1. INTRODUCTION

This Rental Agreement and Terms of Service (the “Agreement”) is made between Pantanassa Venue (“the Venue”) and the client (“the Client”) for the temporary hire and use of the venue premises and services.

Booking and use of the Venue implies full acceptance of the following terms and conditions. This document serves as a binding agreement once signed and/or deposit is paid.

2. BOOKING & PAYMENT TERMS

2.1 Reservation & Deposit

A non-refundable deposit of 50% of the total booking amount is required to secure your date.

Bookings are confirmed only once proof of payment and a signed agreement have been received.

2.2 Balance Payment

The full balance is payable 14 calendar days prior to the event date.

Late payments may result in cancellation without refund.

2.3 Additional Charges

Any additional services or last-minute changes requested after the final quote will be charged separately and are payable immediately or on the day of the event.

2.4 Breakage & Cleaning Deposit

A refundable breakage deposit may be required based on the nature of the event.

This will be refunded within 7 working days after the event, subject to a post-event inspection.

3. CANCELLATION & POSTPONEMENT POLICY

3.1 Cancellation

All cancellations must be submitted in writing. The following refund policy applies (excluding the non-refundable deposit):

60+ days before event: 50% of balance refunded

30–59 days: 25% of balance refunded

Less than 30 days: No refund

3.2 Postponement

Postponements are permitted once without penalty if requested more than 30 days before the event.

Any changes within 30 days may incur a rebooking fee and are subject to availability.

4. VENUE USAGE TERMS

4.1 Access Hours

Standard full-day bookings allow venue access from 08:00 to 23:00.

All music must stop by 22:30, and guests must vacate by 23:00 unless agreed otherwise in writing.

Additional hours may be arranged in advance at an extra fee.

4.2 Setup & Breakdown

Setup and breakdown must occur within the contracted rental period.

Any early access or next-day takedown must be pre-approved and may incur additional charges.

4.3 Décor & Installations

All décor must be non-invasive (no nails, glue, or tape on walls/floors).

Fire-hazardous items (e.g., open flames, sparklers) are not allowed unless explicitly approved.

Confetti, glitter, rice, or similar items are prohibited unless biodegradable and approved in writing.

4.4 Venue Capacity

Maximum guest capacity is 300 persons. The Venue reserves the right to deny entry once this limit is reached.

5. CATERING, ALCOHOL & SUPPLIERS

5.1 Catering

Catering may be provided by approved third-party caterers or arranged via Pantanassa’s in-house network.

The Client is responsible for ensuring all caterers meet hygiene, licensing, and safety regulations.

5.2 Alcohol Policy

Alcohol may be served at the event; however, if alcohol is sold, the Client is responsible for obtaining the appropriate liquor license.

Excessive intoxication will not be tolerated, and security may intervene if necessary.

5.3 Third-Party Suppliers

All external vendors (e.g., florists, DJs, photographers) must be approved by the Venue in writing at least 14 days prior to the event.

The Venue reserves the right to deny access to unvetted or non-compliant service providers.

6. CLEANING & DAMAGES

6.1 General Cleaning

Standard cleaning is included. Any excessive mess or negligent damage (including kitchen, bathrooms, and floors) will be deducted from the breakage deposit.

6.2 Damages

The Client assumes full financial responsibility for all damages, loss, or breakages caused by themselves, their guests, or hired service providers.

7. SAFETY & COMPLIANCE

7.1 Venue Rules

Emergency exits must remain unobstructed at all times.

Children must be supervised at all times.

No smoking is allowed inside the venue. Designated areas are available outside.

7.2 Indemnity & Liability

The Venue accepts no responsibility for injury, loss, or damage to persons or property during the use of the premises.

The Client agrees to indemnify and hold harmless Pantanassa Venue, its staff, and partners from any claims arising from the event.

8. FORCE MAJEURE

Pantanassa shall not be liable for cancellations or inability to fulfill obligations due to events beyond its control, including but not limited to: fire, floods, acts of God, load-shedding, government regulations, pandemics, or public unrest.

9. AGREEMENT & SIGNATURE

By paying the deposit and/or signing the agreement, the Client agrees to abide by all the terms listed above. Any breach of this agreement may result in cancellation without refund.