RATES & INFORMATION

2023 - 2025

Contact Us
Site Visits & Viewings - Jason Plumbly: jason@[Link] ll 083 987 2264
Reservations & Accounts: Wilmarè Plumbly: events@[Link] ll 083 992 8403

Belair Pavilion, Suid Agter Paarl Road, Paarl, Western Cape, South Africa

[Link]
About the Venue

belair offers a unique space that is truly one of a kind.... this 200 seater glass pavilion is considered to
be one of the most beautiful garden venues in south africa.

the views are exceptional from this small farm on the slopes of paarl mountain.
the boutique estate is in the heart of the cape winelands district, surrounded by several well-known
wine estates. belair is situated in paarl, on the suid agter paarl road, a mere 45min from cape town.

the pavilion is beautifully positioned in an exquisite garden with breath-taking views of the boland
mountains. the reception room is a contemporary steel structure with wrap around glass doors,
and is virtually alive, covered in evergreen star jasmine that is in bloom late october / november.

the front facade of the reception room offers 6 lawn terraces that create a wonderful landscape for an
exceptional outdoor cocktail event. with views of the simonsberg mountains, the front terrace features
2 trendy pink outdoor bars, positioned between wisteria covered arches, for a striking pre-drinks
experience.

a dramatic water feature creates an aisle linking the pavilion to a quaint 120 seater ivy-covered
ceremony area, all surrounded by glorious wisteria covered arches that bloom in mid-september.
for larger gatherings, belair offers a beautiful outdoor ceremony area for up to 250 guests.
the outdoor ceremony area features a dramatic black & white tiled aisle with beautiful white rose
covered arches. it is positioned under established water pear trees, ensuring wonderful shade in
summer months.

one of the many great features of this venue is the fairylight lit outdoor patio, adjacent to the main
reception room. it features a popular fire pit area, a granite wall water feature, an intimate outdoor
dance floor, festoon lights and a lush green cocktail bar.

children can enjoy the small outdoor play park under supervision of childminders and / or parents.

the charming guest house on site, offers accommodation for up to 39 guests in 19 guest rooms.
the accommodation package includes breakfast for all belair country house guests at the very popular
goatshed restaurant, next door at fairview wine estate.

the extraordinary gardens, full-scale labyrinth and exquisite reflection pool are only some of the many
highlights that make belair exceptionally different.

this country estate is surrounded by magnificent scenery, where you can create a function that will long
be remembered.

the pavilion is not open to the public, ensuring privacy and exclusivity.

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Standard Rates
rates are subject to change. venue package rates are fixed, and are not quoted on a cost per head basis.

2023 Venue Package 2024 Venue Package 2025 Venue Package

R62,000.00 including 15% VAT R65,000.00 including 15% VAT R69,000.00 including 15% VAT

the venue package includes the following:

use / option of 2 on-site ceremony areas: the greenhouse or outdoor water pear tree ceremony area.
including set-up of 20x 6-seater timber & steel benches and a podium for the marriage officiant.

use of arrival and/or pre-drinks areas. front lawn terrace (pink bar) or back patio (green bar).

main reception room inclusive of 20x 2,4mx1.1m stained timber & steel dinner tables & silver steel
reception chairs & cushions for up to 200 guests. including 1 podium for speeches, 1 podium for a gift box
or wedding cake, & a dj booth.

tableware
st. tropez stainless steel cutlery for up to 200 guests.
starter knives & forks, dinner knives & forks, dessert spoons & cake forks.
continental china dinnerware for up to 200 guests.
side plates, starter plates, dinner plates & dessert plates.
crane crystal bistro champagne flutes & crane bistro wine glasses for up to 200 guests .
1 champagne & 1 wine glass per place setting.

bar facilities / equipment

standard bar glassware: wine glasses, zombie/ tall tumblers, willy/beer glasses,
short tumblers/whisky glasses, shot glasses, gin tumblers, ice buckets, water carafes, openers,
pourers, ice scoops, serving trays, drip trays, waste bins, 3x 1/2 wine barrels (outdoor coolers)
and 4 bar drinks fridges.
*belair offers 3 bar areas. 2 outdoor bars - front terrace : pink bar, back patio: green bar & venue interior bar.

standard kitchen facilities

20 plating tables, double door fridge, freezer, 5 plate boiler table, microwave, wash-up bay, waste bins and
1 kitchen waste skip / removal of catering waste.

standard lighting throughout the gardens, including fairy lights & festoon lights on the back patio.

guests facilities: children's outdoor play park (use at own risk, under adult supervision), guest parking,
restroom facilities (including all consumables) and fire pit area (inclusive of firewood)

hand sanitisers for all dinner tables, cocktail furniture, bar areas, restrooms, ceremony areas, outdoor areas
and main entrances / exits - available upon request

limited service staff: 1 parking attendant for guest arrival, 1 venue cleaner & 1 evening security guard &
security patrol dog (on-site security linked to armed response)

basic set-up: belair will ensure that all venue tables and chairs are in place as per your floorplan when your
vendors arrive for set-up, further to this, belair will ensure that the venue is cleaned before and after your
event.
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Exclusions & Optional Extras
The Venue Package Excludes Available Optional Extras

planning & coordination. outdoor lounge packages *non-vatable

2023 R4000 ll 2024-2025 R4500 - small
accommodation.
2023 R6000 ll 2024-2025 R6500 - medium
catering & additional catering equipment. 2023 R8000 ll 2024-2025 R8500 - large
service staff not mentioned. green velvet 6-seater bench cushions. qty. 20
sound equipment. 2023-2024 ll R20 each - including vat.
2025 ll R25 each - including vat.
linen, candles, outdoor structures, floral,
table decor & decorative lighting. 3-panel interior gas heaters including gas. qty 6
R450 each - including vat. *subject to gas
additional chairs and/or shade for increases if any.
the ceremony, over and above what is
provided. armless ghost chairs - available qty. 150
2023-2024 ll R40 each - including vat.
additional tables, chairs, cutlery, crockery
2025 ll R45 each - including vat.
& glassware for numbers exceeding
200 pax. white costa nova dinnerware
R400 for the set - including vat.
generator fuel surcharge
available qty: 200 side plates & 200 main plates
in case of loadshedding
lawn game package: select any 6. teebox,
optional extras listed
putting green, kubb, lawn dominos, ring toss
giant pick-up-sticks, lawn dice, boules &
croquet. R800 incl. vat.

bedouin tents

Special Offers
2x 15x15m white shade tents: R18,000
2x 15x15m silver "all weather" tents R20,000
rates include vat, delivery, collection, set-up
and breakdown costs.

Mid-Week Reservations Winter Event Reservations

2023 R46,000 including 15% VAT 2023 R46,000 including 15% VAT
2024 R48,000 including 15% VAT 2024 R48,000 including 15% VAT
2025 R52,000 including 15% VAT 2025 R52,000 including 15% VAT
tuesday or wednesday reservations only. events hosted in june, july & august.
excluding dates in december till the 1st week of winter events are limited to 120 guests.
january, and public holidays. limited to 120 guests.

Last Minute Reservations Halaal / Muslim Events

2023 R52,000 including 15% VAT 2023 R52,000 including 15% VAT
2024 R55,000 including 15% VAT 2024 R55,000 including 15% VAT
2025 R59,000 including 15% VAT 2025 R59,000 including 15% VAT

reservations made within 3 months from the date sunday events only. reservations made within 6 months
of the event. of the date of the event. excludes sundays in december.
a R3000 surcharge is applicable for numbers exceeding
200 guests. halaal events are limited to 250 pax. 4
Reservations & Payment Terms

prior to booking your site visit, kindly read through the entire document and highlight any questions you might
have. to avoid disappointment, please do enquire about your preferred date availability upfront, since it is
possible that the date might not be available to you. in such an event, belair will offer you alternative date options
for your consideration. once you are ready, please confirm your site visit with the venue manager. should you
wish to proceed with your reservation, kindly send a mail to: events@[Link] requesting an option on the
date. belair management will then send you a contract, along with your 1st 50% pro-forma invoice.
to secure your reservation, please send us a signed copy of the venue agreement along with the proof of
payment (pop) of the 1st 50% venue payment, as stated on your pro-forma invoice. upon receipt of your
contract and 1st 50% pop, we will send you an event confirmation, via e-mail, along with a revised pro-forma
invoice reflecting the 1st payment received.

please e-mail all documents to: wilmarè plumbly. email: events@[Link]

please note that the balance of the venue fee (2nd 50% payment) is due 4 months prior to your event date,
thus if you wish to secure a date within 4 months from your event date, the full venue package payment
will be due, as per the invoice.

a refundable (pending damages) security deposit of R6, 000.00, along with any other outstanding payments ie:
optional extras, staff and bar orders etc. should be settled no later than 7 days prior to the event. all refunds
(venue & accommodation) will be settled within 10 working days.

please take note that pencil reservations will be released after 7 days if no confirmation is received ie: both the
contract and 1st pop, confirming your reservation.

Cancellation Policy

a R5000 cancellation fee is applicable if clients wish to cancel their reservation within 30 days from when the
reservation was confirmed, thereafter cancellation fees are applicable as set out below. cancellation fees are
based on a percentage of the total venue package rate.

10% if cancelled within 2 years or more from the date of your event.
20% if cancelled within 1 year from the date of your event.
30% if cancelled within 10-11 months from the date of your event.
40% if cancelled within 8-9 months from the date of your event.
50% If cancelled within 6-7 months from the date of your event.
80% if cancelled within 4-5 months from the date of your event.
90% if cancelled within 2-3 months from the date of your event.
100% if cancelled within 1 month from the date of your event.

your confirmed event date is not interchangeable. no postponements or date changes are permitted, unless
your event is impacted by covid-19 regulations, preventing social gatherings from taking place. postponements
will be considered in the event of hospitalisation or treatment of a severe illness or a traumatic experience that
renders the client unfit to proceed with their scheduled event. please see belair's postponement terms and
conditions on page 16 of this document.

Site Inspections, Viewings & Meetings

viewings, meetings and site inspections are by appointment only. in order to assist all clients and / or visitors,
viewings & site visits are limited to 45min. viewings are to conclude latest 12pm on event days.
no more than 6 guests at a time, may attend viewings on event days.
for larger groups, please arrange for a viewing on a non-event day. viewings & site inspection can be scheduled
with jason plumbly; email: jason@[Link] ll phone: 083 987 2264.

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Restroom Facilities on Site

the pavilion offers 9 fully serviced restrooms *all restroom consumables are provided.
venue interior: 5 (sit-down) unisex restrooms, including 1 disabled restroom.
venue exterior: 3 (sit-down) unisex restrooms, including 1 disabled restroom and 1 male restroom (3 urinals).
should you wish to dedicate restrooms (male & female) please ask your mc to advise guests.
of the arrangements during the welcome speech. we recommend ladies interior and gentlemen exterior.

Access & Provisions for Frail and/or Disabled Guests

provisions have been made to accommodate frail and/or disabled guests in term of parking and access to the
ceremony areas, main reception room, exterior and interior restrooms. please discuss all provisions made with
the venue manager during your site visit.

Ceremony Areas

the ivy-covered greenhouse: 120 pax max capacity, inclusive of 20x 6-seater timber & steel benches.
if your guest list exceeds 120 people, we can accommodate the balance of your guests outside on the lawn
adjacent to the greenhouse.
the water pear tree outdoor ceremony area: 250 pax max capacity.
inclusive of 20x 6-seater timber & steel benches.
any additional chairs & shade you might require for your ceremony, will need to be arranged by you directly,
for your own account.
the standard set-up of the ceremony area (with timber benches) is included in the event package. should you
wish to use the silver venue chairs for your ceremony, a custom ceremony set-up fee of R1500 (including vat)
is applicable. please note that this is only possible if there are enough silver chairs for both the ceremony area
and reception area. if you wish to make use of alternative chairs for your ceremony, please make arrangements
with your planner and/or hiring company to facilitate the set-up. (cost to client)
a power supply is available at both ceremony areas.
please note that both ceremony areas are outdoor garden areas, thus we recommend reserving a church
for winter months. please discuss weather day options with the venue manager during your site visit.

Dance Areas

the pavilion can accommodate up to 180 guests with an interior dance floor space. events for 120 guests or less
may make use of the exterior dance floor area on the back patio (weather permitting). for weddings exceeding
180 guests, it is recommended to hire an exterior dance floor that can be placed on the front lawns.
please discuss terms related to the use of an outdoor dance floor on the lawns, with the venue manager
upfront. municipal sound restrictions are applicable for all exterior areas.

Sound

belair does not supply any sound equipment, please make arrangements with your planner and/or dj to
make provision for sound equipment. if you plan to have speeches and/or play music outside, please note
that standard municipal sound restrictions are applicable. please discuss your technical / sound requirements
with belair management upfront.

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Bar Service

belair will endeavor to meet all your beverage requirements.

the bar menu is available on request. bar rates are inclusive of 15% vat.
a minimum bar spend of R100 per person is applicable. this allowance will mainly be used towards your
pre-drinks experience, the balance (if any) will go towards your reception.
bar staff (1 per 40 guests / minimum of 2 per bar station) will be an extra cost as listed on page 9 under
"service staff / event staffing"
unless you are running an open bar, no drinks orders may be placed with waiters. guests are to order all drinks
from the venue bar - at the point of sale. should you run an open bar, and would like for your guests to order
drinks from their waiters, then additional waiters will be required to facilitate this request.
belair pavilion is a licensed bar establishment. license number: WCP/041626
as per the western cape liquor license terms, no drinking on the property is permitted after 2am (pending
covid 19 regulations) clients and / or their guests will not be permitted to supply their own drinks, or make
arrangements with outside service providers or caterers to sell or serve drinks on the property. this pertains to
all beverages and is not limited to alcohol. violation of this policy will result in the forfeit of your security deposit.
no verbal agreements pertaining to drink allowances will be made, all agreements are to be in writing.
the venue bar closes at midnight, last rounds will be called at 23:30, if however, you wish to extend, we are
licensed to serve drinks until 01:30 (last rounds) with a 02:00 on-consumption cut off. bar operation times:
pending covid-19 regulations. venue and staff overtime charges are applicable after midnight.
no drinking/after parties are allowed on the property after the event has come to an end. this policy also
extends to the guest house & swimming pool area.
please note that bar menu rates are subject to change, pending supplier rate increases.

Available Bar Options

cash bar: full bar menu available for guest's account. interior bar only. card facilities available at bar.
minimum card transaction of R50.
soft drinks tab: full bar menu available. water, mixers & soft drinks for client's account.
wine, beer, cider & spirits for guest's account.
limited soft bar tab: full bar menu available. beer, cider, soft drinks, mixers & water for client's account.
wine & spirits for guest's account.
full soft bar tab: full bar menu available. wine, beer, ciders, soft drinks, mixers & water for client's account.
spirits for guest's account.
limited open bar: full bar menu (excluding shooters) for client's account. shooters for guest's account.
full open bar: full bar menu available. for client's account.

belair will supply all bar glassware, basic bar garnish & ice for drinks sold at the bar. standard gin bar garnish
(selection of 5 options) is included in all our gin bar offers listed on our bar menu. premium gin bar garnish
(special requests, over an above what is included) will be quoted for accordingly.
should you wish to run a bar tab, please discuss your options with the venue manager during the final meeting.
the bar tab (limit as nominated by you) is payable in advance, 7 days prior to your event date. our bar operates
with a point of sale system, and bar tabs will run on an open ticket so that clients can check in with the bar staff,
during the course of the evening, as to where the tab is sitting, should they wish to know. no cash or card
refunds will be available on the night of the event. the remaining balance of the bar tab (if any) will be refunded
to you via eft, along with the balance of your security deposit. clients that wish to run a limited or full open bar
tab for their event, will be responsible for a 5% bar staff gratuity levy (on the overall reception bar spend
ie: pre-drinks are excluded from the gratuity levy).
standard corkage: we limit the amount of wine you may supply to 3x 750ml bottles of wine per 10 guests.
corkage rate: 2023: R45 ll 2024-2025: R50 (including vat) per 750ml bottle of wine. this allowance includes
mcc/champagne. alternatively, you can opt for a non-refundable bar surcharge of R8000 (including vat) that will
allow you the opportunity to provide a large quantity of wine for your reception (limited to 120 x 750ml bottles of
wine) this bar surcharge does not go towards the minimum bar spend. should you exceed the limit of 120
bottles of wine, you will be liable for an added corkage fee of R120 per bottle of wine, over and above the 120
bottle allowance.
"wine to table" service: bottles of wine will not be placed on dinner tables, unless you wish for our service staff
to do so, or unless a guest orders a bottle for the table. waiters will serve wine to guests (poured) during the
course of the evening. please nominate upfront if you wish for servers to leave wine on the dinner tables.

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Non-Alcoholic Events
for all non-alcoholic events taking place on a public holiday, friday or saturday, a bar surcharge of R15,000.00
(including vat) will be applicable.
muslim/halaal events only: no surcharge is applicable for halaal events taking place on a sunday.
clients are welcome to supply their own non-alcoholic drinks.

halaal caterers generally provide all the service staff & tableware required for the event.
if you choose to make use of your caterer's service staff, please do take note that you will forfeit the use of the
venue tableware & bar glassware, since we do not allow outsourced staff to handle the venue items.
no discounts will be given in respect to tableware & glassware

Catering

we have compiled an extensive list of well-known professional event caterers that you can choose from.
approval for catering services will not be given to caterers that are not listed on our approved vendors
document, nor family members and/or friends. only belair approved caterers listed on our recommended
service providers document, may fulfill event catering services at belair.

food trucks: if you wish to make use of food trucks for your dinner service, rather than a formal sit-down
dinner, you will be required to book at least 1 food truck (from our recommended service providers document)
per 50 guests.

belair offers a standard tea & coffee service (self-service coffee / tea bar on the back patio)
2023: R20 per cup ll 2024-2025: R25 per cup (including vat) we offer a variety of teas: earl grey, chai, ceylon,
rooibos, chamomile and green tea. we also offer hot chocolate, instant and filter coffee. minimum order
of 60 cups. please discuss your coffee and tea requirements with the venue manager prior to making
any arrangements directly.

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Service Staff / Event Staffing

belair will arrange service staff for your event as per the rates below.
external service staff are not permitted, unless arranged with belair management prior to confirmation
of your event. if you wish to make use of outsourced service staff, please discuss the arrangements with
belair management for approval thereof. only registered, professional event staffing companies will be considered.
we do not allow outsourced staff to handle the venue tableware and bar glassware, thus if you choose to make
use of outsourced staff, you forfeit the use of the venue items ie: cutlery, crockery & all glassware and will need
to make alternative arrangements (for the hire of these items) with one of our approved service providers
(for your own account). no discounts will be given should you wish to proceed with your own arrangements.
alternatively, should you wish to make use of the venue items included in the standard venue package, but wish
to staff the event yourself, then you will be required to book 1 head waiter to oversee the floor service, 1 venue
sculler per 25 guests to assist with the cleaning and management of all venue items used, and 2 porters per 80
guests to manage the clearing station and general clearing of all glassware (exterior areas only)

*staff rates are non-vatable.

1 head waiter per event. [shift: minimum of 10 hours]

1 waiter per 10 guests. [shift: minimum of 8.5 hours]
1 barman per 40 guests. [shift: minimum of 10 hours]
8 waiters minimum per function, if numbers are less than 80 guests.
2 barmen minimum per function, if numbers are less than 80 guests.
2 barmen minimum per bar station.
2023-2024: R140.00 ll 2025: R150 per hour for the head waiter.
2023-2024: R115.00 ll 2025: R120 per hour per hour per waiter.
2023-2024: R115.00 ll 2025: R120 per hour per hour per barman.
optional set-up staff: 2023-2024 R95.00 ll 2025: R100 per hour per staff member. [shift: minimum of 6 hours]
optional scullers: 2023-2024 R95.00 ll 2025: R100 per hour per staff member. [minimum of 9 hours]
duty managers after hours fee: 2023-2024: R250 ll 2025: R280 per hour after 00h00.
all other service staff after hours fees: 2024-2024 R130 ll 2025: 140 per hour, per staff member after 00h00.
please note that new years eve and new years day incur 1.5 (time and 1/2) on staff costs.

other staff related notes

service staff attire: black trousers, white shirts, black ties, black shoes, & black "belair" branded aprons.
staff rates are inclusive of staff transport arrangements.
clients are not responsible for service staff meals.
clients are not responsible for waiting staff gratuities. clients that wish to tip the service staff may do so entirely
at their own discretion.
if you wish to run an open bar tab, please note that a 5% bar staff gratuity will be levied on your overall
reception bar tab amount. pre-drinks are excluded from gratuity levy.

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Event Planning / Event Coordination

the venue manager is only responsible for venue related duties, and will not be able to facilitate the planning
and/or running order of your event. it is therefore compulsory to employ the services of a registered,
professional events coordinator / events company when hosting an event at belair. only planners / coordinators
listed on our recommended service providers document, will be considered. this will ensure that you have
a stress-free day planned to perfection. approval to fulfill event planning and coordination duties, will not be
given to clients, their family members, friends and / or guests that attend the event, nor will approval be given to
other vendors that are not listed as approved planners / coordinators on our vendors document
(for example the caterer, florist, dj, make-up artist etc.)

Vendors / Service Providers

to help protect our clients, and ultimately ensure a stress-free event, we have compiled a list of well-known
industry professionals, that can assist you with all your requirements for your event.
clients may select photographers, videographers, hair & make-up stylists, dj's, bakers (wedding cakes) and
marriage officers of their choice, and do not have to select these vendors from belair's approved vendors
document. the following departments however, must be selected from our approved service providers
document: catering, floral, decor, lighting and event planning / event coordination, since these departments
impact our operations and logistics. we are familiar with the work of our approved vendors, and likewise, they
are familiar with our operations, our terms and conditions, and as such we have good working relationships
with our approved vendors, that was built on trust and mutual respect, which ultimately ensures a happy and
successful event. approval for event related services, as listed above, will not be given to family members,
friends and / or guests that attend the wedding. only approved vendors (as listed above) may fulfill event
related duties / services at belair.
should you wish for belair management to consider the services of other professional, registered service
providers not listed on our approved service providers document, please send us an email request, ahead of
your site visit, to avoid any disappointment. vendors not listed, will need to be pre-approved, prior to
confirming their services. written approval must be given. no verbal agreements will be made in this regard.
belair management reserves the right to deny the services of a service provider that we are not comfortable
with. belair will not be responsible for any payments made to service providers that are forfeited due to the
refusal of their services. clients are responsible for their service providers, and any damages that are incurred
during set-up, the actual event, and the wrap. belair pavilion does not accept liability for failure of service
delivery of any service provider. agreements made are between you and your chosen vendor. belair will
assume no responsibility for loss / damage to any hired-in items left on site overnight. please request a copy of
our operations information document and ensure that all your vendors receives a copy when you book their
services. this will ensure that all vendors are familiar with the venue terms and thus can plan for your event
accordingly.

Set-up & Breakdown

belair staff will complete the event floor plan layout prior to your service providers arriving on site for set-up.
your set-up team will have access to the venue from 8am the morning of your event. all interior event set-up
(décor, lighting, flowers, sound) must be completed at least 1 hour prior to guest arrival, to allow belair
the opportunity to service the venue floor and restrooms after the set-up is complete.

belair is not responsible for laying tables. please make arrangements with your coordinator to facilitate the
set-up. alternatively, set-up staff can be arranged upfront, with belair management, at an additional cost.
2023-2024: R95.00 per staff member, per hour ll 2025: R100 per staff member per hour (minimum 6hrs).

setup can be done the day before your event if the date is available ie: not booked for another event.
this can only be confirmed 6 weeks prior to your event date. should you wish to set-up the day before your
event, a fee of R1500.00 per hour (including vat) will be applicable. we will require a detailed brief of the set-up
day, before approval will be given. if you wish to secure a full set-up and / or wrap day, in advance / at the time
of making your reservation, a 3-day venue fee could be applicable in order to secure the dates. reduced rates
for prep & wrap are possible, however please discuss your requirements and options with the venue manager
prior to making your reservation.

10
Hiring

it is possible to hire in alternative tables, chairs and/or outdoor furniture (as per own arrangement / cost) no
discounts will be given if you choose to make use of alternative furniture. please advise belair management within
3 months of the date of your event if you plan to hire alternative reception furniture. please take note of the
furniture removal fees below.

if you wish to hire alternative reception furniture from another vendor and wish for belair to remove the
venue tables and / or chairs, a fee of R3500 (including vat) will be applicable.
if you wish to hire alternative reception chairs from another vendor and use the silver venue chairs for your
ceremony, a fee of R4000 (including vat) will be applicable.
if you wish to hire the venue ghost chairs and use the silver chairs in the ceremony area a fee of R2500
(including vat) will be applicable. if you wish to replace the silver chairs with the venue ghost chairs for your
reception, a reduced removal and set up fee of R1500 will be applicable. this fee exclude the hire fee of the
ghost chairs (2023-2024: R40 per chair ll 2025: R45 per chair, inclusive of vat).

Timings and Afterhours

the venue is available to you from 8am till midnight (pending covid-19 regulations) on the day of your event.
any wrap or prep work that needs to happen (sound, construction, lighting, décor, or floral) between 00:30
and 8am will be subject to the standard venue overtime fee. please keep this in mind when planning large
construction, lighting & floral installations and please communicate our terms to your service providers during
the quoting process.
service providers will not be allowed to either deliver goods or do any prep of any kind at the venue the day
before your event, unless arrangements were made with management, and agreed to in writing. should the
venue be able to accommodate prep the day before, a rate of R1500 per hour (including vat) is applicable.
service providers need enough time on the day to set-up for your event. a fair and realistic timeline is essential,
thus considering the amount of work that needs to happen on the day, events may only commence from 1pm
(guest arrival) at the earliest. should you wish to start with your event earlier, you will be required to book
additional set-up time the morning of your event, or prep the day before. if you wish to secure an early set-up
the morning of your wedding, standard venue overtime is applicable.
pending covid-19 regulations, or unless overtime was booked, last rounds at the bar will be called at 23h30,
and the last song is to play out no later than 23h45. all guests are to depart by midnight.
suppliers (including technical) will be allowed a 30min wrap, at no additional charge.
standard overtime will be applicable for any wrap work taking place on site (interior and/or exterior)
after 00:30 and before 06:30.
wrap / strike times: if the pavilion is hosting an event the next day, then wrap will be scheduled for 06.30-08:00
the morning after your event. if no event is taking place the day after, then wrap can be scheduled 08:00-09:30
for the following day. wrap arrangements should be confirmed with the venue manager, in writing, via e-mail,
latest 1 week prior to your event. unless we are hosting an event on a sunday the venue will be closed, and the
saturday event wrap will be scheduled for the following monday between 08:00-09:30 (to be confirmed during
the final meeting) if the venue is closed on sunday, we advise that you make arrangements to remove all personal
items ie: flower arrangements, wedding cake, wedding gifts etc. at the end of the evening, as you will have
no access to the venue on sunday, and will only be able to collect personal items the following monday.

Overtime / Afterhours

it is possible to book overtime (00:00-02:00) - pending covid-19 regulations, provided that you book the
full house accommodation package with the country house. you will not have the option to extend to 1am or 2am
if we have outside guests staying on the property, as music past midnight will be a disturbance.
if, however you have reserved all the rooms on site, your event may continue past midnight, provided you
have secured overtime with the venue, upfront. a venue afterhours/overtime fee of R4000.00 (including vat)
per hour for every hour after midnight will be applicable. in addition to the venue overtime, an overtime hourly
rate per staff member is applicable as set out on page 9. the venue afterhours rate applies until the last person,
including service providers have left the premises. you will not be able to book overtime on the night. overtime
needs to be discussed during the final meeting, and agreed to in writing, upfront. fees are payable in advance,
and are refundable, should your event wrap before, or at midnight.
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Electrical

a qualified electrician, with a wireman’s license is required for all electrical work on site. it is the event company's
responsibility to ensure that this rule is adhered to.

lighting & music set-ups need to be discussed in detail to ensure that the venue can accommodate the
electrical / power output requirements. additional power requirements for large kitchen, sound and lighting
installations is for the clients own account / as per own arrangement. no work on practical lighting
ie: greenhouse and venue chandeliers may commence without the venue manager’s approval and supervision.
please note: it is not possible to remove the greenhouse chandelier, it is a permanent fixture. should you wish
to remove the venue interior chandeliers for your event, a chandelier removal fee of R500 (including vat) is
applicable.

the pavilion has made provision for a 60kva generator on site, that can power your event in case of load
shedding. there is no hiring cost for the generator, however clients will be responsible for once off fuel
surcharge as set out below

load shedding stage 1-2: R1000

load shedding stage 3-4: R1500
load shedding stage 5-6: R2000
load shedding exceeding stage 6 - fuel surcharge to be confirmed.

fuel rates are subject to change.

since there is no way of knowing in advance if load shedding will be scheduled on the day of your event, the fuel
surcharge will not be billed for upfront, but rather deducted from the venue security deposit.
please do take note that the venue generator is serviced quarterly (as is required) however machinery can fail at
any stage, and in such an event, belair cannot be held liable for mechanical failure. should the generator fail,
belair will be able to assist with a stand-by 6kva generator that can power house lights and a standard sound
set-up.

should clients wish to have a large stand-by generator on-site, belair will endeavor to assist with any
arrangements necessary (cost to client).

Large Scale Rigging, Construction, Sound & Lighting Set-Ups

guests’ safety is a high priority. a safety officer is required for all large-scale rigging, construction, sound,
and lighting installations. this is not a requirement for a standard wedding dj / sound set-up. it only pertains to
big technical set-ups for example: outdoor concerts etc. belair will arrange a safety officer (cost to client) to
meet with the respective rigging, construction, sound & lighting teams at belair for a safety briefing, at least 30
days prior to the event.

all work, including the placement of all electrical and sound cables, has to pass a safety inspection prior to the
start of the event. safety tape and cable ramps are essential for large set-ups, please confirm with your service
provider, that they will supply all necessary items needed to ensure that all cables are “made-safe” for the event.
all work needs to be signed off by a safety officer before the start of the event. events may not proceed if the
rigging or construction work is deemed unsafe. the safety officer is to be present for the duration of set-up and
wrap (cost to client) until all the work is completed. a representative of the event company needs to be on site
for the duration of prep & wrap to manage the work.

lighting & music set-ups need to be discussed in detail to ensure that the venue can accommodate the
electrical / power output requirements. additional power requirements for large kitchen, sound and lighting
installations is for the clients own account / to be arranged by the events company.

rigging, construction & electric companies are to provide 3rd party insurance liability documents, prior to
any work commencing.

additional security / night guards are required on large-scale prep and wrap days. (cost to client)

belair reserves the right to increase the security deposit for all large-scale installation work, an amount
to be discussed upfront and agreed to in writing.
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Accommodation & On-Site Prep

Stay @ Belair

belair offers accommodation on site for up to 39 guests, inclusive of breakfast. the guest house offers 19 guest
rooms, of which 2 are kids rooms.
please note that the venue (belair pavilion) and accommodation (stay@belair) are 2 separate businesses,
and run independently from one another.
accommodation will be invoiced separately. please take note of the banking details on the accommodation
invoice, since it differs from the venue account.
for accommodation packages, see page 14.
individual room rates will be applicable for all separate / split reservations.

Ladies - On Site Prep Room Gentlemen - On Site Prep Room

The Orchid Room The Pool Room

the orchid room is a stand alone building in close the pool room is a relaxed space situated next to the
proximity of the venue and guest house. the room is guest house swimming pool. it is available from 10:30-
available for hair and make-up prep from 10:30am - 15:00, exclusively for the groom and his groomsmen.
15:00. it is an intimate space that can accommodate the room features a built in braai, a small bar,
up to 12 guests. alternative prep arrangements are to television, restroom & shower facilities (towels are
be made (as per own arrangement /cost) if your party provided) and a dressing room.
exceeds 12 people (inclusive of the hair & make-up
team) please confirm guest numbers with alternative prep arrangements are to be made (as per
management upfront so as to ensure that they own arrangement /cost) if the groom's party exceeds
set-up / prepare for the right amount of people. 8 guests, or if you wish to start earlier than 10:30am.

it is possible to book an early start at an additional please confirm guest numbers with management
R350 per hour. should you wish to start earlier than upfront so as to ensure that they set-up / prepare for
10:30 am, please make arrangements with belair the right amount of people.
management upfront so that they can make the
necessary staff arrangements for the day.

a booking fee of R2250 is applicable should you wish to a booking fee of R2250 is applicable should you wish to
reserve the orchid room for on site prep. reserve the pool room for on site prep.

the booking fee includes a "bridesmaid" service the booking fee includes a "valet" service
ie: a service lady that will tend to the bride & her bridal ie: a male waiter that will tend to the groom &
party during prep. a helping hand to steam dresses, top groomsmen during prep. a helping hand to steam a
up your bubbly and help with luggage, if need be. the couple of suits, serve drinks and help with luggage, if need
service lady will also ensure that the prep room is tidy and be. the waiter will also ensure that the prep room is tidy
that the wash-up service of all items used, is taken care of. and that the wash-up service of all items used, is taken
in addition to the bridesmaid service, the booking fee care of. in addition to the valet service, the booking fee
includes a power supply during load shedding and a light includes a power supply during load shedding and a light
beverage service ie: coffee, tea, water and fruit juice. beverage service ie: coffee, tea & water. ice & fire wood will
be provided.

both prep rooms are equipped with a garment steamer both prep rooms are equipped with a garment steamer

the use of the orchid room is included in the full house the use of the pool room is included in the full house
accommodation package. accommodation package.

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Accommodation Packages & Room Rates

Full House Package Building 3

Package Rate: R 35,000.00 The Country Barn

19 guest rooms / 39 guests the unit consists of 13 rooms of which 2 are kids
package rate includes breakfast for 39 guests. rooms, and a garden pavilion.

the country house: 4 rooms ll 8 guests. the country barn sleeps a total of 27 guests (inclusive of
children)
the country barn: 13 rooms ll 22-24 adults & 5-7 children
the luxury villa: 2 rooms ll 4 guests. Package Rate: R 19,500.00

includes the garden pavilion: available from 14:00-01:00

includes the ladies prep room: available from 10:30-15:00 room 7: sleeps 2 *queen bed only
includes the gents prep room: available from 10:30-15:00 family / interleading room to room 8.
garden room
Building 1
individual room rate: R1200.00
room 8: sleeps 3 *1 single bed & 1 bunk bed
family / interleading room to room 7.
The Luxury Villa individual room rate: R1600.00
room 9: sleeps 4 *2 king beds / 4 twin beds
the unit consists of 2 individual suites, individual room rate: R2600.00
room capacity: 2 guests per room.
room 10: sleeps 2 *queen bed only
the luxury villa sleeps a total of 4 guests.
individual room rate: R1450.00
room 11: sleeps 2 *king / twin beds
Package Rate: R 4,500.0 individual room rate: R1450.00
room 12: sleeps 2 *king / twin beds
room 1: honeymoon suite *king bed only. pool room
individual room rate: R2600.00 individual room rate: R1450.00
room 2: luxury suite *king or twin beds. room 13: sleeps 2 *king bed only
individual room rate: R2400.00 pool room
individual room rate: R1450.00

Building 2 room 14: sleeps 2 *king / twin beds

pool room
individual room rate: R1450.00
The Country House room 15: sleeps 2 *queen bed only
family / interleading room to barn room 16.
garden room
the unit consists of 4 individual rooms. individual room rate: R1450.00
room capacity: 2 guests per room.
the country house sleeps a total of 8 guests. room 16: sleeps 2 *king / twin beds
family / interleading room to barn room 16.
garden room
County House Package Rate: R 6,500.00 individual room rate: R1450.00

room 3: green garden *king or twin beds room 17: sleeps 2 *king / twin beds
garden room
room 4: ming blue *queen bed only individual room rate: R1450.00
room 5: silver suede *king or twin beds room 18: sleeps 2 *king / twin beds
room 6: white linen *queen bed only family / interleading room to barn room 19.
garden room
to ensure privacy in the main house, individual room rate: R1450.00
no individual room reservations are available room 19: sleeps 2 *bunk bed
in the country house. the county house (building 2) family / interleading room to barn room 18.
is a set 4 room / 8 guests reservation. individual room rate: R950.00
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Accommodation Payment Terms Accommodation Cancellation Fees:

1st 50% accommodation payment due: 5-6 months 25% cancellation fee.
6 months prior to the event date.
3-4 months 50% cancellation fee.
2nd 50% accommodation payment due: 1-2 months 80% cancellation fee.
4 months prior to the event date.

Accommodation Check-In & Check-Out Times

guests check-in time: 14:00

guests check-out time: 10:00
breakfast service: 09:00-11:00

Special Consideration – Weddings

clients will have first option to all the rooms on site, for the night of their wedding. the first option expires
6 months from the date of the event (if no reservation was made) whereafter rooms will be made
available to other guests on a "first come first serve" basis.
stay the night before: belair is unable to offer accommodation the night before your wedding, since the pavilion
might be hosting another event the night before. if the date however is free, you are most welcome to reserve
accommodation on site. availability can only be confirmed 2 months prior to your wedding date. for advance
reservations, a 2-night stay will be considered for events that are booked for either a tuesday or friday. mondays
and thursdays can be made available for a pre-wedding night stay, should it be required. dates offered exclude
public holidays, dates in december & the 1st week of january.
it is unfortunately not possible to guarantee an early check-in on the day of your wedding as guest check-out is
only at 10am. if belair is not accommodating other guests the night before your event, an early check-in can be
arranged. the following charges are applicable: R350.00 per room for an early check-in from 12pm and/or 50%
of the room rate for an 8am check-in. belair management will only be able to confirm an early check-in, 7 days
prior to your wedding day. please note that late check-outs will be billed at 50% of the room rate. costs will be
deducted from your security deposit, if no arrangements were made upfront.

Children Policy

if you, a member of your family, or friends wish to accommodate children, please discuss your requirements
with management prior to making your reservation since it might not be possible to accommodate the desired
amount of children. please take note that room capacity is limited. R400.00 per child (2-12 years of age) sharing
a room with parents, will be levied. this rate is inclusive of breakfast. if children are not sharing beds with
parents, a small child mattress and child bedding can be provided. please make arrangements for this special
request at the time of your reservation. children older than 12 will require their own room. please enquire about
the family room (interleading rooms) standard room rates are applicable for all children over the age of 12.

children are to be supervised by a dedicated childminder, for the client’s account / as per own arrangement.
children are not to be left unsupervised as the open ponds and pools on site, are potentially hazardous to
children that are unable to swim. children may only play at the venue outdoor park under strict adult
supervision. belair accepts no responsibility for any accidents arising from no child supervision.
the play park is a "use at own risk" area. please make all parents aware of the potential dangers.
parents are responsible for their childrens’ safety.

Frail and / or Disabled Guests

kindly inform the guest house and/or venue manager if you are hosting any frail or disabled guests, so that
management can make the necessary arrangements to ensure that your guests are comfortable.

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Indemnity & Force Majeure
if any incident related to the event / function results in legal involvement of a third party, the client indemnifies
belair pavilion and its employees from all responsibility and blame. belair pavilion cannot be held responsible for
any losses, damages, theft, injury or death of any guest, service provider or employee, working at belair or
attending the function. adult supervision of children is crucial, as there are glass doors, water features and open
swimming pools on the property. parents are responsible for the safety of their children. please ask your mc to
make a child safety announcement at the start of your event.
In the event of force majeure, the obligations of both parties under this agreement will be temporarily suspended
for the duration of the force majeure event, and will resume after the force majeure event has come to an end.
neither parties shall be liable for personal financial implications related to the force majeure event. the contract /
agreement between both parties is to resume within 120 days from when the force majeure event has come to
an end. clients will only be able to select from available dates within this 120 day period. advance postponements
outside of this 120 day period will be considered for available weekdays (mondays to thursday) only, excluding
public holidays, dates in december and the first week in january.

Postponement & Cancellation Policy

we understand that there cannot possibly be a "one size fits all" solution, when dealing with postponements.
each event will be dealt with independently / on an individual basis, since not one clients' circumstances
are the same. careful consideration will be given to each client, to best find a suitable resolve that works for
all parties involved, including all vendors contracted for the event.
postponements will only be granted if any of the following has an impact on the scheduled event.
1. in the event of a national lock-down situation preventing social gatherings from taking place.
2. if gatherings are restricted to less than 50 people.
3. if the national curfew is set before 9pm.
4. if no alcohol may be sold, or if the bar operating hours are set to end prior to 7pm.
5. if the client or their immediate family (mothers, fathers, and siblings only) are abroad, and unable to travel
due to travel restrictions, preventing travel to south africa.
6. in the event of hospitalisation or treatment of a severe illness or a traumatic experience that renders
the client unfit to proceed with the scheduled event. this policy also extends to the clients immediate family
(children, mothers, fathers, and siblings) a letter from the hospital or medical practitioner is required to
confirm authenticity.
covid 19 postponements will only be granted if restrictions (listed 1-5 above) are still in place 3 months
from the date of the event. advance postponements outside of this 3-month period will not be granted.
the contract / agreement between both parties is to resume within 120 days from when the restrictions are lifted.
clients will only be able to select from available dates within this 120 day period. advance postponements outside
of this 120 day period will be considered for available weekdays (mondays to thursday) only, excluding public
holidays, dates in december and the first week in january.
you are not eligible for a postponement should you deal with inconveniences related to visa applications
of a personal nature ie: if clients live abroad and wish to remain in their country of residence, to obtain residency
in that country or if clients wish to emigrate or apply for work visas in another country, after they have entered into
an agreement with belair. clients may cancel their event, however cancellation will be subject to belair's standard
cancellation policies. postponements will not be granted for inconveniences related to travel arrangements and
travel expenses, or if guests are unable to travel. belair management will give consideration to international clients
that have booked a destination wedding ie: where all guests are traveling to south africa for the wedding.
postponements will also be considered for couples that wish to postpone their wedding due to an unplanned
pregnancy. in such an event, clients will only be able to select from available non-premium dates (mondays to
thursdays, excluding public holidays, dates in december and the 1st week in january) within the same calendar
year. traditional customs: postponements will not be granted in the event of delays related to lobola negotiations.
please settle all negotiations related to lobola, with family, prior to entering into an agreement with belair.
should belair offer a postponement (unrelated to the events listed above numbered 1- 6) a R5000.00 event
postponement & administration fee will be levied, and noted on the client's revised pro-forma invoice. in addition,
the client will be responsible for the annual venue rate increase, should it be applicable. if the client opts to cancel
their event, then the standard cancellation policies, as set out in this agreement will be applicable. please do take
note that standard cancellation is applicable, should couples make a decision to separate for whatever reason.

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