Create Unforgettable Moments at Pantanassa →

Pantanassa Venue Hire Terms & Conditions

Effective Date: 17 October 2025

Website: www.pantanassavenue.co.za

Venue Address: 62 5th Street, Melrose Estate, Johannesburg

Contact: [email protected] | +27 82 927 0069

These Venue Hire Terms and Conditions (“Terms”) form part of the agreement between Pantanassa Event Venue (“we,” “our,” “us”) and the client (“you,” “your”) for the hire of our venue and related services. By confirming your booking or making payment, you agree to these Terms.

1. Booking and Confirmation

1.1. A booking is considered tentative until a deposit or full payment (as specified in your invoice or booking confirmation) is received.

1.2. Tentative bookings may be released if payment is not made within the stated timeframe.

1.3. A booking is confirmed only after Pantanassa issues a written confirmation or receipt of payment.

1.4. By confirming your booking, you acknowledge that you have read, understood, and agreed to these Terms.

2. Payment Terms

2.1. Payment schedules and amounts are outlined in your booking confirmation.

2.2. Final payment must be made by the due date stated in the invoice.

2.3. Failure to make payment on time may result in cancellation of your booking.

2.4. All prices are inclusive of applicable taxes unless otherwise stated.

2.5. Payments can be made via approved methods indicated on the invoice or payment link.

3. Security Deposit

3.1. A security deposit may be required for certain events. This will be held against any damages, excessive cleaning, or breaches of venue rules.

3.2. The security deposit will be refunded within [insert timeframe, e.g., 7–14 business days] after the event, provided no deductions are required.

4. Cancellations and Refunds

4.1. All cancellations must be submitted in writing via email to [email protected].

4.2. The following cancellation policy applies unless otherwise stated in writing:

  • More than 60 days before the event: 80% refund (less administrative fees)

  • 31–60 days before the event: 50% refund

  • 15–30 days before the event: 25% refund

  • 14 days or less before the event: No refund

4.3. If Pantanassa must cancel due to circumstances beyond our control (e.g., force majeure, natural disasters, government restrictions), we will work with you to reschedule or provide venue credit.

5. Event Timing and Access

5.1. Venue access is only available for the time specified in your booking confirmation.

5.2. Setup and pack-down times must be included within your hire period. Additional time may be charged at the prevailing hourly rate.

5.3. Late departures without prior approval will incur additional charges.

6. Venue Usage

6.1. You agree to use the venue responsibly and solely for the purpose outlined in your booking.

6.2. You must not sublet, transfer, or assign your booking to another party without written approval.

6.3. The number of attendees must not exceed the agreed capacity.

6.4. You are responsible for ensuring that guests and vendors comply with all venue policies and staff instructions.

7. Decorations, Setup, and Vendors

7.1. Decorations must be approved by Pantanassa prior to installation. No nails, adhesives, or fixtures may be attached to walls, floors, or ceilings without consent.

7.2. Candles, fireworks, confetti, or open flames are not permitted unless pre-approved in writing.

7.3. External vendors (e.g., caterers, photographers, stylists) must comply with Pantanassa’s safety and conduct guidelines.

7.4. All equipment brought into the venue must be removed immediately after the event unless prior arrangements are made.

8. Food and Beverages

8.1. Only approved caterers may provide food and beverages on site unless otherwise authorized.

8.2. Alcohol consumption is permitted only under local licensing laws and with prior written approval.

8.3. The client assumes full responsibility for the behavior of guests consuming alcohol during the event.

9. Cleaning and Damages

9.1. Basic cleaning is included in the hire fee; however, the venue must be left in a reasonable condition.

9.2. Additional cleaning fees will apply if the venue is left excessively dirty or requires special attention.

9.3. You are responsible for any damage caused by you, your guests, or your vendors.

9.4. The cost of repair or replacement will be deducted from the security deposit or charged directly to the client.

10. Noise and Conduct

10.1. Noise levels must comply with local regulations. Music must end by the designated time agreed upon in your booking.

10.2. Pantanassa reserves the right to reduce sound levels if deemed disruptive or unsafe.

10.3. Disorderly, unsafe, or unlawful behavior may result in immediate termination of the event without refund.

11. Liability and Insurance

11.1. Pantanassa Event Venue will take reasonable care to ensure the safety and security of guests; however, we are not liable for:

  • Loss or damage to personal property

  • Injury or accidents caused by negligence of guests or third parties

  • Interruption due to events beyond our control

11.2. Clients are encouraged to obtain event insurance covering cancellations, damages, and public liability.

12. Force Majeure

Neither party shall be liable for any failure or delay in performance due to circumstances beyond their control, including but not limited to natural disasters, pandemics, government actions, power outages, or civil unrest. In such cases, both parties will make reasonable efforts to reschedule or find an amicable solution.

13. Photography and Promotion

13.1. Pantanassa may take photos or videos during events for promotional purposes unless you request otherwise in writing before the event date.

13.2. Clients are welcome to tag and share their event experiences on social media.

14. Termination of Agreement

Pantanassa reserves the right to terminate this agreement immediately if:

  • The client breaches these Terms

  • The event poses a safety or reputational risk to the venue

  • Payment deadlines are not met

No refunds will be provided in cases of termination due to client misconduct or breach.

15. Governing Law

These Terms are governed by the laws of MELROSE ESTGauteng. Any disputes will be resolved through good-faith negotiation or, if necessary, in the appropriate local courts.

16. Acceptance of Terms

By submitting payment, signing a booking form, or confirming your event, you acknowledge that you have read, understood, and agreed to these Venue Hire Terms and Conditions.