Terms & Policies

1. Venue Hire

1.1. Venue hire is quoted per event.

1.2. This offers you complete exclusivity of The Polo Room and the terrace area for the duration of your event.

2. Bar & Beverage

2.1. The bar is based on consumption or limit as arranged. A cash bar is available on prior request.

2.2. Cash Bar Fee: R 2 850,00 per day.

2.3. All beverage prices are subject to change and will be charged for at the current price listed, available prior to your event.

2.4. All wines are subject to availability.

2.5. A Corkage Fee will apply should a client wish to bring in specific alcoholic beverages, this will be subject to confirmation with your event coordinator.

3. Service Staff

3.1. Front of House Manager: R465,00 per hour

3.2. Head Waiter: R295,00 per hour

3.3. Service: R148,00 per hour per waiter / barman / drinks waiter

3.4. Waiters are charged at a minimum of 9 hours for the function.

3.5. One waiter is allocated per 20 guests for a finger luncheon or cocktail party and one waiter per table of 10 guests for a plated breakfast, lunch or dinner. The Number of barmen required is calculated on a ratio of 1 barman per 50 guests.

3.6. Additional waiters will also be required for Cash bars and Waiter stations. This will be calculated on a ratio of 1 waiter per 50 guests.

3.7. Final Numbers for the event to be confirmed 10 working days prior to the event and staff will be allocated accordingly.

3.8. The cost of waiters is subject to change based on actual hours worked.

3.9. Staff hourly rate is subject to The Polo Room annual price increase.

3.10. Please be advised that waiters are in at least one hour prior to your guest’s arrival and depart approximately one hour after the last guests have left.

4. Breakage and Loss Fee

4.1. A non-refundable breakage and loss fee of R 2 100,00 excluding vat for cutlery, crockery & glassware will be charged on all functions.

5. Optional Additional Costs

5.1. Should a setup day be required before the event, a percentage of the venue hire will be levied for that day. Should a set up begin before 08h00 or continue after 17h00, 10% of the quoted venue hire will be levied per hour or part thereof.

5.2. Set up on the day of the function is from 08h00 to 17h00, should you require set up prior to 08h00, 10% of the quoted venue hire will be levied per hour or part thereof thereafter. Should you wish to have alternative times, please arrange this with your coordinator.

5.3. An amount will be deducted from the venue damage deposit if BWOM is required to reset a function partly or completely due to (a) audio-visual crew, (b) any other type of crew setting up, by moving tables around or (c) changing of the floor plan by the client for any reason. This is time consuming, and staff are not always available to reset the venue.

5.4. Room set up and layouts must be finalized and given to BWOM a minimum of two (2) weeks prior to the event.

5.5. A sound attenuated generator must be supplied by the client if bringing in AV equipment requiring high voltage. This must be parked in the designated area. The Polo Room will be able provide 60Kva generator upon request.

5.6. Other additional costs that could be expected: floral, decor, entertainment and photographer. Should the event / service / chuppah be hosted outdoors in the gardens, provision is to be made for outdoor chairs and any other specific requirements relating to the event outdoors.

5.7. All figures quoted exclude VAT at 15%.

6. Included in Venue Hire

6.1. The Polo Room Banqueting area consists of the following: The Polo Room banqueting room and the terrace area.

6.2. Fourty round Trestle Tables, Four hundred white Tiffany Chairs, A range of linen, silver cutlery, white crockery and elegant glassware for 400pax.

6.3. Secure parking is provided by The Polo Room

6.4. A 6-month free membership to The Inanda Club starting the day after the event.

7. Suppliers

7.1. Please refer to the Approved supplier list who we work with at The Polo Room, any deviation from the list must be cleared by The Polo Room.

7.2. Please ensure that any supplier you choose to make use of, clears all their items from the venue that night. This includes all flowers and decor items. The Polo Room does not take any responsibility for any of these items, nor do we accept flowers to be collected the following day. All flowers will be discarded on the evening of your function if no specific arrangement has been made.

7.3. Mock-up of the table decor, with the respective florist & supplier, can be arranged at the venue. Please contact your coordinator to set up an appointment for this.

7.4. Tables are set for 10pax, unless otherwise requested. Please advise of set up arrangements and times as well as the program of events / running order for the function.

7.5. A list of suppliers must be handed to your coordinator one week before set-up begins and all suppliers must report to management before any work commences.

7.6. No smoke machines, hot spark machines, sparklers, fire displays or confetti guns are allowed in the venue. This is non-negotiable.

8. Full Kosher or Halaal Catering Events

8.1. We charge a surcharge of R 170,00 per person should you wish to supply your own caterer for your function.

8.2. Should you require special Kosher or Halaal meals for selected guests, the price per person for these meals will be confirmed with your coordinator.

8.3. Please refer to our approved suppliers list for Halaal /Kosher caterers we work with at The Polo Room.

8.4. The venue hire does not include Kosher cutlery and crockery.

8.5. All additional hiring on your behalf will be for your account and will be subject to a 10% handling fee. This excludes any shortages or damages.

8.6. Other additional costs that could be expected: floral, decor, entertainment and photographer. Should the event / service / chuppah be hosted outdoors in the gardens, provision is to be made for outdoor chairs, and any other specific requirements relating to the event outdoors.

9. Venue hours

9.1. Please note that our bar will close at 00h30 due to restrictions in our liquor license. Music to be turned completely off at this time also.

9.2. Strike of the event will commence no later than 1am.

10. Outdoor Restrictions

10.1. Please be advised that due to the fact that The Polo Room is situated in a residential area, no amplified outdoor entertainment is permitted.

10.2. Should the function involve a fireworks demonstration, permission has to be granted by the local municipality and ourselves prior to confirmation of the event.

11. Members

11.1. Inanda Club members will be granted a discount as follows:

11.1.1.  10% Food Discount (On By Word of Mouth catering only)

11.1.2.  10% Venue Hire discount

11.2. Discount will be granted to individual/private membership – not corporate membership.

11.3. Discount is not applicable to reciprocal club members.

11.4. Membership details must be disclosed before event is confirmed, for the discounts to apply.

12. Payment Policy

12.1. To effect confirmation, 100% of the Venue Hire Fee is required. Payment is to be received within 14 days from the date of invoice, alternatively we will assume the booking is no longer required. However, should we be in possession of a signed contract the cancellation fee, as per management’s discretion, will still be applicable.

12.2. 50% of the balance payable (together with 50% of the cost estimate, for waiters, beverages and 50% on any additional requirements) is due 60 days prior to your function. The remaining balance of all costs is due 30 days prior to your function.

12.3. However, should the booking be confirmed within 60 days of the function date, 100% of the cost estimate is payable.

12.4. The final invoice will be reconciled after the function, for which payment is required within 7 working days of receipt thereof.

12.5. Failure to do so will result in the account being handed over for legal collection, together with all costs associated therewith.

12.6. Should your account be in credit, you will be reimbursed accordingly within 14 working days after the function.

12.7. Should you wish to settle your account by credit card; a surcharge of 7% of the total amount being settled will be applicable.

12.8. Interest on all outstanding amounts shall accrue interest at prime +2 from the date of the event until the date of payment.

12.9. Visa, Master Card, American Express and Diners Club accepted, by prior arrangement. Debit cards are not accepted.

12.10 We unfortunately do not accept any cash payments.

13. Cancellation Policy

13.1. 50% of the securing deposit will be refunded if a function is cancelled one hundred and twenty (120) days before the function.

13.2. No refund will be given if the function is cancelled less than one hundred and twenty (120) days prior the function.

13.3. Re-imbursement of deposit monies paid will be under Management’s discretion in the event the date cancelled is sold again.

13.4. Should the deposit be invoiced and unpaid you will still be held responsible for the payment thereof.

13.5. BWOM reserves the right to cancel any booking forthwith and without liability on its part, in the event of any damage to or destruction of the venue / event by fire, shortage of labour strikes, industrial unrest, or any cause beyond the control of BWOM, which shall prevent its obligations. In these circumstances every effort will be made to find an alternative venue.

13.6. For changes to be valid the client / agent must confirm all changes and cancellations in writing, signed and dated by your coordinator.

13.7. All postponements will be regarded as a cancellation and therefore the cancellation clauses above will apply.

14. Quantum of persons and dietary requirement

14.1. The client shall, in writing, inform the Supplier by no later than 10 (ten) days prior to the day of the function of

14.1.1. the total number of persons who shall attend the function; and

14.1.2. any special dietary requirements for persons attending the function.

14.2. In the event that:

14.2.1. the number of persons increase within the 10 (ten) day period prior to the date of the function, such additional persons shall be charged for at a rate of 150% (one hundred and fifty percent) per person of the quoted menu price in terms of the quotation.

14.2.2. The number of persons decrease within the 10 (ten) day period prior to the date of the function, then and in such an event, the client shall remain liable for the original amount ,of persons which the Supplier have been requested to cater for at the function

14.3. The quantum of persons may not decrease by more than 10% within 30 days prior the function date on which the 100% invoice or quote at that time is based on.

15. Limitation of Liability:

15.1. The Supplier shall not be liable for damage or loss of goods which have been supplied by the client to the Supplier and accordingly, the client indemnifies the Supplier against all and any claims in respect thereof.

15.2. The Supplier shall not be liable for any damage or injury caused during the provision of the services by whatsoever nature and howsoever arising and/or suffered by the client or any person attending a function, and the client indemnifies and holds the Supplier harmless against any such damage and/or injury that may be suffered by the client, any person attending the function. Shall not be liable for any damage caused to any vehicles belonging to the client and/or other third parties except insofar as the damage is caused intentionally or the Supplier is grossly negligent in causing such damage.

15.3. The Supplier accepts no liability for any loss, damage or consequential loss caused by the Supplier’s failure to perform its obligations, whether the failure is due to negligence on the part of the Supplier, its officers, its employees or sub-contractors or due to any other causes. Neither the Supplier, its members, officers, employees or sub- contractors shall in any way, manner or form be liable under any circumstances for any loss or damage of any nature, including loss of profits, loss of business, or for any indirect, special, incidental or consequential damages of any kind in respect of these terms and conditions or otherwise, even in the event that the Supplier has been advised of the possibility of damages. 

15.4. The Supplier shall not be liable for any losses arising out of a result of the interruption of utilities, (water, electricity, sanitary) before, during or after the provision of the services.

15.5. Should any part of the interior or exterior of the property be damaged during the set-up, duration or breakdown of the function, the client shall be held liable.

15.6. The Polo Room, its employees or any person employed at any function will not be held liable to any loss, or injury to persons, due to negligence or any other causes whatsoever.

15.7. Menu prices are subject to change without prior notice, depending on availability of stock or sudden price increases.

16. Force Majeure

16.1 The delay or failure to comply with or breach any of the terms and conditions contained herein if occasioned by or resulting from an act of God or public enemy, fire, explosion, earthquake or the perils of the sea, flood, storm or other adverse weather conditions, war declared or undeclared, civil war, revolution, civil commotion or other civil strife, riot, strikes, lockouts, blockage, embargo, sanctions, epidemics, act of any Government or other authority, compliance with Government orders, demands or regulations, or any circumstances of the like or different nature beyond the reasonable control of the party so failing, will not be deemed to be a breach of these terms and conditions nor will it subject either party to any liability to the other. Should either party be prevented from carrying out its contractual obligations by force majeure, by no later than 7 (seven) days prior to the function, the parties shall consult with each other regarding the future implementation of these terms and conditions. If no mutually acceptable arrangement is arrived at within a period of 7 (seven) days thereafter, either party shall be entitled to terminate the agreement forthwith on written notice and both parties shall waive any and all claims, if any, against each other.

17. Cession

17.1. The Supplier shall be entitled to cede, assign, transfer, encumber or delegate any of its rights or obligations in terms of these terms and conditions without the prior written consent of the client having been obtained.

18. Breach

18.1. Should any party commit an irremediable material breach or a remediable breach of any material provision of this agreement and fail to remedy such breach within 7 (seven) days after receiving written notice from any other party requiring it to do so, then the party aggrieved by such breach shall be entitled, without prejudice to its other rights in law, to cancel the services of the defaulting party or to claim specific performance of all the defaulting party’s obligations whether or not such obligation would otherwise then have fallen due for performance, in either event without prejudice to the aggrieved party’s right to claim damages insofar as the terms and conditions herein allow for same

19. New laws and inability to perform

19.1 If any law comes into operation subsequent to the signature by the client of these terms and conditions, which law affects any aspect or matter or issue contained in these terms and conditions, both the Supplier and the client undertake to enter into negotiations in good faith regarding a variation of these terms and conditions in order to ensure that neither these terms and conditions nor the implementation thereof constitutes a contravention of such a law.

19.2 If the Supplier or the client is prevented from performing any of its obligations in terms of these terms and conditions as a result of any existing or new law or as a result of any event beyond its reasonable control, whether or not foreseeable, including general power failures, breakdown of telecommunication, networks or computers, political intervention, sanctions or insurrection, it shall not be liable for any failure to perform its obligations under these terms and conditions while such event persists.

20. Governing Law

20.1 The validity and interpretation of these terms and conditions will be governed by the laws of the Republic of South Africa.

21. General

21.1 These terms and conditions constitute the sole record of the agreement between the parties.

21.2 No party shall be bound by any express or implied term, representation, warranty, promise or the like not recorded herein.

21.3 No addition to, variation, or agreed cancellation of these terms and conditions shall be of any force or effect unless in writing and signed by or on behalf of the parties.

21.4 No indulgence which any party may grant to another shall constitute a waiver of any of the rights of the grantor, who shall not thereby be precluded from exercising any rights against the grantee which may have arisen in the past or which might arise in the future.

22. Variation

22.1 No addition to or variation, consensual cancellation or novation of these terms and conditions and no waiver of any right arising from these terms and conditions or its breach or termination shall be of any force or effect unless reduced to writing and signed by all the parties or their duly authorized representatives.

23. Relaxation

23.1 No latitude, extension of time or other indulgence which may be given or allowed by any party to the other party in respect of the performance of any obligation hereunder, and no delay or leniency in the enforcement of any right of any party arising from these terms and conditions, and no single or partial exercise of any right by any party under these terms and conditions, shall in any circumstances be construed to be an implied consent or election by such party or operate as a waiver or a novation of or otherwise affect any of the party’s rights in terms of or arising from these terms and conditions or stop or preclude any such party from enforcing at any time and without notice, strict and punctual compliance with each and every provision or term hereof.

23.2 A signed copy of the terms and conditions will form the basis of the contract between It’s a Matter of Taste CC T/A By Word of Mouth (BWOM) registration number 1994/022600/23 and the client / agent for the use and functions held at The Polo Room at the Inanda Club.

23.3 These documents are to be returned to BWOM upon acceptance of a quote. On acceptance of a quotation, it is recommended to schedule a time convenient to all to finalize the necessary details. Should there be any further queries please do not hesitate to contact your client liaison at The Polo Room.

It’s a Matter of Taste CC T/A By Word of Mouth (BWOM) registration number 1994/022600/23 is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We collect the following information:

• Names and surnames
• Telephone numbers
• Email addresses
• Location
• Website interaction data/analytics

2. How We Use Your Information

We use the collected information to:

• Provide and improve our services
• Communicate with you
• Conduct analytics and research to enhance user experience
• Process transactions and send administrative information

3. Data Sharing and Storage

3.1 We implement a variety of security measures to maintain the safety of your personal information when you place an order or enter, submit, or access your personal information.

3.2 We do not share your data with third parties without your consent, except as necessary to provide our services (e.g., processing payments, providing hosting, and conducting analytics). These third parties are contractually obligated to keep your information confidential and secure.

4. Third-Party Services

We use third-party services for payments, hosting, and analytics. These services may have access to your data as necessary to perform their functions but are not permitted to share or use your data for any other purpose. These third parties are compliant with GDPR and other relevant data protection regulations.

5. User Rights

You have the right to:

• Access your data
• Correct inaccuracies in your data
• Request deletion of your data
• Restrict or object to the processing of your data
• Data portability, which allows you to obtain and reuse your personal data across different services

6. Cookies and Tracking Technologies

We use cookies and similar technologies to track your activity on our website for analytics purposes. Cookies are small files that a site or its service provider transfers to your computer’s hard drive through your web browser (if you allow) that enable the site’s or service provider’s systems to recognize your browser and capture and remember certain information.

7. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on our website. You are advised to review this Privacy Policy periodically for any changes.

8. Contact Us

If you have any questions about this Privacy Policy, please contact us using the details in the “Contact” section of our home page.