Terms & Conditions
What You Need To Know
Please also refer to the Southern Sun General Terms & Conditions
These are Sandton Convention Centre’s standard Terms and Conditions which relate to items which may have a financial impact on the parties entering into an agreement for the rental of space and provision of services by Sandton Convention Centre.
Break-down means the period after the event when the Event Owner and/or Event Organiser is vacating Sandton Convention Centre’s premises.
Confirmed Booking means the binding agreement confirmed once the Event Owner and/or Event Organiser has signed the Contract and/or paid the deposit.
Contract means the document defining the contractual and financial responsibilities of the agreement entered into between the parties. The Contract consists of a Cover page, Summary of Provisional Costs or Function Sheet, a Pro Forma Invoice, Terms and Conditions and an Acceptance page.
Deposit means the non-refundable amount specified in the Contract, payable by the Event Owner and/or Event Organiser to Sandton Convention Centre to secure the booking of an event, the deposit is required within 7 days of signing of contract.
Enquiry means the initial requirements of the Event Owner and/or Event Organiser
Event means a specific function held on a specific date or period of time as specified in the Contract, Summary of Provisional Costs and/or Function Sheet
Event Day/s means the day/s on which an event takes place
Event Owner and/or Event Organiser means the lessee; the person or company owning and/or managing the event and entering into the agreement with Sandton Convention Centre
Final Statement means the document issued by Sandton Convention Centre to the Event Owner and/or Event Organiser within fifteen days of the end of the event detailing deposits paid and costs incurred by the Event Owner and/or Event Organiser
Banqueting Event Order means the document outlining the specific services and all requirements for a particular event to be held at the Sandton Convention Centre.
Sandton Convention Centre means the lessor; Southern Sun T/A Sandton Convention Centre and its buildings.
Services means any service or facility, other than space, Sandton Convention Centre agrees to provide or facilitate.
Service Costs means the amount payable by the Event Owner and/or Event Organiser for the provision of services by Sandton Convention Centre.
Set-up means the period when the Event Owner and/or Event Organiser is preparing for the event on Sandton Convention Centre’s premises
Summary of Provisional Costs means the document projecting the initial requirements, services and costs for a specific event.
Telecommunications refers to Conference IT who is the exclusive provider of both telecommunications and IT services which include video conferencing at Sandton Convention Centre.
Terms and Conditions means the document, updated as and when necessary, covering all financial implications of the agreement entered into between the parties
Venue means the specific part of Sandton Convention Centre allocated for the duration of the event as specified in the Contract – this includes standard equipment and services as per the daily conference package. Venue prices are merely a guideline and Sandton Convention Centre reserves the right to change the allocated venues.
Venue Rental Costs means the amount payable for the rental of space excluding the provision of food, beverages, and additional services.
Venue Rental Period means the period during which Sandton Convention Centre provides space for rental to the Event Owner and/or Event Organiser.
In the event of payment in foreign currency for international events, the prevailing exchange rate at the time of payment will apply. All rates, unless otherwise specified, are inclusive of VAT.
Banqueting, Convention and Meeting Pricing
Banquet prices include menu charges, which are quoted separately. All convention venues are quoted and charged for on the following basis:
- per delegate, per day, or
- per event, or
- per m²
Standard services include initial furniture set-up, adequate cleaning, electricity, lighting (fixed), perimeter building security and air conditioning.
- Prices quoted are for exhibition purposes only
- Prices quoted are per day, per m² exclusive of VAT
Standard services include the supply of a clean venue, perimeter building security, fixed lighting, and in-house PA system. Air conditioning is provided during event days only and not on set-up and breakdown days. All additional services are the responsibility of the Event Owner and/or Event Organiser, this includes cleaning and security for stands. Electricity will be metered and charged for on consumption. Sandton Convention Centre has appointed the services of Main Event Catering as the sole supplier of all exhibition catering in the venue.
Damage to, or Loss of, Property
Any damage to the venue, or damage to, or loss of, furnishings, utensils and equipment must be paid for by the Event Owner and/or Event Organiser.
Confirmation of Bookings
Venues are provisionally reserved at the time of contract and the Sandton Convention Centre requires that the contract be signed within 7 working days of date of issue of contract. Should a signed contract not be returned within the stipulated period, the Sandton Convention Centre will release the provisional booking.
For Contracts sent out more than 6 months prior to the event, the following deposits are required to confirm the booking of the venue:
- 10 % on confirmation, as per the date stipulated on the Contract
- 40 % three months prior to the event
- 50% one month prior to the event
For Contracts sent out 2 – 6 months prior to the event, the following deposits are required to confirm the booking of the venue:
- 20% on confirmation, as per the date stipulated on the Contract
- 30% 3 months prior to the event
- 50% 1 month prior to the event
For Contracts sent out within 2 months prior to the event, full payment is required to confirm the booking of the venue.
- 100% on confirmation, as per the date stipulated on the Contract
- Association’s bookings
- Sales Executive to enquire as to payment requirements and get a payment plan in writing from the client for approval by the Executive Director.
Sandton Convention Centre will issue a Final Statement to the Event Owner and/or Event Organiser within fifteen days of the end of the event. Any amount owing by the Event Owner and/or Event Organiser to Sandton Convention Centre for fifteen days and longer, after the date of the Final Statement, will attract interest at 2% higher than the prevailing prime overdraft rate, applied by Sandton Convention Centre’s bankers.
Queries on the Final Statement will not delay payment of the balance of the Final Statement.
Deposits can be made directly and the deposit slip faxed to 011 508 0816.
Nedbank; Branch: Sandton City; Branch Code:197005; Account Number: 1970 750 642; Swift Code: NEDS ZAJJ
Sandton Convention Centre will charge a penalty based on the latest signed Contract and payment is due on presentation of the invoice.
- 80 to 120 days prior to the event
20 % of the venue hire as per the latest signed Contract will be payable
- 60 to 79 days prior to the event
30% of the venue hire as per the latest signed Contract will be payable
- 30 to 59 days prior to the event
50 % of the venue hire as per the latest signed Contract will be payable
- 29 to 11 days of the event
100% of the venue hire as per the latest signed Contract will be payable
- 0 to 10 days of the event
- 100% of the value of the latest signed Contract will be payable
If the event is subsequently cancelled, penalties as per the cancellation policy will apply based on the original dates reserved. On postponement of an event, the new date must be secured within the Sandton Convention Centre’s current financial year
Should the event be cancelled, the deposit will be forfeited and the following penalties will apply:
- 121 days or more prior to the event
10% of the value of the latest signed Contract will be payable
- 90 to 120 days prior to the event
25% of the value of the latest signed Contract will be payable
- 60 to 89 days prior to the event
50% of the value of the latest signed Contract will be payable
- 30 to 59 days prior to the event
75% of the value of the latest signed Contract will be payable
- 01 to 29 days prior to the event
100% of the value of the latest signed Contract will be payable
Should the need arise, venues previously allocated by Sandton Convention Centre may be re-allocated. The nature of the event will be taken into account.
Should the venue be damaged but remain usable, the event may, at the prior discretion of Sandton Convention Centre continue. Sandton Convention Centre reserves the right to publicise past, current and future events unless requested not to do so by the Event Owner and/or Event Organiser. Sandton Convention Centre, its officers, employees, agents and/or Contractors, will not be responsible for any injury, loss, damage or costs of any nature whatsoever (including but not limited to the costs of legal action) suffered by the Event
Sandton Convention Centre reserves the right to terminate this Contract without any prejudice to its rights if:
- The Event Owner and/or Event Organiser fails to comply with, or breaches, the Contract and/or the Terms and Conditions
- The Event Owner and/or Event Organiser intends using the premises for an event other than the one specified in the Contract.
- The event may lead to breach of peace, acts of violence or possible damage to Sandton Convention Centre or its contents
- The event contravenes any legislation or statutory regulations
- The nature of the event is undesirable to Sandton Convention Centre
- The Event Owner and/or Event Organiser is placed under final sequestration, liquidation, judicial management or bankruptcy
Should termination occur, Sandton Convention Centre will retain any monies already paid. In the case of breach of Contract, and at the discretion of Sandton Convention Centre, parties to those Contracts agree to the jurisdiction of the Johannesburg Magistrates Court.
The Event Owner and/or Event Organiser is to indemnify Sandton Convention Centre by taking out third party insurance to cover the event for Public Liability to a minimum of R11 million by any one occurrence. The policy must note the interests of the Sandton Convention Centre.
The Event Owner and/or Event Organiser must provide a letter detailing Public Liability coverage and details of the insurance to Sandton Convention Centre thirty days prior to the event. If this is not received within fourteen days of the due date, Sandton Convention Centre will take out the necessary insurance cover, and supply the insurance certificate as issued by the appointed Insurance Company by the SCC, and charge the Event Owner and/or Event Organiser as per the following rates per day including VAT:
|Up to 100 delegates||R270 per day|
|101 to 500 delegates||R670 per day|
|501 to 1000 delegates||R800 per day|
|1001 to 2000 delegates||R1,075 per day|
|Over 2001||R1,340 per day|
Increased coverage may be required to cover the storage of specialised items
Joint & Several Liability
If the Event Owner and/or Event Organiser is made up of more than one person, those persons will be jointly and severally liable to Sandton Convention Centre in terms of this Contract.
It is the Event Owner and/or Event Organiser’s responsibility to ensure they are familiar with, and comply with, the information contained in the Contract. They are also responsible for ensuring that they, or any of their appointed agents, do not contravene any of the restrictions affecting organisations that occupy the property
By signing this contract you agree that, we can do an enquiry on your personal credit report, your business credit report and/or your business principals (whichever is applicable) for risk assessment purposes.
Sandton Convention Centre Liability
Sandton Convention Centre will not be responsible for any loss or damage due to acts of force majeure. This includes losses sustained by the Event Owner and/or Event Organiser due to the cancellation of the event by the Sandton Convention Centre.
Should Sandton Convention Centre cancel the event, other than due to acts of force majeure, any monies received from the Event Owner and/or Event Organiser will be refunded, less cancellation costs and expenses incurred to date by Sandton Convention Centre, for the event. Notwithstanding the aforesaid, in the event that the cancellation was brought about by the conduct of the Sandton Convention Centre the Event Owner and/or Event Organiser shall be refunded the full amount received by the Sandton Convention Centre.
The final attendance numbers and venue allocation must be made 30 days prior to the confirmed event date. The following allowances will be permitted:
- 10% allowance is permitted to number changes from 7 to 29 days prior to the event,
- 5% allowance is permitted to number changes from 73 hours to 14 days prior to the event.
- No changes will be accepted to number changes less than 73 hours.
- Sandton Convention Centre endeavors to cater for extra numbers but this cannot be guaranteed. Additional covers will be charged for at the agreed rate.
- The Event Owner and/or Event Organiser is responsible for ensuring the maximum capacity of the venue is not exceeded.
As Sandton Convention Centre provides facilities for several events to take place simultaneously, Event Owners and/or Event Organisers are requested to respect the rights and property of other parties, making use of Sandton Convention Centre. In compliance with the law, Sandton Convention Centre is a Non-Smoking Building.
Release of Venues
Should venues be released after receipt of signed contract, a penalty will be charged for according to the value of the latest signed Contract.
Provision of Additional Services
A full range of support services is available through in-house and recommended suppliers. For control purposes, the Event Owner and/or Event Organiser must advise Sandton Convention Centre of any arrangements made through in-house suppliers. Please contact the Event Coordinator for more information. On signing of contract the Event Organiser/ Event Owner hereby acknowledges and agrees that the Sandton Convention Centre’s support services and in-house suppliers will be given first right of quote on all events. The support services of our in-house suppliers are listed below:
- Audio Visual – IVTM – a division of Gearhouse SA
- Security: Miktor Security Services
- Cleaning: Isikhonyane
- Décor: Gideons
- Exhibition stands, carpeting, furniture hire: Two way Exhibitions
- Exhibition & Risk Catering: Main Event Catering
- IT: Conference IT
- Drayage and on-site Logistics: Inhouse Exhibitions and Logistics
Provision and Operations of Standard Equipment
The Sandton Convention Centre provides standard audio, visual and technical equipment. This may be operated only by Sandton Convention Centre staff or its appointed contractor.
Should repairs be necessary, these must be completed within one day of the end of the event at the cost of the Event Owner and/or Event Organiser by contractors approved by Sandton Convention Centre. Failure to do so may result in the damage being repaired by Sandton Convention Centre. The cost will be charged to the Event Owner and/or Event organiser. Repairs impacting on the availability of the venue may result in additional charges to the Event Owner and/or Event Organiser.
Prior to vacating the premises, the Event Owner and/or Event Organiser, must, at their expense, ensure that the rented space and equipment has been restored to its original condition. In the case of exhibitions, this includes cleanliness of the venue.
Room set-ups must be finalised one month before the event. Changes to the seating and equipment (standard and additional) requested by the Event Owner and/or Event Organiser will be charged for as a turnaround fee.
Safety & Security
The Event Owner and/or Event Organiser is required to comply with all existing safety and security legislation, which is enforced at the Sandton Convention Centre. The Event Owner and/or Event Organiser is legally required to ensure the safe working practice of all their contractors. They are also required to:
- Provide an electrical certificate of compliance issued by an authorized electrician for every temporary electrical installation.
- Provide a certificate confirming all draping is fire proof or treated to provide similar fire retardancy.
- Provide structural or other certificates confirming safe design and usage for ramps, stages, lighting, audio visual rigging etc.
- Ensure no emergency exits, equipment or signage is covered, obstructed or interfered with in any way.
- Provide additional safety signage as and when required.
Although Sandton Convention Centre recognizes all relevant labour legislation, it is not responsible for any industrial action that may impact on an event.
Vacation of Premises
If the Event Owner and/or Event Organiser does not vacate the premises by the agreed time, any resulting costs incurred will be charged by Sandton Convention Centre to the Event Owner and/or Event Organiser.