Conference Rates & Information

Transcription

1 Conference Rates & Information 2015 Indaba Hotel, Spa & Conference Centre cnr. William Nicol Drive & Pieter Wenning Road, Fourways

2 About Us Just north of the fast paced business world of Sandton lies the 258 bedroom Indaba Hotel, Spa & Conference Centre, nestled beneath the vista of the magnificent Magaliesberg Mountains. It is a compelling blend of business-like convenience and efficiency, with a relaxed and warm country atmosphere. Coupled with easy and convenient access to all main highways, O.R. Tambo International Airport and a mere 15 km from Lanseria International Airport, the hotel features an impressive selection of some 24 multi purpose conference venues that can accommodate up to delegates in total, with banqueting facilities for up to 500 guests. With two restaurants on property, there is no need to leave the comfort of the hotel to enjoy world class cuisine. Our 300 seater Chief s Boma Restaurant caters for all tastes with over 120 African inspired dishes ranging from North African Moroccan cuisine to Koeksisters and Melktert from the cape - and with a Shisa Nyama grill boasting a variety of game meats, everyone is sure to find their favourite. Well known for the lavish full South African Breakfast Buffet, the Epsom Bistro allows you to dine in style with seasonal dishes prepared by our talented team of Chefs which will delight even the most demanding gourmet s exacting standards. A traditional Carvery Lunch with Live Music can be enjoyed every Sunday. For the ultimate pamper, Mowana Spa is set in the tranquil bushveld gardens of the Indaba Hotel - a wellness sanctuary which will revive your senses, rejuvenate your body and soothe your soul. Mowana Spa, which takes its name from the majestic Baobab Tree of African Lore and Legend, offers wellness journeys based on the recognised healing energy of Tribal Massages in keeping with the spirit of the Tree of Life. We look forward to welcoming you

3 Accommodation Designed in keeping with the country style character of the hotel, each of our 258 en-suite, air-conditioned bedrooms offer luxury accommodation with modern facilities. Your home away from home, you will be treated to excellent service and serene surroundings during your stay. Guest Facilities The Indaba not only represents the place where you will lay your head at night, our hotel is equipped with exciting guest facilities. Spend the afternoon next to the outdoor rim-flow swimming pool. Revel in the abundance of flora and bird life on a scenic walk, sweat it out in the gym or enjoy dining at one of our sumptuous Restaurants or bars. Indaba Hotel as a Conference Venue Coupled with easy and convenient access to all main highways, O.R. Tambo International Airport and a mere 15km from Lanseria International Airport. Indaba Hotel features an impressive selection of some 24 air-conditioned venues that can accommodate up to delegates in total, with banqueting facilities for up to 500 people. With a state of the art 200 seater Auditorium, a Business and Travel co-ordination centre, the Indaba Hotel is flexible enough to satisfy every need on every occasion. State of the art facilities encapsulate in a picturesque setting make the Indaba Hotel a firm favourite amongst those planning events in South Africa and specifically those looking for a Johannesburg Conference Venue or a location for their corporate event. Indaba Hotel offers specialized conference facilities on request like ISDN Connections as well as extensive Wi-Fi that is complimentary to all conference delegates and in house guests. Our award winning conference, meeting and banqueting facilities are recognized as being some of the best and most comprehensive on the African Continent.

4 Accommodation Rates RACK RATES: SINGLE: R per room per night room only DOUBLE: R per person sharing per night room only *Rates include VAT Rates excludes 1% Tourism Levy Please note that different Accommodation Rates might apply for group bookings. Ask your Conference Coordinator for Winter Specials and Group Booking Rates. Individual Catering Charges: EPSOM TERRACE RESTAURANT: Full English Breakfast R130 pp Buffet Luncheon R205 pp Sunday Buffet R165 pp Epsom Bistro open Monday to Friday CHIEF S BOMA RESTAURANT: Buffet Luncheon (Mon-Fri) Buffet Luncheon (Sun) Buffet Dinner (Sat-Sun) Buffet Dinner R205 R165 R165 R205 pp. RATES SUBJECT TO CHANGE VALID UNTIL 31 DECEMBER 2015

5 Day Conference Package ü Arrival Tea / Coffee / Fruit Juice / Whole Fruit & Assorted Muffins ü Mid Morning Tea / Coffee / Fruit Juice / Whole Fruit & Snacks ü Full Buffet Luncheon ü Afternoon Tea / Coffee / Fruit Juice / Whole Fruit & Biscuits ü Delegates are supplied with Pads, Pens, Mineral Water & Refreshments Morning Half Day Conference Package ü Arrival Tea / Coffee / Fruit Juice / Whole Fruit & Assorted Muffins ü Mid Morning Tea / Coffee / Fruit Juice / Whole Fruit & Snacks ü Full Buffet Luncheon ü Delegates are supplied with Pads, Pens, Mineral Water & Refreshments Afternoon Half Day Conference Package ü Full Buffet Luncheon ü Afternoon Tea / Coffee / Fruit Juice / Whole Fruit & Snacks ü Delegates are supplied with Pads, Pens, Mineral Water & Refreshments Green Conference Package ü Arrival Tea / Coffee / Fruit Juice / Whole Fruit & Assorted Muffins ü Mid Morning Tea / Coffee / Fruit Juice / Whole Fruit & Snacks ü Buffet Luncheon ü Afternoon Tea / Coffee / Fruit Juice / Whole Fruit & Biscuits ü Delegates are supplied with Jugs of Water & a Fruit Bowl in Venue 24 Hour Conference Package ü Accommodation ü Full English Breakfast Buffet ü Buffet Luncheon ü Buffet Dinner ü Arrival Tea / Coffee / Fruit Juice / Whole Fruit & Assorted Muffins ü Mid Morning Tea / Coffee / Fruit Juice / Whole Fruit & Snacks ü Afternoon Tea / Coffee / Fruit Juice / Whole Fruit & Biscuits ü Delegates are supplied with Pads, Pens, Mineral Water & Refreshments CONFERENCE PACKAGES 2015 Day Conference Package AM Half Day Conference Package PM Half Day Conference Package Green Conference Package R485 pp R415 pp R395 pp R405 pp 24 Hour Conference Package Single R1 850 pp 24 Hour Conference Package Double R1 425 pp sharing RATES SUBJECT TO CHANGE. VALID UNTIL 31 DECEMBER 2015 Kindly note that rates are subject to change without prior notice. Ask your Conference Coordinator about Winter Specials. Contact us today for your tailor made Conference Experience. Call or indaba@indabahotel.co.za

6 Conference & Banqueting Facilities CINEMA SCHOOL ROOM U-SHAPE BOARD ROOM BANQUET COCKTAIL DINNER / DANCE aauditorium 200 Lecture Room 1 Lecture Room 2-5 Lecture Room 6 Lecture Room 7 Lecture Room Lecture Room 9-12 Lecture Room 13 Lecture Room 14 Lecture Room 15 & 16 Lecture Room Ingidini * Injabulo * Kgotla * Lethabo * Ndaba Palace * * Numbers my fluctuate depending on Staging, Audio Visual and Dance Floor requirements. A Set Up Charge on the First Day of Conference will be levied for Standard Equipment per Conference Venue THIS INCLUDES: ü 1 x Flipchart ü 1 x Extension Cord ü 1 x Screen ü 1 x Whiteboard Additional Audio Visual Equipment is available from our Third Party Supplier and will be charged accordingly.

7 Conference & Banqueting Facilities SQM LENGTH WIDTH HEIGHT Auditorium 164 Lecture Room Lecture Room Lecture Room Lecture Room Lecture Room Lecture Room Lecture Room Lecture Room Lecture Room 15 & Ingidini Injabulo Kgotla Lethabo Ndaba Palace FOOT TRESTLE TABLE LENGTH: WIDTH: 690mm 1755mm 730mm NARROW CONF. TABLE LENGTH: WIDTH: 690mm 1200mm 450mm BANQUETING ROUNDS 720mm DIAMETER: 1800mm CONFERENCE TABLE LENGTH: WIDTH: 780mm 1750mm 600mm BANQUETING CHAIR LENGTH: WIDTH: 470mm 500mm 450mm BANQUETING COCKTAIL DIAMETER: 760mm 745mm

8 Cancellation / Postponement Policies Should your Conference / Function / Accommodation be Cancelled or Postponed, the following conditions will apply: POLICY PERTAINING TO ALL CONFERENCE VENUES & ACCOMMODATION: - Cancellation 21 Days prior to arrival: 25% of the TOTAL value of the Contract - Cancellation 14 Days prior to arrival: 50% of the TOTAL value of the Contract - Cancellation 7 Days prior to arrival: 75% of the TOTAL value of the Contract - Cancellation less than 7 Days prior: 100% of the TOTAL value of the Contract - Postponement 14 Days prior to arrival: 25% of the TOTAL value of the Contract - Postponement 7 Days prior to arrival: 50% of the TOTAL value of the Contract We do however wish to point out that it is our intention to resell the venue. Should we be successful in doing so, no cancellation fee will apply. Postponement Fees will be levied on the condition that a NEW BOOKING & CONTRACT is signed, failing that, Cancellation Fees will apply. POLICY PERTAINING TO ALL BANQUET VENUES: - Cancellation 60 Days prior to arrival: 25% of the TOTAL value of the Contract - Cancellation 30 Days prior to arrival: 50% of the TOTAL value of the Contract - Cancellation Days prior to arrival: 75% of the TOTAL value of the Contract - Cancellation less than 15 Days prior: 100% of the TOTAL value of the Contract - Postponement 21 Days prior to arrival: 50% of the TOTAL value of the Contract - Postponement 14 Days prior to arrival: 75% of the TOTAL value of the Contract We do however wish to point out that it is our intention to resell the venue. Should we be successful in doing so, no cancellation fee will apply. Postponement Fees will be levied on the condition that a NEW BOOKING & CONTRACT is signed, failing that, Cancellation Fees will apply. General Rules for Exhibitions, Conferences and Banquets No items / equipment / structure of any nature may be suspended from any part of the ceiling, light fitting or chandelier without authorisation from the Directors. All suppliers have to comply with the South African Health & Safety Act and must be able to supply the Hotel with the necessary documents on request. All Exhibition stands or equipment must be of a free standing nature. No pins, screws, nails or staples are allowed to be put into venue walls, doors, partitions, No double-sided tape or stickers are allowed on tiled / painted surfaces. No paintwork may take place in any of the venues. No plug points, light sockets or distribution boards may be tampered with in any way. All deliveries relating to your Conference / Banquet must be addressed to the Banqueting / Conventions Office and must clearly reflect INDABA HOTEL and the name of your function. All deliveries also to reflect a contact Name and Number for your company. Clients will be held responsible for any damage caused to the allocated venue, furniture, utensils and equipment therein. By any act or omission of the customer/exhibitor or guests/ employees of the customer. The Indaba Hotel does not have adaptors, extension cords or multi plugs to supply. All AV Equipment is supplied by a third party and additional charges will apply accordingly. No Food or Beverages may be brought onto the property without written consent from the Directors. The Indaba Hotel will not be held responsible for any items lost or damaged before, during or after your function. The Indaba Hotel will not be held responsible for the safekeeping of Decor/AV Equipment delivered to the hotel by outsourced companies. Should you require storage of any items, a surcharge for a storeroom will apply. Kindly advise your suppliers that all Decor, AV Equipment & Staging has to be removed directly after your function. Should they fail to collect their items, a storage fee will be levied at a flat rate of R2000 per day. The Indaba Hotel levy a 5% markup to Third Party Contractor quotations to cover our internal cost and bank charges. This means that if you have a supplier (Decor, etc.) and which to pay one account only, we can include their cost in your final Indaba Hotel invoice including the 5% markup - kindly note that the Indaba Hotel will only make payment to Third Party suppliers once we have received full payment, unless otherwise agreed with Management.

9 Surcharge applicable to packages and rates In the event of the Day Conference continuing after 18:00 (PM), a after hour surcharge of R1500* per hour will apply. For a Breakfast or Lunch Banquet you have exclusive use of the venue for 4 Hours, R1500* per hour will apply. thereafter a surcharge of For a Dinner Banquet you have exclusive use of the venue until midnight (24:00), a after hour surcharge of R3000* per hour will be levied for every hour thereafter until 03:00 and R5000* for every hour after that. Tea & Coffee Service when applicable to a Set Menu (Lunch or Dinner) is R18* per person. Buffet Menu prices includes Tea & Coffee Service. If you require a Working Lunch for your Conference, a surcharge of 10% per person will apply should you require a Working Lunch outside your Conference Venue. For a Breakfast or Lunch Banquet you have exclusive use of the venue for 4 Hours, thereafter a surcharge of R1500* per hour will apply. Corkage will apply for Beverages being brought in for a Function (approval of Directors) Champagne or Wine: R 80 per 750ml Bottle with a maximum of 2 bottles per table Whisky or Spirits: R150 per 750ml Bottle with a maximum of 5 bottles per event Should a Special Meal be required, the Indaba Hotel needs to be notified at least 72 hours prior to arrival and a surcharge will apply: Halaal Meal: R250* per person Halaal Conference Package: R350* per person Kosher Meal: R350* per person Kosher Conference Package: R450* per person A Standard Set Up Fee of R350* per Conference Room will be levied on the first day of Conference only. A R350* Setup / Derig fee will be levied for a Conference / Banquet in the following venues: Injabulo, Kgotla, Ingidini, Lethabo, Ndaba Palace & the Auditorium. The Standard Set Up Fee includes 1 x Screen in the Banquet Rooms and additional equipment and screens will be charged for accordingly. A surcharge of R110* per dance floor piece will be levied in the event of a larger Dance Floor being required. Standard Dance Floors are included in the rates. Kindly note that we do not allow for breaking or plates or burning of liquor on the Dance Floor surface. The client will be held responsible for any damage. Any changes to the structural set up of the function room on the day of the Function / Conference will incur a cost of R1000* for a Conference Venue and R3000* for a Banquet Venue In the event of an Exhibition, the Indaba Hotel will supply 1 x Trestle Table & 2 x Banqueting Chairs per stand. Any additional tables will be charged at R40* per table per day. Power Points per stand is levied at R50 per point per day. Child Policy: Children Age 0-5 years: Children 6-12 years: Children 12 years or older: No charge for a maximum of 10 Children 50% of the Menu Price per child 100% of the Menu Price per child Set Up Charges for Banquet Rooms: Kgotla / Injabulo: R8000* on the day of the function R30 000* day prior to the function Ndaba / Ingidini: R8000* on the day of the function R10 000* day prior to the function * RATES SUBJECT TO CHANGE WITHOUT PRIOR NOTICE