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Terms and Conditions

Once couples are ready to book their Hummingbird Hall Event; an individualized and event specific contract will be prepared by the Hummingbird Hall Accounts Department. This contract will be based on- though not identical to – the Terms and Conditions that follow. Should you have any questions or queries, kindly email

accounts{at}hummingbirdhall.com.

 

TERMS AND CONDITIONS

Quotations

 

  • All quotations are valid for 40 days from the date of issue. Upon payment of a deposit and signing of the contract the price quoted will be held.
  • Prior to the payment of the deposit and signing of the contract; Hummingbird Hall reserves the right to change both price and service offered without notice, explanation or liability.

 

Reservation and Payment

 

  • Hummingbird Hall does not reserve dates unofficially or “pencil in” dates for clients yet to pay their deposit and sign their contract.
  • Payment must be received within fourteen [14] days of the contract being signed. The contract will be null and void – and the date not held – if payment has not been received by this time.
  • Should a contract lapse due to a client not paying their reservation deposit within the allocated two weeks; Hummingbird will not reissue a contract for the same date for the particular client.

 

  • Payment of a deposit or installment constitutes acceptance of these terms and conditions and the event specific contract.

 

  • Hummingbird Hall’s payment terms are as follows:

 

  • For Events that take place only on site at Hummingbird Hall.
    • 10% is payable to reserve the date of the event
    • 50% of the total must be received no less than 4 months prior to the event
    • 40% of the total must be received no less than 2 months prior to the event
    • A cash deposit is payable 14 days prior to the event. This deposit will be refunded the day after the event assuming that no additional charges are incurred
    • A late payment fee of US$100 per week or part thereof is payable if an installment is missed
    • If the event is booked within 4 months of the event, 60% of the total is payable
    • If the event is booked within 2 months of the event, 100% of the total is payable
  • For Events that take place at on site Hummingbird Hall and another location (such as the Aqueduct or Beach Gazebo); or wholly at another location (such as the Aqueduct or Beach Gazebo).

- 10% is payable to reserve the date of the event PLUS US$1,000 to reserve the additional location.
- 50% of the balance must be received no less than 4 months prior to the event

- 40% of the balance must be received no less than 2 months prior to the event

- A cash deposit of US$250 is payable 14 days prior to the event. This deposit will be refunded the day after the event      assuming that no additional charges are incurred

- A late payment fee of US$100 per week or part thereof is payable if an installment is missed
- If the event is booked within 4 months of the event, 60% of balance total is payable
- If the event is booked within 2 months of the event, 100% of the total is payable

 

Contract

 

  • By contracting with Hummingbird Hall you understand and accept electronic contracts as valid.
  • The entire agreement between the client and Hummingbird Hall is contained within these terms and conditions and the event specific contract.
  • No other emails, consultations, documents, conversations or meetings constitute part of the contract.
  • The only additions and changes that can be made to the contract are by an Addendum which must be mutually agreed, signed and dated by both parties.
  • Hummingbird Hall accepts absolutely no liability for documents or items not received by the client due to the supplying an incorrect address. Should the client’s address change – it is the responsibility of the client to request an Addendum to the contract which must be signed and dated by both parties.

 

Cancellation Policy

 

  • Hummingbird Hall reserves the right to cancel the booking without liability if:

 

    • Full payment is not received 2 months prior to the event.
    • The client, or agents of the client, behave in a way which is considered by Hummingbird Hall to be abusive, threatening or destructive towards Hummingbird Hall or Hummingbird Hall’s staff.
    • The client fails to provide Hummingbird Hall with their guest list 14 days prior to the event.
    • The cash deposit is not received 14 days prior to the event.
  • If an event is canceled by the client:

 

    • 2 months or more days prior to the event – the 10% booking deposit is non refundable and will be retained by Hummingbird Hall, however other monies paid will be returned, less processing and administration fees.
    • If a wedsite has been created and the event is cancelled more than 2 months prior to the wedding a US$500 surcharge will apply.
    • 2 months or less prior to the event – there will be no refunds under any circumstance.

Refunds

Hummingbird Hall does not give refunds post wedding, this includes if fewer guests than expected attend the wedding. Clients must inform Hummingbird Hall no later than 2 months prior to their wedding of their guest numbers. After this time (including after the wedding) it is not possible to obtain a refund if fewer guests attend.

 

Hummingbird Hall also does not give refunds post wedding if clients decide to exclude items from their itinerary or wedding (such as a golf cart tour or band) on the day of their wedding for whatever reason, including in the interest of time. The final time from which a golf cart tour can begin is 5.05pm. If clients miss this time Hummingbird Hall will make one attempt to organise a golf cart tour post wedding. If clients are unable to make this time for whatever reason, no refunds are due.

 

The butterfly release is complimentary; with the butterflies sourced from the gardens of Hummingbird Hall and the Rose Hall Estate. As such it is not possible to guarantee how many butterflies will be in the release, nor their colour. There is no monetary equivalent for this embellishment. In rare occasions – particularly during stormy weather – it may not be possible for butterflies to be caught. In these situations, no refund will be due though couples will be offered a balloon release as an alternative.

 

Change of Date

  • Clients may change the date of their event to a date no later than two months after their original date in exceptional circumstances.
  • In such cases, the client must put their request for a change of date to the Directors in writing and in adequate time.
  • Hummingbird Hall will do its utmost to facilitate change of date requests; though the ability of couples to change their dates cannot be guaranteed.
  • If the date change is indeed granted, the deposit – and any other monies paid, will be transferred to the new date.
  • If the date change cannot be granted – clients remain bound to their original contract and date.
  • There is no charge – in itself – for changing date – but a supplement will be payable if the new date is on a public holiday.
  • Hummingbird Hall will not facilitate date changes more than once.

Client Undertaking

 

  • The client undertakes to:
    • Make payment as stipulated.
    • Provide Hummingbird Hall with an accurate indication of the numbers of those who will be present at the event.
    • Provide Hummingbird Hall with a Guest List no later than two weeks prior to the wedding. This guest list must be sent via email, typed, numbered and arranged in alphabetical order by guest surname. The couple, their attendants, children and their family and all those who require a seat must be included on this list.
    • Provide Hummingbird Hall with a cash deposit no less than 14 days prior to the event.
    • Provide Hummingbird Hall with the name of their Master of Ceremonies no later than 14 days prior to the event. All weddings must have a Master of Ceremonies or a client nominated person to make announcements.  If clients are unable to provide their own Master of Ceremonies, Hummingbird Hall will provide a professional, and charge this cost to the client.
    • Provide Hummingbird Hall with the names of all client-supplied staff and vendors that will be on property prior to, during and after the event [including photographer and videographer].
    • Provide Hummingbird Hall with the names of all those who will be staying overnight at the Hall.

Guest Numbers

 

  • An accurate indication of guest numbers must be given to Hummingbird Hall.
  • Guest numbers must include clients, their attendants, their family, wedding guests and children. Children must be included in the number count, with the exception of children too young to require their own seat or those children who are paid for as participants in the Kids’ Zone.
  • If guest numbers change by less than 10% of the initially agreed figure; US$50 per additional person will be added to or removed from the total.
  • If guest numbers change by more than 10% of the initially agreed figure; Hummingbird Hall will recalculate your quotation
  • Should you wish to make changes to the number or names of persons in attendance; Hummingbird Hall reserves the right to amend the rates and facilities offered.
  • Hummingbird Hall must be informed of the names of all staff and vendors that will be on property prior to, during and after the event. Hummingbird Hall must receive these names no less than 7 [seven] days prior to the event. Hummingbird Hall reserves the right to refuse entry to any such persons, even if their name has been provided in advance.
    • Hummingbird Hall will provide food and beverages for one photographer,  one DJ and one videographer at no extra charge. Additional client-supplied vendors or staff who require food and beverages must be included in the guest numbers.

 

Payment

 

  • Payment must be made in US Dollars and may be made by wire transfer, cash or direct bank deposit only
  • Payment must be received by the date specified.
  • A late payment fee of US$100 per week or part thereof is payable if an installment is missed or late.

A note about Credit Cards:

Hummingbird Hall does not accept credit cards due to the that fees credit card companies charge. Quite simply, if we were to accept credit cards, we would have to increase all of our charges by at least 5% [more if American Express]. After consultation with clients, the overwhelming consensus was that clients prefer to have a competitively priced wedding – than pay by credit card. We apologize for any inconvenience this may cause. For clients who absolutely must pay by credit card, we suggest paying a Travel Agent who can then pay via wire transfer – though the clients would be responsible for the fees agents charge [usually 10%].

 

 

 

Decorations

 

  • The final decorative scheme, though designed in conjunction with the client, is at the discretion of Hummingbird Hall.
  • In the unlikely event that weather, breakage or other unforeseen circumstances necessitate a change to the decorations, Hummingbird Hall reserves the right to make on-the-day changes  to the decorative scheme. Where possible these changes will be discussed with the client, though where this is not feasible, possible or practical; Hummingbird Hall reserves the right to make  changes without discussion with the client. All changes made will be in order to preserve the integrity of the overall decorative scheme and wedding concept previously discussed and agreed.

 

Catering, Food & Beverages

 

  • Menu items are subject to availability and are thus subject to change without notice or liability.
  • The full bar will open on arrival of the couple to the reception after the ceremony. Prior to the opening of the full bar, water and fruit punch will be available.
  • Excluding Wedding Cake which is the property of the couple – left-over food and beverages which are provided by Hummingbird Hall remain the property of Hummingbird Hall.
  • Hummingbird Hall’s staff will only cut the display cake for consumption during the reception.
  • All items detailed as included in the local bar will be kept at the bar. The placement of drinks on the table constitute an additional extra and must be agreed to, and paid for, in advance.
  • Hummingbird Hall reserves the right to refuse to serve alcohol to inebriated or drunk persons.
  • Food tastings are not included in the standard package, though can be opted for as an additional extra.
  • Hummingbird Hall will place the wedding cake at the reception 5 minutes prior to the entrance of the couple. Clients understand, however, that wedding cake designs may vary slightly from the agreed photograph(s), colours may not match samples exactly and temperature and humidity can change the consistency of the cake and icing.

 

Capacity

  • Hummingbird Hall’s maximum capacity is strictly 130 persons. This includes the couple, their attendants, their family, wedding guests, children and all client-supplied staff or vendors who will require a seat.
  • The capacity of Weddings at the Aqueduct and Beach locations is 200 persons.

 

Rehearsals and Rehearsal Dinners

  • Wedding and Event Rehearsals are subject to the availability of Hummingbird Hall the day before the wedding or event and are not guaranteed.
  • Rehearsal dinners are not part of the standard wedding package, though can be opted for as an additional extra.

Wedding Officiant

  • All Hummingbird Hall Wedding Officiants are licensed and experienced however  Hummingbird Hall will not guarantee a particular named Wedding Officiant.

 

Late Arrival

  • Hummingbird Hall undertakes to provide a wedding officiant for one and a half hours from the agreed start time of the wedding ceremony.
  • Hummingbird Hall does not undertake to provide, or make available, an officiant outside of this time under any circumstance [foreseeable or unforseeable].

Over-running

  • The standard rental period for a Hummingbird Hall wedding  is for 6 hours from the agreed start time of the event, or 8 hours from the agreed start time of the event if clients opt for an Aqueduct/Beach Gazebo upgrade.  An extension to this period – planned or unplanned – is at the rate of US$250 per hour or part thereof.
  • Hummingbird Hall reserves the right to refuse to extend the time of the event for many reasons including the fact that full payment for the extension was not made prior to the event,the cash deposit does not cover the extended hours or staff constraints make an extension impossible.

 

  • Regardless of any extensions; the bar will close and music must end at the time stipulated in the contract.

 

Photographer and Videographer

All Hummingbird Hall photographers and videographers are talented and experienced however Hummingbird Hall will not guarantee a particular named Photographer or Videographer.

 

 

House Rules

 

  • No outside food or drink may be consumed at, or brought in to, Hummingbird Hall with the exception of client supplied Wedding Cake if agreed in advance.
  • No property belonging to Hummingbird Hall is to be tampered with or removed from the premises
  • The bar will close and music must end no later than by 12:00 midnight.
  • All non-residential guests must depart the premises by no later than 12 midnight.
  • Departing and arriving guests must keep noise at a minimum as a courtesy to our neighbours.
  • Wedding centrepieces remain the property of Hummingbird Hall and may not be removed from the premises under any circumstances.
  • Glitter, rice and confetti are strictly prohibited both indoors and outdoors. Petals may be strewn outdoors.
  • The lighting of fires or the use of any pyrotechnic device is strictly prohibited at Hummingbird Hall. Pyrotechnics at the Aqueduct may only be provided by Hummingbird Hall.
  • Hummingbird Hall is a no smoking venue.
  • All client supplied decorations and equipment must be removed by midnight on the day of the wedding.
  • Only the couple, their attendants and parents may arrive at Hummingbird Hall no earlier than 3 [THREE] hours prior to the agreed start time of the wedding to dress and prepare.
  • Wedding guests who are not attendants are not permitted to dress at Hummingbird Hall.
  • Wedding guests who are not attendants may arrive no earlier than 1 [ONE] hour before the agreed start time of the ceremony
  • The kitchen, upstairs of the main house, family room, gym, office and garage are strictly out of bounds for the client, all guests, all client supplied vendors and staff during weddings.
  • The client is responsible for the conduct of their guests. Hummingbird Hall will not tolerate verbally or physically abusive behaviour towards any member of staff or individual. Hummingbird Hall also reserves the right to cancel the booking without liability if the client, or their agent, exhibit behaviour which is considered by Hummingbird Hall to be abusive or threatening prior to, or at, the function.
  • The supervision of children is not the responsibility of Hummingbird Hall’s staff. Children must be supervised by responsible adults within the party. If Babysitting, Kids Zone and Children’s Entertainment services are required, these may be purchased as additional extras in advance of the event.
  • Hummingbird Hall’s staff will not perform laundry duties under any circumstances. Such duties include, but are not limited to,washing, ironing and mending.
  • Hummingbird Hall takes no responsibility for items or valuables that belong to the customer, guests, clients and/or employees.
  • Hummingbird Hall will take all due care but will not be held responsible for breakage or misplacement of wedding gifts
  • The parties agree to 3 pre-event consultation in person consultations before the wedding date in order to finalized the actual running order etc. The first 3 consultations (maximum of 1 hour each) will be free of charge. Any additional consultations will be charged at US$50 per hour or part therefore of
  • The golf cart tour and butterfly release are weather contingent. Hummingbird Hall will not be liable or issue refunds should these services be unavailable due to Acts of God such as the weather.
  • All items detailed as included in the local bar will be kept at the bar. The placement of drinks on the table constitute an additional extra and must be agreed to, and paid for, in advance
  • Hummingbird Hall’s DJ will be guided by song and genre selections discussed in advance of the event, though reserves the right to use his discretion with regard to music played.
  • If using a DJ not supplied by Hummingbird Hall, the client-supplied DJ is obligated to adhere to the instructions of Hummingbird Hall’s staff with may include – though are not excluded to – instructions relating to noise levels, the positioning of equipment and setup.
  • By holding your function at Hummingbird Hall, you agree that any photographs taken at the venue, in connection with the function, may be used, if required, in future publications and promotional activity by or on behalf of the venue.
  • Hummingbird Hall will not be held liable if unable to perform all or part of the contract due to acts of God, floor, fire, warfare, government laws or regulation, electrical failure, strikes by suppliers or circumstances beyond its control.

 

Post Wedding

If Hummingbird Hall has supplied your Wedding Officiant but not your photography or videography services:

  • Two certified Marriage Certificates will be sent within 6 [SIX] weeks of your wedding. It will not be possible to collect these items from Hummingbird Hall before this time. These certificates will be dispatched to the address provided by the clients to Hummingbird Hall on booking. Hummingbird Hall accepts absolutely no liability for Marriage Certificates not received due to the client supplying an incorrect address. Should the client’s address change – it is the responsibility of the client to request an Addendum to the contract which must be signed and dated by both parties.

If Hummingbird Hall has not supplied your Wedding Officiant but has supplied your photography and/or videography services

  • Within 7 [SEVEN] days of your wedding Hummingbird Hall will upload all photographs taken to a password protected area of Hummingbird Hall’s website from which you, the client, can select the photographs that you would like printed according to your package.
  • You will be sent these printed photographs within six weeks of the date that you inform Hummingbird Hall of your final photograph selection. These photographs will be sent to the address given on booking and Hummingbird Hall accepts absolutely no liability for items not received due to the client supplying an incorrect address. Should the client’s address change – it is the responsibility of the client to request an Addendum to the contract which must be signed and dated by both parties.
  • Once you have informed Hummingbird Hall of your final photograph selection, Hummingbird Hall reserves the right to discard of your photographs and video. Therefore, if you wish to have access to all photographs taken at your event, you are advised to purchase all photographs on DVD as an additional extra.
  • If Hummingbird Hall has not supplied your Marriage Officiant but has supplied your photography and videography services – your edited video will be dispatched alongside your photographs.
  • If Hummingbird Hall has supplied your videography services but neither your Marriage Officiant nor your photography services; your edited video be dispatched within 6 weeks of your wedding. It will not be possible to collect your video from Hummingbird Hall before this time.
  • The unedited video will not be dispatched and will not be available.

If  Hummingbird Hall has supplied your Wedding Officiant and photography and/or videography services:

  • Your Marriage Certificates, photographs and edited video will be dispatched together within 6 [SIX] weeks of you informing Hummingbird Hall of your final photograph selection. It will not be possible to collect these items from Hummingbird Hall before this time.
  • These items will be sent to the address given on booking and Hummingbird Hall accepts absolutely no liability for items not received due to the client supplying an incorrect address. Should the client’s address change – it is the responsibility of the client to request an Addendum to the contract which must be signed and dated by both parties.
  • Once you have informed Hummingbird Hall of your final photograph selection, Hummingbird Hall reserves the right to discard your photographs and video. Therefore, if you wish to have access to all photographs taken at your event, you are advised to purchase all photographs on DVD as an additional extra.

If you would like to discuss these terms and conditions, please do not hesitate to speak with a member of the friendly Hummingbird Hall team or email accounts {at} hummingbirdhall.com.

Hummingbird Hall reserves the right to change these terms and conditions without notice or liability.

 

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