Dear party host,
We are truly delighted that you are either considering our venue or already hosting with us. These guidelines exist to protect you, your guests, our staff, and the venue itself. They ensure your party flows with ease and finishes with smiles all around. By proceeding with your booking and making payment, you agree to the following Terms & Conditions of Hire below:
If anything feels unclear, we welcome your questions at any time.
1. 
General Venue Guidelines
Summary: Kyalami Venue is a daytime, family-focused space. These guidelines ensure safety, respect for the environment, smooth timing, sound management, and a relaxed experience for everyone.
Overview Details:
Daytime, Family Venue & Light Alcohol Policy
Kyalami Venue is a daytime, family-orientated venue.
We allow light alcoholic drinks in moderation only, such as:
Beers
Wine
Ciders
Champagne
Hard liquor is strictly NOT allowed. This includes all spirits and strong alcoholic drinks. Drunken behaviour is not welcome.
Any visibly intoxicated guest will be asked to leave immediately Excessive drinking will result in immediate forfeiture of the breakage deposit
Strict Event Timing & Closure
Book your time slot any time of the day between 9am and 5pm
Your party starts and ends strictly within your allocated booking time
You receive 1 free hour for setup
You receive 30 minutes for pack-up and farewells
If additional time is required, this must be pre-booked. On the day extension are at the decretion of the venue staff and paid per hour
All music and electrical equipment must be switched off at the exact end of the hire time.
This marks the start of the 30-minute goodbye window.
Final Guest Departure Responsibilities
All guests must leave the premises within 30 minutes after your event ends.
Any guests remaining in the party area or parking lot after this time will be billed as additional hire time
The party host is responsible for ensuring all guests leave and must be the last person to exit the venue
If the party host departs before all guests have exited, the breakage deposit will be forfeited
Sound Levels
Music must never exceed the sound level of the jumping castle motor.
If you cannot hear the jumping castle motor, the music is too loud.
Parking Lot Use
No secondary gatherings or celebrations are permitted in the parking lot.
Violation of this rule will result in forfeiture of the breakage deposit.
Smoking Policy
Smoking is permitted only in the designated braai area by the bottom gate. Please dispose of cigarette butts in the allocated bins, not the floor.
Cigarette butts found anywhere else on the property will result in forfeiture of the breakage deposit.
Drug-Free Policy
No drugs of any kind are permitted on the premises, including marijuana.
Any breach of this policy will result in immediate removal and forfeiture of the deposit.
Deliveries & Early Access
Deliveries must take place within your booked decoration time.
Weekday deliveries (7am–4pm) may be accepted by appointment only.
Unscheduled early access will be billed as additional decorative time.
Guest Numbers & Capacity
Venue hire includes up to 30 adults and 20 children.
Additional guests incur extra fees.
Maximum capacity is 80 adults.
Recycling & Safety
Please use the labelled recycling bins for all waste.
This ensures a safe and child-friendly environment at all times.
Braai Ash Disposal
All ash from braai’s brought in must be disposed of off-site, No roadside dumping is allowed.
Venue Staff & Child Supervision
Venue staff support setup based on your Party Preparations Form.
Staff are not child minders. Parents remain fully responsible for their children.
All damages and breakages will be billed to the party host.
Items Supplied
Only items listed on your invoice and Party Preparations Form will be supplied and set up.
Additional requests are subject to availability and cost.
2. 
Additional Party Hire & External Suppliers
Summary: This section explains responsibility for décor, entertainment, electrical usage, storage, deliveries, and setup support.
Items Hired Through Kyalami Venue
All items hired through us and shown on your invoice are delivered, set up, operated, powered, and packed up by us.
The 50% deposit secures décor and entertainment preparation.
Cancellations after supplier payment remain the responsibility of the party host.
Two hours of décor setup time is included from staff arrival. Additional time is chargeable.
Design work begins only after deposit payment.
Images must be at least 1MB
One free design change included
Additional edits: R150
Background removals/photoshop: R150
Venue assistance with your own décor is available at R400 per hour and must be pre-booked.
Items Brought in by You or Your Suppliers
All external items must be removed on the same day, within 30–90 minutes after the party ends.
Setup assistance for external items: R400 decorator fee (pre-booked).
We are not responsible for any damage, loss, setup, or takedown of external equipment.
All deliveries and collections must occur within the event time window.
Weekday storage may be arranged at your own risk.
External jumping castles: R100 electricity per motor.
Any externally plugged-in equipment: R100 per item electricity usage fee.
Water-based entertainment: R250 per hour water usage fee (max 2 hours), offered at school’s decretion
3. 
Food, Kitchen & Freezer Use
Summary: This ensures food safety, smooth flow, and correct electrical use.
All food must arrive fully prepared and cooked.
No oven or microwave use is permitted unless a kitchen hire fee has been paid.
Kitchen usage for preparation incurs a R900 kitchen hire fee.
Freezer space is available on request only.
Typical requests may include:
30cm freezer space
2 x 30cm ice cream cakes
2 x large ice & drink troughs
Hosts must bring at least 4 bags of ice
4. Payments, Invoicing & Liability
Summary: This section covers deposits, balances, refunds, and legal responsibility.
A 50% deposit secures your booking and is non-refundable within 3 weeks of the event but transferable once within 12 months.
Proof of EFT payment must be sent to: kyalamivenue@gmail.com
The remaining balance is due 5 working days before the event, or cash on the day by arrangement.
A refundable R500 breakage deposit is held and returned within 3–5 working days if no damage occurs.
By making payment, the party host agrees that Kyalami Ridge Crèche & Preschool (Pty) Ltd is not liable for any injuries, damages, or losses.
The party host accepts full responsibility for all damages and breakages.
Cash must not be deposited into the bank account. Cash payments are accepted at the venue only. Any bank charges incurred for cash deposits will be added to your invoice.
Thank you for taking the time to read through this information. Should you have any questions please contact us. We wish you all the best for the coming party!
Warmest Regards
The Kyalami Venue Team
