Funeral Request Form

Thank you for your enquiry regarding the private hire of one of our venues at RUC Hospitality Company. Please take the time to read through our terms and conditions to
ensure the company meets all your requirements and expectations in creating a successful event. This will enable us to create a professional approach to business and
ensuring the wellbeing of your guests and the premises. All bookings for functions are accepted by RUC Hospitality Company, subject to the following terms and conditions.
Hereinafter RUC Hospitality Company referred to as “the company” and the client referred to as “the customer”.
1. If you wish to fully confirm your forthcoming event, a fully completed and signed contract will be required to be submitted to the correct RUC
member of staff, additionally, the submitted form must be acknowledged and the request must be accepted prior to confirmation of event.
2. In the event of circumstances arising which are beyond the company’s control and which render impracticable performance by the company of its
obligation in respect of any booking, the company shall be entitled to cancel such a booking without incurring any liability to the customer in
respect of such a cancellation. The circumstances hereinbefore referred to include (but are not to be taken as being limited to) damage to or
destruction of any venue (whether by fire or otherwise), strikes, lockouts, industrial unrest, shortage of labour and shortage of food/ or beverage
supplies.
3. Undesirability: Any public entertainment will be deemed to be undesirable if it or any part thereof portrays any one or more of a variety of
objectionable attributes, such as being:
• Indecent, obscene, offensive or harmful to public morals
• Blasphemous or offensive to the religious convictions or feelings of any section of the community. (The interpretation of undesirability
referred to above will be determined by the company’s sole discretion)
4. Indemnification: The company shall not be liable for the loss of, theft or any damage to the property of the customer of any guest suffered or
incurred whilst on the company’s premises, save insofar as the same may be caused by default of the company, its staff or agents. In particular it
is to be noted that any property left on premises is left there on the sole risk of the owner. It is incumbent upon the customer to arrange its own
cover for such risks.
5. The customer is vested with the copyright and all other rights in and to the entertainment or play to be performed and will include all music
recorded and performed and will not infringe the copyright or be defamatory of any person, firm or company.
6. Although the company’s facilities are equipped with an uninterrupted power supply (UPS) no responsibility will rest with the company for any
failure of lights or for any interruptions of the main electric currant supply.
7. The customer hiring the facilities is responsible for any additional costs which may occur in providing security for all events. The company
reserves the right to assign their security of choice and as the number of guards needed to assist the company in enforcing all health and safety
procedures required.
8. No wines or spirits may be brought onto the premises by customers or guests for consumption on the premises.
9. The company reserves the right to use only internal suppliers which are familiar with all internal health and safety procedures and requirements.
This secures the wellbeing and use of any equipment and facilities which is required by company hygiene policy and operational status.
10. Technical specifications regarding type of equipment and specifications will be documented as an addendum to this document in agreement to
the terms and conditions of the company.
11. The customer hiring the facility is responsible for any additional costs incurred as a result of the event. (This applies for both internal and
external use of facilities) –Ref this regard clause 8.
12. Only by prior agreement whereby the company suggests or are unable to fulfil the client’s requirements, such as; special dietary requests and
specialised equipment by reasonable means, will external suppliers be considered. A surcharge may be applied to all prior agreements.
13. All meetings or other functions must finish at the time specifically agreed by the customer with company (Twenty minutes leeway will be granted
by the company as required, hereafter a penalty clause will be enforced on time exceeded by the customer.) Each venue must be left in the state
and condition in which it was found by the customer prior to the commencement of the function.
• All conference venues access times are from 8am –17h00 (5pm)
• Overtime costs apply to venue rental on Saturdays and after 17:00 (5pm) on weekdays.
14. The customer shall be liable for any damage caused to the venue or premises or any furnishings, utensils or equipment therein by the willful act
or default of the customer or any guest or employee of his and shall pay to the company on demand the amount required to make good or
remedy such damage, including compensation for loss of business whilst such damage is repaired.
15. Neither party shall incur liability to the other if the premises are closed as a result of fire or natural catastrophe on the day of the event.
16. The company shall be entitled to cancel the booking at any point. In the event that the customer cancels the booking the company will charge
the customer the cancellation charges as follows; any costs already incurred as a result of the event, cancellation 72 hours or more before event
will be liable to a percentage of the total fee at the discretion of the company, within 72 hours of the beginning of the event the customer will be
liable to the full fee of the event.
17. Throughout the period of hire, the venue shall remain under complete control of the company’ events manager and crew appointed by the company, and the
orders of the company’s events manager throughout the period of hire will be obeyed by the customer and guests to ensure the wellbeing of the premises,
customer and guests.
18. The company reserves the right to substitute for any venue hire another venue of a capacity sufficient to accommodate the number of persons expected in the
event of substitution becoming necessary due to operating difficulties or to any other cause which the owners could not reasonably have foreseen at the same
date and timeslot required by the customer. Only if the substitution is not expectable by the customer will the company reimburse estimated function charges.
19. The customer undertakes that all persons that enter the venue as a result of the event are under the responsibility of the customer and all actions undertaken by
the persons will be done so under the liability of the customer.
20. No variation of the terms contained herein shall be binding on the company unless reduced to writing and signed on behalf of the company director or manager
thereof.
21. Payment of deposit and balance may only be made by direct deposit or electronic transfer to RUC Hospitality Company. Confirmation of bank deposit (deposit
slip) needs to be sent by email to the company administrator on moira@ruc.org.za.
In accordance with the Protection of Personal Information Act (or POPI Act), Rosebank Union Church takes your rights to privacy seriously. Your personal information will be used for internal purposes only for the purpose of communication that you initiated via the above. Any information that you may give to us, including any personal information, will be stored on a secure server of an independent service provider. Rosebank Union Church will at all times provide you with access to your own information as well as the right to have your data removed and/or destroyed should you so wish to do so.