Reservation Procedure and Conditions

DEPOSITS: All reservations require a non-refundable deposit equaling 50% of the menu and venue hire cost. This deposit may be split into 3 smaller installments if the wedding is booked more than 6 months ahead. A refundable deposit of R2 000 to cover breakage / damage costs is required two weeks prior to the function. The cost of using the chapel and 5 rooms (19 beds - sharing) for the night after the wedding, plus the honeymoon suite for use by the couple, is included in the hiring cost of the venue. No meals are included. Additional accommodation for guests is also available at neighboring lodges, guesthouses etc. We have a contact list available. Final arrangements and full pre-payment are required two weeks prior to the wedding. All prices are inclusive of 14% VAT. All rates are subject to change without prior notification. This will only happen under exceptional circumstances if food or drink prices change substantially.

Planning and Co-ordination of your Wedding

Viewing of venue and visiting strictly by appointment only. After you have confirmed your booking, one or two meetings with our wedding planner, and all interested parties will be held on the premises of Woodlands Lodge. Besides these meetings, you are most welcome to ask our help or advice on any of your wedding queries from the day you decided to get married right up to the day of the marriage.

Menu

We have an extensive range of very tasty menu items to choose from. New items will be added from time to time, and we will endeavour to advise you where applicable of seasonal availability of products that may best suit your menu choices. We are prepared to change and adjust our menus according to individual requirements, and to provide you with a quote. Specialized dietary requirements such as Vegetarian or Halaal meals may be subject to a surcharge per person. Unfortunately we do not cater for Kosher meals. Please discuss your requirements with regards to other meals than the main wedding, so that we can give you a full quotation. (For example a braai the previous day, light lunch before the wedding, breakfast the next day for resident or non-resident guests, etc.)

Bar Service

As we are fully licensed, guests are not permitted to bring liquor onto the premises. The cost of the bar service, including the payment of the barmen, is included in the venue cost. Should you require drinks to be served at the tables, extra barmen can be hired at extra cost to you to provide this service. In terms of our Liquor license the bar will remain open for the agreed time provided the conditions stipulated under the Liquor License Laws are adhered to by all guests. No corkage fee option is available. Bar prices may change at any time, and if required, please get the latest price list from us. Should the client decide on an open bar, the limit is payable 2 weeks before the function or wedding.

Children

Children under 10 years pay half price. No charge for children under the age of 1 year old. Any person/s accompanying or in control of a minor or a person with limited capacity should at all times be looking after such individuals to avoid the risk of injury. We kindly request that no children be allowed in the bar-area or smoking section (age restriction 18) Children are not allowed in the hall or chapel during preparation time.

Flowers, Confetti and Décor

The facilities will be available from 07h00 on the day of the wedding for preparations for that day's function. Florists must have their work completed 2 hours prior to the function. All flower arrangements, décor and equipment must be removed by 10h00 the next day. Because we are situated in a nature reserve, we unfortunately cannot allow the use of paper confetti, glitters, or any other unnatural material. You are however welcome to use natural materials like petals. To prevent the potential danger of fire to our thatched roofs and upholstered chairs, sparklits or any other type of fireworks are also not allowed on the premises of Woodlands Lodge. No nails, tape, glue or staples are to be used in the Chapel or the Lodge. Feel free to discuss your requirements with management and we will try our best to meet your requirements.

Time Limits

We require music to be switched off at 24h00, unless alternative arrangements have been made with the owners. The Bar normally closes at 24h00, and guests to leave at 00h30 latest . Should you require services to be available later than the above times, please discuss your requirements with management, so that a quote can be given to extend the cut off time. (Two weeks' notice required for additional staff) The venue is obviously only reserved for the hours booked. Breakfast is served form 08h30 – 09h30 if required.

General

We provide rectangular wooden tables and wooden chairs with upholstered seats. Chair covers and overlays can be hired at extra cost. If chair covers are used, a minimum of 130 covers for the chapel and 100 for reception hall must be hired. Please make sure that our facilities and equipment meet your requirements before paying a deposit for a wedding. We offer an optional photo-safari for the couple and the photographer (before or after the ceremony) in the nature reserve (maximum 1 – 1.5 hours) for excellent photo opportunities amongst the wild animals and at the dam, wind pump and ruins, etc. (Please ask for quotation) The key for the Honeymoon Suite will be handed over at the end of the evening after the function. Unfortunately the Honeymoon suite, is not available for photo sessions for any of the guests or bridal couple prior to the wedding. The bride uses Room 4 to get dressed, as this room is large, conveniently located and well equipped for this purpose (Large mirror, good lighting, and air conditioner). Usually Room 1 is used by the groom to get dressed.

Cancellations

Should a client need to cancel a reservation after the deposit has been paid, a refund (excluding the 50% deposit) could be made at the management's discretion. In the event that any fees are not being paid within the specified time period, Woodlands Lodge & Conference Centre shall be entitled to cancel a booking after notifying you. All cancellations must be done in writing. Please refer to our standard contract for full details and terms and conditions for your planned wedding.

We look forward to make your wedding day as special as the several hundred happy couples whose weddings we were privileged to have hosted.

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