Willowvale Weddings - Country weddings in Rosetta, KZN ... package.pdf · 1. Venue Hire : 1.1 The cost of hiring the venue is R10,000-00. This is for the hire of the venue from 08h00

___________________________________________________________________________________________ Willowvale Weddings, Willowvale, R103, Rosetta, KZN. Weddings Co-ordinator – Liz Fischer Cel : +27823325541 Email : [email protected] Website: www.willowvale.biz

___________________________________________________________________________________________

mailto:[email protected]:%20www.willowvale.biz



INTRODUCTION

We at Willowvale weddings strive to provide you with a wedding

that exceeds all of your expectations from the beautifully

landscaped country gardens and formal rose and herb gardens

located on the banks of the Mooi River to the excellent cuisine and

friendly and efficient staff.

Located 7km from Nottingham road and directly off of the main tar

road Willowvale weddings is perfectly located to provide easy

access for you and your guests. As well as a host of

accommodation in close proximity to the venue.

Our position on the banks of the Mooi River and our

gardens that boast beautiful 100 year old oak trees,

plain trees, a magnificent willow tree and a forest of

poplars, all are complimented by gardens containing an

excess of 700 rose plants.

Our newly renovated barn provides you with the ideal

reception venue with catering facilities and views

towards the forest as well as over the river and

surrounding farmlands.

Your ceremony can take place in a number of locations on the property from the formal rose gardens to the

riverside gazebo to the deck overlooking the rapids of the Mooi River. At Willowvale Weddings you have all the

options for us to help create the perfect wedding day.




PLANNING

Willowvale Weddings is proud to be able to offer the services of Liz Fischer who for many years has been

involved in the organising of events and catering for them. Amongst her list of achievements in this sphere is

being a member of the 31 club and catering to the Queen of England!

BASIC PLANNING:

Date and Venue Number of guests

Guest accommodation Invitations with directions

Theme and colour scheme Decorations and draping

Floral arrangements Candles

Menu selection Wedding Cake

Bar facilities Music

Pastor

Photographer and/or Videographer Salon services

Event co ordination




VENUE HIRE

In order to ensure your wedding day is a success you will

need to ensure that you have secured the booking of the

venue. Willowvale Weddings will require a non-

refundable Deposit of 100% in order to secure the venue

for the date you require it. Until such time as the deposit

is paid the venue is only provisionally booked for you.

Please note that in the event of a cancellation the deposit

will be forfeited.

Venue Hire includes:

Cutlery and crockery for 120 guests

Wine glasses for 120 guests

Private Bar Tables and chairs for 120 guests

White table linen for 120 guests Use of Barn reception hall

Use of catering facilities Cake table

Gift Table DJ Table

Lectern for speeches Secure parking




WEDDING COORDINATING

In order to ensure that your special day is as stress free as possible, we also offer a specialised full wedding

coordinating service. Using our database of service providers we can ensure that every detail of your wedding is

taken care of for you thereby leaving you free to focus on your special day. The fee for this service is R4000-00

for the first 130 people attending your special day thereafter a pro rata rate of R40 per head is charged.

CHAPEL

Willowvale weddings offers the perfect venue for a garden wedding and has a number of options available to

you on site for this style of wedding. As well as our unique wedding chapel overlooking the river and

surrounding farmlands. This is included in the cost of the venue hire.




RECEPTION

While you actual wedding ceremony is the highlight

of the day a poorly executed wedding reception

celebrating your vows can place a damper on the day.

Willowvale weddings undertake to exceed your

expectations when it comes to your wedding

reception.

In order to do this we have renovated our old barn to

create an excellent reception hall that has the

facilities to seat 130 guests comfortably indoors.

We also offer the option of erecting marquees on the site and have the space to erect as many as four 250

seater marquees.

The following menus are just an idea. We can quote on any preferences you may have.




MENU IDEAS

Menu I

Snacks served in the Garden

Hot and Cold Platters Various pates’s served with various bread options.

Grilled Chicken Wings Homemade brochettes

Plated Starter Choice of homemade soup

Or Calamari Salad

Main Course Plated Roast fillet served cold with fluffy mustard.

Baby potatoes with honey dressing Green salad with tomato feta and nuts

Or as hot meal

Roast fillet served with fluffy mustard Baby potatoes with honey dressing

Seasonal vegetables.

Dessert

Lemon meringue pie Vanilla ice cream served with homemade chocolate sauce.

Tea and Coffee

Price per person: R200-00



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Menu 2

Served out in the Garden

Tomato Concasse on Brochettes

Chicken breast skewers served with Satay Sauce Mini tartlet cases with various fillings

Main - Buffet Roast leg of lamb

Roast potatoes or Potato bake or roasted sweet potato Honey Carrots or roasted butternut, red pepper and Feta

Steamed beans with lemon butter and toasted almonds or minted peas

Dessert Buffet

Tiramisu Profiteroles Filled with Crème Anglaise and Coated with Chocolate

Chocolate Mud Cake Rich Chocolate Brownie

Cheese board selection

Tea and Coffee

Price Per person R300-00




BAR AND BEVERAGES

Willowvale Weddings offers you a few options for your bar facility during the

reception.

TAB BAR: This is a pre-arranged affair that is limited to a

specific range of beverages and limited to a specific

budget. A deposit to be charged depending on

number of guest

CASH BAR: A full bar facility available to your guests for their

own account.

TAB and CASH BAR: This is a combination of the above where certain

beverages are included in the Tab bar arrangement (such as wine and malt) and

others are included in the Cash Bar (spirits, liquor and liqueurs).

Please note that the bar facility has to be finalised a month in advance

of the big day in order to ensure that the order is adequate and

fulfilled prior to the reception.

A corkage fee will be charged of R25 per bottle will be charged for all

wines brought in on the day and

any alcohol favours to your guests

exceeding 100ml will also incur a

corkage fee.

Willowvale weddings has a strict policy that no alcohol may be brought

onto the premises for the duration of the wedding weekend unless by prior

arrangement.



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ACCOMODATION

We have the ability to accommodate 10 - 12 persons in our dormitory.

This can be reserved for guests or service providers such as the

photographers, DJ etc. This is strictly a non-catering facility; tea and

coffee however are available.

The accommodation will be included in the

cost of the venue hire.




TERMS AND CONDITIONS

1. A venue hire fee of R10,000-00 is payable to Willowvale Weddings Account upon receipt of this payment the

venue will be reserved for the date selected.

2. The venue is booked for a 12 hour period thereafter a fee of R1000 per hour will be charged.

3. Any damages, loss or breakages to equipment or property will be billed to the clients account.

4. No outside caterers may be utilised unless by prior arrangement

5. Willowvale weddings will supply one meal on the wedding day. Additional snacks and teas will be billed as

additional items

6. Accommodation is to be booked 90 days prior to the wedding date and upon receipt of payment the

accommodation booking will be confirmed.

7. Please note that any and all service providers utilised on the day, if recommended by ourselves or otherwise

will be required to sign a service provider agreement with Willowvale weddings in order to ensure that they

operate within the parameters laid out by Willowvale weddings.

8. All setting up of the facilities is to occur by no later than 5pm the day prior to the wedding. Unless by prior

arrangement.

9. Service providers are responsible to supply any and all items necessary to execute their particular service.

Willowvale weddings are not responsible for this and as such cannot be held liable for any failure on their

part to provide the service.

10. Dining linen only to be provided by Willowvale weddings

11. The final amount owing must reflect in our account no less than 10 days prior to the date of the function

12. No alcohol may be brought on to the premises for the duration of the wedding weekend unless by prior

arrangement with management.

13. Payment can be made either by direct deposit or Electronic transfer. Willowvale weddings do not accept

credit card payments or cheques.

14. Cancellations must be done via email.

15. In the event of a cancellation any and all deposits paid will be retained by Willowvale weddings and no

refunds paid.




___________________________________________________________________________________________

January 2015

Rates Schedule

Activity Rate

Reception Hall Hire R10 000-00

Reception Hall Décor Set up R1 500-00

Deposit for breakages and overtime R5 000-00

Garden Ceremony Setup R1 500-00

Flowers – to be quoted separately To Quote

Catering – quoted depending on Menu chosen To Quote

Food Tasting – quoted depending on menu chosen To Quote

Cash Bar Setup (incl bartender, excl drinks ) Included in

venue hire

Corkage Fee R25/bottle

DJ Hire – Separate Quote To Quote

Photographer To Quote

Minister To Quote

Wedding co-ordinator R4,000-00

Wedding Venue only Confirmed on Receipt of Deposit of R10 000.00

NB : The above prices are based on a wedding for 100 people and is a guideline only.

Rates may vary depending on service providers and are subject to change.

Additional Costs to consider are candle hire, Marquee hire, Classic Car/Carriage hire, makeup artist,

hairdresser.

We recommend the use of our wedding co-ordinator services to ensure all aspects of your wedding are

catered for.

We offer other wedding options (weather permitting) – Picnic Weddings – Marquee at the River – Forest

Weddings or “If you can dream it we can do it”




___________________________________________________________________________________________

Contract for Willowvale weddings

1. Venue Hire :

1.1 The cost of hiring the venue is R10,000-00. This is for the hire of the venue from 08h00 until 24h00 on the

______of___________2015_____. Thereafter a charge of R1000-00 per hour or part thereof will be for your

account.

1.2 The Venue will only be booked for the date requested upon receipt of payment of the venue hire fee.

1.3 The venue hire fee is a non-refundable deposit for your booking.

1.4 An additional deposit of R5000-00 will be charged for any breakages and overtime incurred. This payment is

due no later than 10 working days prior to the date mentioned in 1.1

1.5 Venue Hire fee includes the use of the following areas on the property:

1.5.1 Chapel

1.5.2 Reception Hall

1.5.3 Gardens for photography. Any other activities must be cleared with management in writing

1.5.4 Accommodation for 12 (Twelve) guests (includes basic linen and excludes towels or catering)

1.6 This booking is for a total of _______guests any variation to this must be confirmed in writing no later than 10

working days prior to the date mentioned in 1.1. Willowvale weddings will supply based on these numbers the

following:

1.6.1 Rectangular tables to seat guests at. (6-8 guests per table)

1.6.2 Plastic catering chairs with plain white chair covers(1 per guest)

1.6.3 White table clothes (1 per table)

1.6.4 White fabric napkins (1 per guest)

1.6.5 Cutlery

1.6.6 Crockery

1.6.7 Glassware

1.6.8 Cake table

1.6.9 Gift Table

1.6.10 DJ Table

1.6.11 Lectern

1.6.12 Catering equipment

1.6.13 Reception hall set up and clearing

1.6.14 Bar set up




2.Catering:

2.1 Catering will be done by Willowvale weddings at a cost of R_________per person. As per the menu attached

to this agreement.

2.2 Catering will be provided for the guest numbers mentioned in point 1.5.

2.3 Unless specifically mentioned in the menu, no alternative meals will supplied these include meals for

vegetarians, vegans, and children. If these are required it is the responsibility of signatory to this agreement

to advise Willowvale weddings in writing the number of guests requiring these specialised meals. These meals

will be charged at the same rate as the per person price of the menu attached to this agreement.

2.4 It is the responsibility of the signatory to this agreement to provide a final programme for the day, ten

working days prior to the date of the event, to the catering staff of Willowvale weddings so that a final

catering schedule can be arranged.

2.5 Any additional menu items will be for the signatory to this agreements account to be settled no later than 7

days after the date mentioned in point 1.1

2.6 Please note the final guest figures (point 1.5) supplied 10 days prior to the date mentioned in point 1.1 are

the figures Willowvale Weddings will be catering for. This catering charge is non refundable and must be paid

in full 10 days prior to the event.

2.7 Included in the Venue hire fee is the following catering staff. Any additional staff will be billed for seperately:

2.7.1 Head chef

2.7.2 Assistant Chef

2.7.3 3 x Waitrons

2.7.4 3 x Cleaning staff

2.7.5 1 x Bar tender

3 Bar Services:

3.1 Willowvale weddings will supply a bar service this will include a cash bar.

3.2 Any complimentary beverages will be for the account of the signatory and must be paid for in full 10 days

prior to the event. This will include any welcome drinks complimentary wines and champagnes and any

Accounts for the bar.

3.3 No guests may bring any alcohol onto the premises without prior consent of Willowvale management.

3.4 Guests wanting to bring alcohol onto the premises will be charged a corkage fee of R25-00 per bottle. This can

be paid to the bartender on the day. Guests not complying with this will be asked to leave.

4 Payments:

4.1 All payments must be made into the following account as per the criteria set out below.

4.1.1 Banking Details: Bank Absa

Account Name : Willowvale Weddings

Account Number: 9266405231

Bank code: 632005

4.2 Venue Hire deposit to be paid in full prior to booking of Venue.

4.3 Any additional equipment hire will be invoiced to the signatory and must be paid no later than 30 (thirty) days

prior to the date of the event.

4.4 Catering, Bar and Breakage deposits are due no later than 10 working days prior to the date of the event.

4.5 A final refund invoice will be compiled within 4 days of the event and all balances to be settled no later than 7

days after the event.




5 Additional Services:

5.1Please note that this contract does not include:-

5.1.1 Flowers/table decor,

5.1.2 DJ hire,

5.1.3 Photographer,

5.1.4 Minister and / or legal documentation.

These will be for your own account, should you wish these to be included in the pricing a separate quote will be provided.

6 Terms and conditions:

6.1 Any damages, loss or breakages to equipment or property will be billed to your account.

6.2 No outside caterers may be utilised unless by prior arrangement.

6.3 Please note that any and all service providers utilised on the day, if recommended by ourselves or otherwise

will be required to sign a service provider agreement with Willowvale weddings in order to ensure that they

operate within the parameters laid out by Willowvale weddings.

6.4 Service providers are responsible to supply any and all items necessary to execute their particular service.

Willowvale weddings are not responsible for this and as such cannot be held liable for any failure on their part

to provide the service.

6.5 No alcohol may be brought on to the premises unless by prior arrangement with management.

6.6 Payment can be made either by direct deposit or Electronic transfer. Willowvale weddings do not accept

credit card payments or cheques.

6.7 Cancellations must be effected in writing.

6.8 In the event of a cancellation any and all deposits paid will be retained by Willowvale weddings and no

refunds paid.

7 Indemnity

7.1 Willowvale weddings, its staff, employees, representatives etc will in no way be held responsible for any loss,

injury, damage, destruction or death to any person or property whilst on the premises. This will include the

day of the event as well as the days preceding and after the event. Access to the premises is done at the risk

of the individuals concerned.

7.2 Persons entering the property do so at their own risk.

7.3 Children brought onto the property are the responsibility of the parent or guardian accompanying them.

7.4 All visits to the premises are to be done by prior appointment.

7.5 Willowvale weddings does not allow the following:

7.5.1 Swimming in the river

7.5.2 Fishing in the river

7.5.3 Operation or use of motorised vehicles other than in the allotted and specified areas

7.5.4 Climbing of trees

7.6 Willowvale Weddings will not be held responsible for any cancellations due to weather conditions, act of God,

Sickness, Death, or absenteeism.

7.7 Willowvale weddings whilst undertaking to recommend the best possible service providers is in no way

responsible for the actions of these service providers nor for the services they supply.




We trust that the above meets with you approval. Should you however have any queries please feel free to contact us.

Yours Sincerely

_____________________

Liz Fischer

Cell: 0823325541

Contract to be accepted by the individual who will be responsible for the settlement of the account.

Contract Accepted: Name: ___________________________________ ID No. ________________________

Signature: _______________________________ Date:___________________________



Documents

Willowvale Weddings - Country weddings in Rosetta, KZN ... package.pdf · 1. Venue Hire : 1.1 The cost of hiring the venue is R10,000-00. This is for the hire of the venue from 08h00