Wedding Venue Hire

TERMS & CONDITIONS

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1. Venue Hire Breakage Deposit

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​​1.1. Venue Breakage Deposit of R5,000 is payable within 48 hours of confirming your wedding venue hire. No venue hire is guaranteed until this payment is received, and Luxury Coastal Escapes (LCE) Terms & Conditions are signed. Please email proof of payment. If payment is not received within 48 hours, your venue hire will be cancelled.

 

1.2. Remaining Balance

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1.2.1. The remaining balance of your venue hire is due 60 days prior to arrival via EFT. Late payment will result in a delayed check-in process, and no access will be given to the venue rental before full payment has been received.

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1.2.2. If international payments are made, all associated bank charges and currency exchange fees will be the guest's responsibility.

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1.3. Venue Breakage Deposit Refund

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1.3.1. The Venue breakage deposit will be refunded within 7–10 working days of your departure. If a damage claim arises from your wedding function, we will endeavour to resolve it as soon as possible, and the remaining deposit will be refunded within 14 working days. 

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1.3.2. Guests will be liable for all costs associated with reinstating the property to its original condition and any additional recovery costs.

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1.3.3. Accidents happen; please report any loss, breakages or damage to the Whitefoord Estate team, Luxury Coastal Escapes or either via the Breakage Form link provided at the end of your stay.​

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2. Early Departure Policy

 

2.1. No venue rental refunds will be issued if the property is vacated earlier than the period booked. This includes, but is not limited to, early departures due to changes in travel plans, personal emergencies, dissatisfaction with the property (unless formally reported and unresolved within reasonable time frames), or unforeseen circumstances beyond our control. Guests are encouraged to ensure their venue hire dates are accurate and that all travel arrangements align with their reservation to avoid any inconvenience.

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3. Venue hire Cancellation

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3.1. Non-Refundable Deposit: 20% of your initial 50% deposit is non-refundable after payment has been received.

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3.2. Cancellation Timeframes:

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60–40 days before check-in: 80% of the total venue hire cost will be forfeited. Breakage deposit will be refunded in full immediately.

40–30 days before check-in: 90% of the total venue hire cost will be forfeited. Breakage deposit will be refunded in full immediately.

30–0 days before check-in: 100% of the total venue hire cost will be forfeited. Breakage deposit will be refunded in full immediately.​

 

4. Deductions for Damages or Additional Costs

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4.1. The Guests shall be held liable for any damage to, or loss of, the property, furnishings, fixtures, equipment, linen, towels, crockery, cutlery, kitchenware, or any other items belonging to the venue arising from the event, whether caused by the guests, visitors, service providers, or contractors.

 

4.2. We reserve the right to deduct the cost of such damage, loss, breakage, theft, or misuse from the venue breakage deposit. Should the damages exceed the amount of the breakage deposit, we further reserve the right to deduct the shortfall from the accommodation deposit (equivalent to one night's rental). 

 

4.3. Should the cost of damages or losses exceed the breakage deposit amount, the Guests agree to settle the outstanding balance via electronic funds transfer (EFT) within 7 (seven) days of receiving the final invoice. Failure to settle outstanding amounts within the stipulated period may result in legal action, for which the Guests will be held responsible for all associated costs, including legal fees.

 

4.4. You will be notified of any claims within 7 working days of your departure. If the claim amount exceeds the breakage deposit being held at the time of departure, then the extra amount will need to be paid by EFT to Luxury Coastal Escapes.

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WEDDING GUESTS & PARKING

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​5. Guest Numbers and Day Visitors

 

5.1. Maximum Guest Capacity and Surcharge

The total number of guests permitted at the wedding venue function shall not exceed 60 (sixty) individuals. This includes all adults, children and nannies, and any other accompanying persons or support staff traveling with the guests, as guests. This limitation is in place to ensure the safety, comfort, and compliance with venue regulations and estate requirements.

 

5.2. Should the Guests wish to host more than 60 (sixty) guests, a formal written request must be submitted to and approved in writing by Whitefoord Estate management no later than 30 (thirty) days prior to the event. 

 

5.2.1. An additional surcharge of R300 (three hundred Rand) per person will be charged for each individual exceeding the 60-guest threshold, irrespective of age.

 

5.2.2. Any unauthorised increase in guest numbers—whether deliberate or accidental—without prior written approval from Whitefoord Estate shall constitute a material breach of contract. In such an event, the venue reserves the right to take one or more of the following actions at its sole discretion:

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• Impose additional penalties or surcharges,

• Withhold part or all of the venue breakage deposit,

• Terminate the event immediately and without refund,

• Deny entry to excess guests on the day of the function.

 

5.3. The Guests accept full responsibility for ensuring that guest numbers remain within the agreed limits and for informing all guests and service providers of the venue’s access and usage policies.

 

6. Event Guests and Parking Arrangements

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It is the sole responsibility of the wedding organiser or appointed representative to ensure that sufficient parking and access arrangements are made for all guests, service providers, vendors, caterers, and support staff attending the event.

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To ensure safety, order, and respect for neighbouring properties, please adhere to the following rules:

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• Street parking is strictly prohibited, however there is alternative parking outside the gated community (The Beach Estate) off street parking where indicated by the turning circle.

• The property allows parking for a maximum of six (6) vehicles in the designated driveway area only.

• Parking on grass, walkways, or in any non-designated area is not allowed under any circumstances.

• Our on-site team will supervise parking and will only allow vehicles to enter the driveway as space becomes available.

• To prevent traffic congestion and unauthorised entry, the main entrance gate will remain closed throughout the event. No overflow or ad-hoc parking will be permitted on-site.

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If parking for more than six vehicles is required, it is the event organiser’s responsibility to make off-site arrangements (e.g., shuttle services, off-site lots). These arrangements must be planned in advance and communicated to all guests and suppliers. Whitefoord Estate management and property owners will not be liable for any parking logistics, transport delays, or vehicle security.

 

Important Note:
We do not recommend the use of ride-hailing services (such as Uber, Bolt, or similar) due to estate access limitations and gate restrictions. These services are typically not permitted to enter the estate, and drop-offs will be required outside the estate gates (The Beach Estate gate). Guests using these services will need to walk from the entrance to the venue, which may be inconvenient—particularly in formal attire or poor weather conditions.

To ensure a smooth arrival and departure experience for everyone involved, please plan accordingly and inform all guests and vendors of these parking policies well in advance.

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6.1. Parking and Vehicle Liability

If guests choose to leave their car keys with staff for the purpose of moving vehicles within the parking area, please note that the staff do not accept any responsibility for damage to the vehicles. Any damage incurred while the vehicle is in the parking area will be the sole responsibility of the guest.

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6.2. Guest Belongings & Security

Guests are responsible for their own valuables and personal belongings throughout the event. The property owners/management will not be held liable for any lost, stolen, or misplaced items.

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OUR HOUSE STAFF: HOUSEKEEPERS & CARETAKERS

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7. Staff Assistance Requests 

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7.1. While housekeeping staff and caretakers are not responsible for assisting with any wedding or event-related duties (as outlined in Clause 10), we understand that, in exceptional cases, guests or their service providers may request assistance directly from the on-site staff.

 

7.2. If such a request is made, staff are under instruction not to refuse reasonable assistance within safe and acceptable limits. However, any assistance provided is strictly subject to a labour fee, which will be automatically deducted from the Guests’s venue breakage deposit.

 

7.3. The labour fee is R1,250 (one thousand two hundred and fifty Rand), covering a team of 5 staff members who assisted. This fee is non-negotiable and applies whether assistance is requested for setup, breakdown, lifting, cleaning, or any other support relating to the wedding function.

This labour fee will be distributed directly to the assisting staff members as a gratuity for work outside of their regular scope of employment.

 

7.4. The venue accepts no liability for any damages or issues resulting from staff assistance provided under these circumstances, and such assistance is rendered entirely at the Guests’s own risk.

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8. Housekeeping Team and Behind-the-Scenes Support

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Our professional housekeeping team works diligently to ensure that the property is immaculately prepared for your wedding party’s arrival and maintained throughout your stay. Their responsibilities go far beyond standard holiday home upkeep, and their dedication behind the scenes is a vital part of delivering a seamless and memorable wedding experience.

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In addition to their daily tasks—such as sweeping, mopping floors, making beds, emptying bins, and maintaining bathrooms and communal areas—our staff also provide additional assistance tailored specifically to the needs of a wedding venue hire.

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They will discreetly manage the tidiness of the house while guests enjoy their stay, attending to details such as washing dishes in the morning and again before the ceremony, refreshing the kitchen, and ensuring bedrooms are tidy and comfortable ahead of the day’s events.

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Please note: Housekeepers are not responsible for clearing or cleaning any mess or debris related to the function itself, which remains the responsibility of the event organisers and suppliers (see Clause 7 & 10).

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8.1. Housekeeping & Turn-Down Service

An additional housekeeping fee will automatically be applied to all wedding venue hires in recognition of the extended hours and added level of care required.

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Our housekeeping team will support the event schedule as follows:

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The Night Before the Wedding (6pm until 10pm):
Staff will clean the kitchen, communal areas, and front-of-house spaces to ensure the property is presentable and welcoming. If guests vacate these areas by 10:00pm, staff will complete final cleaning tasks and lock up securely.

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Wedding Day Morning:
Our team will access the kitchen early to clean, change bins, pack the dishwasher, and refill the coffee machine. Bedrooms will be lightly refreshed—beds straightened, bins emptied, and surfaces tidied.

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Midday:
A further light refresh will be done in key areas if required, depending on guest movement and event preparations.

During the Ceremony (Sunset Turn-Down Service):
While guests are attending the ceremony, staff will quietly enter bedrooms to perform a turn-down service—closing curtains, adjusting lighting, and preparing rooms for guests to return in the evening.

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Post-Wedding:
The team will restore order in the main areas, preparing the house for a peaceful and tidy morning after, allowing you to enjoy your first day as newlyweds with minimal disruption.​

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​9. Laundry: Towels, Linen, and Amenities

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9.1. Additional Laundry for Bridal Preparations:

Please be mindful that the property is equipped with a set allocation of clean towels for the duration of your stay. Should additional towels be used during bridal preparations (e.g. by the bride, bridesmaids, hair and makeup teams, etc.) on the day of the wedding—and these are left used or soiled on the floor—our housekeeping team will be required to process additional laundry.

 

9.2. In such cases, an additional laundry fee will automatically be charged to cover the cost of washing, drying, and replenishing the extra towels used beyond the standard allocation.

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9.3. We kindly request that all guest amenities, such as the Charlotte Rhys hand wash, hand cream lotion and toiletries, remain on the property for the enjoyment of future guests. Should any items be taken or removed, the cost of replacement will be charged in full.

 

10. Staff Conduct

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10.1. Staff are not permitted to babysit, wash cars, do grocery shopping, unpack shopping, or run errands beyond their designated duties. 

 

10.2. Our staff should not be asked to assist with any labour-related tasks associated with events. This includes, but is not limited to, carrying, moving, or unpacking any items for weddings or functions. The wedding coordinator must have their own dedicated team in place to handle all logistical and setup requirements for the event. (Also see Clause 7)

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10.3. Housekeeping staff and Caretakers are integral to your stay. Guests must please treat them with the utmost respect at all times. We will not tolerate our staff being treated badly.

 

11. Staff Tips

 

11.1. A compulsory gratuity of R200 per staff will be automatically charged for the wedding day with an estimate of 4-5 staff members. This ensures our hospitality team is fairly compensated for their extended duties and presence throughout your event.

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11.2. Whitefoord Housekeeping is provided Monday to Friday from 8am until 6pm, and Saturday & Sunday from 8am until 12pm - unless advised otherwise. Housekeepers do not work on public holidays unless arranged in advance. 

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11.3 Whitefoord Housekeeping will do a night shift from 6pm until 10pm on the day before the wedding, and on the day of the wedding.

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OUR ESTATE & VENUE

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12. Pool, Jacuzzi, Fish Ponds & Guest Safety

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Whitefoord Estate offers a luxurious outdoor experience, which includes three swimming pools, a Jacuzzi, and decorative fish ponds for guest enjoyment. While these features enhance the overall ambience of your stay and event, we kindly draw your attention to the following important safety guidelines:

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• None of the pools, Jacuzzi, or fish ponds are fitted with safety nets, covers, or barriers. These areas are therefore considered open water features and may present a risk, especially to young children or individuals with limited mobility.

• Guests are reminded that use of all water amenities is entirely at their own risk.

• Children must be supervised by a responsible adult at all times when in or near the swimming pools, Jacuzzi, or ponds. No child should be left unattended in these areas under any circumstance.

• The venue and its staff will not be held liable for any accidents, injuries, or incidents that occur in or around the water features due to lack of supervision or misuse.

• Running, pushing, diving, or any form of reckless behaviour in the pool areas is strictly prohibited for guest safety.

 

By hosting a wedding or function and staying at Whitefoord Estate, you acknowledge these conditions and assume full responsibility for all members of your party during the use of these amenities.

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13. Respecting the Uniqueness of Our Venue

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Every home in our carefully curated portfolio is unique and holds personal significance, as these properties are cherished spaces where the owners live when they’re not away. While you’ll have the privilege of enjoying the comfort and character of a family home during your stay, it’s important to treat the property with the utmost care and respect.

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Please note that certain areas of the home will remain off-limits to guests. These areas, which may include drawers, specific cupboards, garages, or rooms, will either be clearly marked or communicated to you in advance. We kindly ask that you respect these boundaries.

Our holiday homes are self-catering family residences. While they may not be perfect, they are incredibly precious to their owners. Many homeowners leave personal items, furnishings, and conveniences available for your use to make your stay as comfortable as possible. We encourage you to treat the home as if it were your own, showing the same care and consideration you would for your own belongings.

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To ensure you have a smooth and enjoyable stay, we recommend reading through the property listing on the Luxury Coastal Escapes website. This will provide you with all the details about the home, including its features, available amenities, and any specific information you may need during your visit.

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14. Event House Rules 

 

14.1. By confirming your venue hire with Luxury Coastal Escapes, you agree to adhere to the house rules outlined for your venue rental. These rules are in place to ensure a respectful, safe, and enjoyable experience for all guests and to protect the integrity of the property. Failure to comply with the house rules may result in additional charges, immediate termination of your stay, or other actions as deemed necessary by Luxury Coastal Escapes.

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15. Venue Access for Vendor Deliveries and Collections

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15.1. Deliveries the day before the Wedding Day

All deliveries must be scheduled in advance with Whitefoord staff. The first delivery may only take place after the arrival and check-in of the wedding guests—no deliveries will be accepted or received prior to this time.

Any deliveries scheduled for the day before the wedding must be received by a designated representative of the bridal party or event coordinator. It is the responsibility of the supplier or representative to ensure they have their own team on-site to handle the offloading of all items, furniture, or parcels related to the wedding. Whitefoord staff will not be responsible for receiving, handling, or assisting with the physical offloading of any items.

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15.2. Deliveries on the Wedding Day
Deliveries for the wedding will be permitted from 7am on the day of the event. No early access or deliveries will be accommodated unless arranged and confirmed in writing by Whitefoord Estate management. Any vendors arriving outside of the agreed time will be turned away at the gate.

 

All deliveries must be received in person by the guests or their appointed wedding representatives, such as a wedding planner or coordinator. Under no circumstances will Whitefoord staff sign for, accept, or take responsibility for any deliveries or vendor equipment. The venue accepts no liability for items that are misplaced, delayed, or damaged due to lack of proper coordination. (Also see Clauses 7 & 10.)

Whitefoord staff are not responsible for assisting with the loading or offloading of any vendor items, including but not limited to décor, flowers, furniture, alcohol, beverages, lighting, catering equipment, or waste. All vendors must arrive fully prepared with their own labour and necessary resources.

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15.3. Post-Event Collections

All post-event collections must be scheduled at a reasonable time and pre-arranged with the wedding coordinator. A designated wedding representative must be present on-site to oversee and manage the collection process. The venue reserves the right to decline collections scheduled outside of reasonable hours or without prior arrangement.

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Failure to comply with these terms may result in penalties or deductions from the security deposit, at the sole discretion of the venue.

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16. Prohibited Items and Décor Restrictions

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In our commitment to protecting the environment and preserving the natural beauty and integrity of the venue, the following items are strictly prohibited on the property:

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• Fireworks, sparklers, and crackers

• Burning Chinese lanterns

• Confetti of any kind (including biodegradable or paper confetti)

• The release of balloons into the air

 

We kindly ask all guests and event organisers to consider eco-friendly alternatives when planning their celebrations. These restrictions are in place to safeguard the property, wildlife, and surrounding environment. Non-compliance may result in an additional cleaning or damage charge.

In addition, to maintain the condition of the venue, no décor may be attached to any surfaces using tape, nails, tacks (including press-stick), hooks, or adhesives. Décor or hanging objects may not be affixed to:

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• Light fixtures

• Curtain rails

• Any permanent fixtures within the property

 

All decorations must be free-standing or installed using approved temporary methods that will not cause damage. Any décor brought onto the property must be fully removed following the event.

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17. Furniture Protection

 

Any furniture, flooring, or staging hired for the event—such as tables, chairs, ladders, dance floors, or stages—must have rubber stoppers to prevent damage to the property’s floors. Please ensure all suppliers comply with this requirement, as any damage caused will be charged accordingly.

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17.1. Our Furniture Movement and Usage

If any furniture within the house needs to be moved to accommodate the wedding event, a detailed written request must be submitted in advance for approval by Whitefoord Estate management. This allows our team to ensure the appropriate handling, avoid damage, and keep a record of the original layout so that all items can be returned to their rightful place after the event.

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Please note the following important conditions:

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• Indoor furniture is strictly not permitted for outdoor use. Any indoor sofas, chairs, tables, or decorative cushions or items may only be used inside the house.

• Guests or wedding representatives are responsible for arranging the movement and return of approved items. 

• All items must be handled with care, and protective measures (e.g., blankets, floor protectors) should be used when moving furniture.

• Any damage to the property’s furniture—including scratches, stains, structural damage, or weather-related wear from unauthorised outdoor use—will be considered a breach of contract and will result in deductions from the venue breakage deposit. If the cost of repair or replacement exceeds the deposit, the balance will be billed to the guest or their representative. (Also see clause 4.2)

 

To avoid misunderstandings, we strongly advise that any furniture movement be kept to a minimum and carried out by professional event staff under supervision.

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18. Catering, Tableware & Inventory Accountability

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To maintain the quality and care of the property, please take note of the following requirements regarding catering and tableware for all wedding functions:

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• A professional, licensed catering company must be appointed to manage food and beverage services for the event.

• The homeowner’s personal crockery, cutlery, glassware, cookware, and serving items are strictly off-limits and may not be used under any circumstances.

• All tableware, serving equipment, and kitchenware required for the function must be brought in by the appointed caterers or event suppliers.

• The catering team must remove all catering-related items, equipment, and waste from the property immediately after the event.

• Our housekeepers and property staff are not responsible for managing, cleaning, or storing external catering equipment.

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Inventory Stock Take & Responsibility for Loss or Damage:

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• A full inventory stock take of all the property’s crockery, cutlery, glassware, and serving ware will be conducted prior to and immediately after each wedding function.

• Any missing, broken, or damaged items belonging to the property will be noted, and replacement costs will be deducted from the security deposit.

• Missing items will be replaced in full sets—for example, if one piece from a 12-piece crockery set is lost or damaged, the cost of replacing the entire set will apply, to maintain consistency in inventory and presentation.

• Loss or damage may include items misplaced during setup, broken during the event, or unaccounted for during clean-up.

 

By confirming your venue hire, guests and their wedding representatives accept full financial responsibility for the safekeeping of all venue-owned items and agree to these terms. Failure to adhere to this policy may result in additional charges beyond the deposit if replacement costs exceed the held amount. (Also see Clause 4.2)

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19. Noise Control & Music Curfew

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To respect the tranquillity of the surrounding environment and uphold estate regulations, all music and outdoor noise must cease strictly by 22:00 (10:00 PM).

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Please take note of the following:

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• No amplified music, live entertainment, DJ sets, or outdoor sound systems may be used beyond 22:00.

• Guests are kindly asked to move indoors or lower voices to maintain a peaceful atmosphere after this time.

• Loud or unruly behaviour, shouting, intoxicated disturbances, or any form of public nuisance will not be tolerated under any circumstances.

 

Whitefoord Estate reserves the right to:

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• Immediately terminate the event and evict all guests from the property in the case of serious or repeated noise violations, with no refund issued.

• Impose a minimum penalty of R5,000 if music or loud noise continues past 22:00, or if formal complaints are received from neighbours, the estate, or local authorities.

 

By hosting an event at Whitefoord Estate, guests and their appointed representatives accept full responsibility for ensuring that all attendees are made aware of and adhere to these noise restrictions. These measures are strictly enforced to preserve the peaceful nature of the area and maintain positive relationships with our community. We thank you for your understanding and cooperation.

 

20. Guest Bathroom Management for Events

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For any wedding or event it is the responsibility of the wedding party and/or the appointed coordinator to ensure that a dedicated bathroom attendant is arranged for the duration of the event.

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This attendant must be responsible for the following throughout the function:

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• Regularly inspecting and servicing all guest bathrooms, including restocking toilet paper, hand soap, hand towels, and other necessary amenities.

• Ensuring that the facilities remain clean, hygienic, and presentable at all times.

• Promptly attending to any spills, blockages, or general cleanliness issues that may arise due to high foot traffic.

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Please note:

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• This requirement is mandatory for all events for guests to ensure guest comfort and uphold the venue’s high standards of cleanliness.

• The venue’s housekeeping staff will not be available during the event to service guest bathrooms or respond to bathroom-related issues.

• Failure to provide a bathroom attendant for larger events may result in penalties or deductions from the deposit if the facilities are left in an unsatisfactory condition.

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To ensure a smooth and elegant experience for all attendees, we ask that this requirement is arranged in advance and communicated clearly with your event planning team.

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20.1. Luxury Coastal Escapes is able to recommend a suitable bathroom attendant for this duty if required. The cost of this service will be the responsibility of the wedding coordinator or guests and must be arranged and confirmed in advance.

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21. Beach Use Restrictions

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For safety and environmental reasons, no glassware of any kind is permitted on the beach during any function or event. Additionally, beach bonfires are strictly prohibited. We kindly ask all guests and suppliers to respect these rules to preserve the natural surroundings and comply with local regulations.

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22. Leave as Found

 

We kindly ask that all areas of the inside and outside house and rooms be respected and left in the condition they were found. In cases where rooms are left in an unreasonably messy or disrespectful state, an additional cleaning fee will apply.

 

23. Smoking Policy

 

Smoking is strictly prohibited inside Whitefoord Estate. Any smoking-related damages or cleaning fees will be deducted from the deposit. Please smoke in the designated areas or outside the home, disposing of cigarette butts safely.

 

24. Power Failure and Water Disruptions Liability

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Luxury Coastal Escapes cannot be held responsible for interruptions to utilities or unforeseen events beyond our control (e.g. power failure, load-shedding, weather damage).

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25. Force Majeure

 

Luxury Coastal Escapes is not responsible for cancellations due to unforeseen events such as natural disasters, government restrictions, or other force majeure events.

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26. Liability Disclaimer & Travel Insurance

 

Luxury Coastal Escapes, together with the owners of the rented premises, does not accept any responsibility or liability for any loss, damage, injury, or harm to persons or property of any Guest or other individuals occupying the premises. This includes, but is not limited to, theft, accidents, injuries, or other incidents occurring during your stay. Guests occupy and use the premises entirely at their own risk and are responsible for ensuring that their personal belongings, valuables, and any movable property are adequately insured.

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To safeguard your holiday experience, we strongly advise all Guests to secure comprehensive travel insurance prior to your trip. Travel insurance provides essential protection for you and your family in the event of life’s unexpected circumstances. This includes, but is not limited to:

 

• Trip Cancellation or Curtailment: Protection if your plans are interrupted or need to be cancelled due to unforeseen circumstances such as illness, travel disruptions, or family emergencies.

• Personal Injury or Medical Expenses: Coverage for accidents or medical emergencies that may occur during your trip.

• Theft or Loss of Property: Reimbursement for stolen or damaged personal belongings.

 

We recommend that Guests take the time to review their travel insurance policy to ensure it covers all potential risks for your holiday, business trip, or weekend getaway.

 

27. General & Amendments

 

This version of the Wedding Terms and Conditions supersedes all previous versions. By proceeding with a venue hire, the Guests acknowledges and agrees to these terms in full.

 

The property owners/management reserve the right to update or amend these Terms and Conditions from time to time. Any changes will be deemed valid and enforceable once communicated in writing or published on our official platforms.​​

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Last Updated: 8 June 2025 -  by Stephanie De Villiers | Portfolio & Operations Manager