunds for cancellations are at the sole discretion of The Hub management and will only be considered in exceptional circumstances (e.g., force majeure).

1.5 Postponements: Requests to postpone an event must be submitted in writing at least 14 days prior to the event date. Postponements are subject to availability and will incur an administrative fee of 10% of the quoted venue hire fee.

  1. Security Deposit

2.1 A refundable security deposit of R2000.00 is required to cover potential damages, excessive cleaning, or breaches of these conditions. This deposit must be paid along with the final balance (10 days prior to the event).

2.2 The security deposit will be refunded within 7 business days after the event, provided there are no damages to the venue, additional cleaning requirements, or violations of these terms.

2.3 The Hub reserves the right to deduct from the security deposit any costs incurred for repairs, replacements, or additional cleaning resulting from the event.

  1. Venue Usage

3.1 Permitted Use: The venue may only be used for the purpose specified in the booking agreement (e.g., wedding, corporate event, private party). Any change in the nature of the event must be approved in writing by The Hub management.

3.2 Capacity: The maximum capacity of the venue is 250 guests in conference configuration and 150 guests seated at tables. Exceeding this limit is strictly prohibited for safety and compliance reasons.

3.3 Event Duration: Events must conclude by 23:59 on any given day, excluding cleanup. No extensions to time limit will be granted.

3.4 Setup and Teardown:

    • Setup access is permitted on the day of the event during the agreed rental period. Access to the venue for setup on prior days may be arranged, subject to availability and an additional fee of R500.00. This arrangement only if no functions are booked for those prior periods. If the venue is required by other parties on day/s prior to the event the above setup arrangement will not be permitted.
    • All decorations, equipment, and personal items must be removed from the venue immediately after the event unless prior arrangements have been made. Items left behind may incur a storage or disposal fee.

3.5 Decorations:

    • Decorations must not cause damage to the venue (e.g., no nails, staples, or adhesives that leave residue). Use of confetti, glitter, or similar materials is prohibited.
    • Open flames (e.g., candles) are permitted only with prior approval and must comply with fire safety regulations.
    • All decorations must be approved by The Hub management to ensure compliance with safety standards.
  1. Catering and Alcohol

4.1 Catering:

    • Clients may make use of use external catering services, provided they are licensed and insured and are approved by The Hub management
    • All catering equipment and waste must be removed from the venue at the end of the event.

4.2 Alcohol:

    • The Hub is licensed to sell alcohol. No outside alcohol is permitted unless explicitly authorized by The Hub management. If approved, a corkage fee will apply.
    • All alcohol services must comply with local liquor laws, including age restrictions and licensing requirements. The Hub reserves the right to request proof of compliance.
    • A licensed bartender must be used for all events serving alcohol. The Hub can provide bartending services at an additional fee.
    • If The Hub management or their appointed agents become aware of guests “drinking from the boot” such persons will be removes from the premises and a R5% penalty will be levied on the function quoted amount. This will be deducted from the Security deposit and if exceeded, will be added to the final bill.

4.3 Food and Beverage Cleanup: When doing own catering, clients are responsible for ensuring all food and beverage-related waste is properly removed and disposed of. Failure to do so will result in deductions from the security deposit.

  1. Cleaning and Waste Management

5.1 The venue will be provided in a clean condition. Clients are responsible for leaving the venue in a similar state.

5.2 Basic cleaning (e.g., sweeping, mopping, and trash removal) is included in the venue hire fee. However, excessive cleaning requirements (e.g., spills, stains, or excessive trash, broken glasses, bottles, plates etc.) will incur additional charges, deducted from the security deposit.

5.3 All waste must be placed in designated bins provided by The Hub. Recycling and waste sorting are mandatory where applicable.

  1. Conduct and Safety

6.1 Supervision: Clients are responsible for the conduct of their guests and vendors. Disorderly behavior, illegal activities, or actions that endanger the safety of others are strictly prohibited.

6.2 Minors: All minors (under 18) must be supervised by an adult at all times.

6.3 Smoking: Smoking is prohibited inside the venue and in designated non-smoking areas. Designated smoking areas, if available, will be communicated prior to the event.

6.4 Noise Restrictions: Noise levels must comply with local ordinances. Music and other activities must cease by 22:00 for outdoor areas and 23:59  for indoor areas.

6.5 Security: The Hub may require clients to hire professional security personnel for events with alcohol, large guest counts, or at the discretion of management. Security costs are the responsibility of the client.

6.6 Damage to gardens, lawn and potted plants within or around the Venue will be deducted from the security deposit and damage exceeding this deposit will be added to the final account.

  1. Liability and Insurance

7.1 Liability: The Hub is not responsible for any loss, injury, or damage to persons or property during the event, except where caused by the venue’s negligence.

7.2 Insurance: Clients are strongly encouraged to obtain event liability insurance. If required by The Hub, proof of insurance must be provided at least 10 days prior to the event.

7.3 Damages: Clients are liable for any damage caused to the venue, its fixtures, or equipment by themselves, their guests, or their vendors. Costs for repairs or replacements will be deducted from the security deposit or invoiced separately if the deposit is insufficient.

  1. Equipment and Facilities

8.1 The Hub provides only the venue hall at a basic cost. Additional equipment rentals are available at an extra cost. This includes tables, chairs, sound, décor and catering.

8.2 Clients are responsible for ensuring all equipment brought into the venue is safe, compliant with regulations, and approved by The Hub management.

8.3 Any damage to venue-provided equipment will result in repair or replacement costs deducted from the security deposit.

8.4 Parking. The Hub paved parking area provides safe parking for 40 vehicles. In cases where additional parking spaces are required, The Hub overflow parking (unpaved) will be made available at an additional cost of R750.00. This area can accommodate up to 100 vehicles

  1. Force Majeure

The Hub is not liable for failure to host an event due to circumstances beyond its control, including but not limited to natural disasters, government restrictions, or power outages. In such cases, The Hub will work with the client to reschedule the event or issue a refund, excluding the non-refundable deposit.

  1. Compliance with Laws

Clients, guests, and vendors must comply with all local, state, and federal laws, including those related to alcohol, noise, safety, and health regulations.

  1. Miscellaneous

11.1 Photography: The Hub reserves the right to take photographs or videos of the event for promotional purposes, unless otherwise requested in writing by the client.

11.2 Right of Refusal: The Hub reserves the right to refuse or terminate any event that violates these conditions or poses a risk to safety or property.

11.3 Amendments: Any amendments to these conditions must be agreed upon in writing by The Hub management.

  1. Contact Information

For questions, clarifications, or additional arrangements, please contact:

The Hub Management

hello@thehub.org.za

Phone: 018 468 3807

Address: The Hub, C/o Ian & Scott Street, Flimieda, Klerksdorp

  1. Acceptance of Conditions of Use

By paying the deposit, the client acknowledges to have read, understands and agrees to these conditions as stipulated above.