Wedding & Function V e n u e
Thank you for considering Searle s for your special day. We want to supply you with as much information regarding the facilities and services that we offer should you wish to host your wedding or function with us. As every guest and guest s needs are different, we prefer to have a face to face meeting to make sure that you have the best day ever. Please give us as much information possible in order for us to give you a quote. We will challenge ourselves to exceed your expectations and make any budget work. Please feel free to contact me or Derek, my partner, should you have any questions. With kind regards, Naomi Herselman 028 254 9550 082 554 9964 naomi@searles.co.za
Searle s Atmosphere We re an upmarket country venue in the quaint Overberg mountain village of Greyton, serving authentic and honest country cuisine. Our menus change daily for lunch and dinner, and our food is simple and comforting. A variety of freshly baked cakes and other nibbles are displayed around the coffee station, adding to the welcoming atmosphere. Simple food that is exquisitely prepared, is an unbeatable combination. Experience a slice of Italy with our wood-fired pizzas and fresh hand-made pasta. Discerning locals, romancing couples, relaxing weekenders and slick city folk all are welcomed by Naomi, Derek and their crew. EXAMPLES OF FUNCTIONS WE CATER FOR Weddings ----- Birthday Celebrations ----- Themed Breakfasts, Lunches, or Dinners ----- Anniversary Celebrations ----- Award Ceremonies ----- Family Reunions ----- Corporate Functions ----- Year-End Functions
GENERAL INFORMATION Each function will be customised and tailored to your specific needs and if we are unable to provide you with a particular service, we ll suggest one of our choice third party suppliers (lighting, audio and visual, entertainment, music, etc.) We cater for small, intimate functions as well as large, extravagant ones. We are able to accommodate a minimum of 00 people and maximum of 00 people. Irrespective of the numbers we will only have one wedding on any day, offering total privacy and sole use of the premises, with no hiring or hidden charges. Our reception space is flexible and if you require a chapel there are a few choices: the theatre space complete with ambient lighting and an intimate stage, our luscious green garden with mountain views, or even one of the local churches (like the historical Moravian church or the Greyton NG Kerk - both in walking distance from Searle s).
SEARLE S theatre Setting the perfect stage for your special day. We can accommodate a large amount of guests in our theatre area
GARDEN area
Facilities Once the venue has been confirmed for your special event, all guest areas in the venue will be to your disposal for the duration of the day. Disability friendly Fire place Fully operational kitchen Fully operational bar Air-Conditioning Garden area Complimentary Wi-Fi
Included in our Venue hire Any décor items that we have at the time. All tables and chairs available at the venue. Our marquee tent. Additional Facilities and Services To plan all the finer details of your event, you have the option to team-up with ourselves and our in-house wedding co-ordinator. Our services include: a meeting to discuss the layout and décor required on our premises a brainstorm for ideas Any additional time for our in-house person will be costed on an hourly rate of R250 or at a set fee to be negotiated depending on the work required. This will be discussed and agreed upon. Music It has been agreed by all restaurants that music stops at 12 midnight. Guests are welcome to mingle until 12:30. After 12:30 an overtime rate of R1000 per hour will apply up and until 2am when the restaurant closes for cleaning as we re-open at 8am. Corkage Corkage per bottle is at R40 per bottle for wine and sparkling wine. No beer, spirits, ciders, cooldrinks or any other drinks may be brought onto the premises.
Décor and Flowers We have a wide range of unique and rare decor items which can be used according to your theme. We also have a range of flower suppliers we can recommend if the need arises. We will not be responsible for the costs and arrangement of ALL flowers, décor and music. We will set the tables as part of the venue fee 2 hours before the event. Should the décor require more time an additional cost for staff will be discussed. Set up time: depending on the function room 2 hours prior the event. Additional set-up fee is half day: R4000 and full day R6000 depending on the chosen venue. Breakages: The client is liable for any losses, breakages or damages of any kind while on the premises. Please note: No fireworks or lanterns will be allowed.
BEVERAGES FOR YOUR SPECIAL DAY Full Bar Available This includes spirits/beer/wine and soft drinks. Please advise if shooters, red bulls and imports may be served. We recommend a budget of R160 p/person (local) and R190 p/person (import) Beer/Wine and soft drinks on account only and spirits for individual account on a cash basis, allow a suggested R80 per person Soft drinks only on account with the balance of other beverages for individual account on a cash basis, allow a suggested R50 per person
FOOD AUTHENTIC COUNTRY CUISINE Our focus is on country cooking using only the freshest ingredients, so our menu changes regularly. We offer cuisine with a distinct South African flavour. We can do a spit/buffet/tasting portions/plated or fun food, for example:- fish and chips in packets/mini pizza s/grilled bockwurst/mini bobotie spring rolls deconstructed. Menu options to be prepared to your preferences and budget.
Catering options & formats Buffet The name buffet in French means sideboard it is a system of serving meals in which food is placed in a public area where the diners generally serve themselves. Buffets normally offer all-you-can-eat food for a set price. Buffets usually have some hot & cold dishes. Finger Buffet An array of foods that are designed to be small and easily consumed only by hand, including cupcakes, pizza, food on cocktail sticks, etc. Smörgåsbord A buffet with only cold food Food Stations Ideal for a large group: instead of the food sitting on one long table, the menu is divided up among stations throughout the event hall. Often the stations are comprised of an assortment of appetisers and other finger foods. A well suited option for a cocktail reception, where people mingle casually about. Chocolate Fountains Nothing brings oohs and ahhs like a river of chocolate, making a chocolate fountain is a favourite at parties, showers and receptions. Good quality chocolate can be pricey, but you can offset the food cost with lower cost dipping items like pretzels, fresh fruit, cookies and marshmallows. Mini Desserts Cupcakes, mini wedding cakes, bite-sized desserts are all hot trends for catered events. Family Style Dining Also known as English Service, family style features bowls and platters of food to share at each table, versus individual plated meals. Serving food family style adds an element of intimacy that can be lacking at large functions. Food & Drink Pairings How about a wine tasting in lieu of a traditional rehearsal dinner? Or a beer dinner instead of a bridal shower? These types of dinners offer a three, four, five or more course meal, paired with a wine or beer for each course. Note, these types of meals take longer than a buffet or plated meal, appealing to those who like a slow, leisurely dinner. Street Foods One of the hottest trends in catering is offering menus inspired from the ethnic fusion of street food. From Mexican churros to Spanish tapas and Chinese dim sum, the more international a menu, the better.
DESSERT & SWEETS Top off your day with a delectable treat for your guests. AND NOW WE DANCE! We have a dance floor and can accommodate a live band, a DJ booth, a vast amount of speakers and lights.
PLANNING YOUR FUNCTION Things to consider when preparing for your special day Time of arrival of guests Welcome drinks and programme whilst they wait - snacks Your entrance Entrance song on arrival Dancing Song for opening dance Order of events Name cards and table plans Menu Thank you cards and gifts if applicable Extra lighting if we do not have what you require. Baby sitters - we can recommend good baby sitters TIPS & ADVICE The success of any event is to know your guests Know exactly what your budget is Make sure you have all questions covered Make sure you meet your guests expectations Consider travelling time versus programme of events Photo booths are available and we will quote separately
CONTRACT/page one Booking Confirmation And Agreement Please complete the following Function Manager Function Date Company name Client s Full Name & Initials Pro-Forma & Invoice Number Contact Details Client Signature Thank you once again for choosing Searle s Trading Post to host your event. Please read through our T & C agreement section. Signing the forms is the first step to the process. Signing is agreeing to our terms and conditions. Damage to property, the following applies to the client during the hiring of the venue: The client will be held responsible for any damage caused to the buildings, furnishings, equipment, cutlery and crockery, or any other property owned by the venue when: The client, guests of the client, employees of the client, or third parties hired by the client damage the above by any act or omission The client will be held responsible for the safekeeping of and damage to property hired by the client through third parties for the duration of the third parties property being on our property. When the client, guests of the client, employees of the client, or third parties hired by the client damage property of the third party, the client will be held responsible Searle s Trading Post will not be held liable for any loss or damage to the clients or the client s third parties property resulting from damage from the client, the client s guests, the client s employees, or the clients hired third parties The client will enter and use the function venue at his/ her own risk. The client/s hereby indemnifies Searle s Trading Post, and any of the aforementioned companies employees against any claims that might be brought against them. Deposit And Payment The following payments must be made 1. An initial non-refundable deposit of Total Venue fee is due to confirm a booking date. 2. The total outstanding as per Performa invoice, to be paid no later than 10 days prior to your function. 3. Any Bar tabs or add on items can be settle the evening of the function or next day LOCATION EMAIL TEL 36 Main Road, Greyton, 7233 NAOMI@SEARLES.CO.ZA 028 254 9550
CONTRACT/page two Booking Confirmation And Agreement Please complete the following 1. We will hold your booking on a provisional basis for 7 days. Provisional bookings will be released without notification, should you fail to confirm via email in this period. 2. Bookings will be confirmed with receipt of the completed confirmation sheet (page 11 and 12), and a non-refundable payment of the Venue fee + VAT. All correspondences to be made via email. 3. Should the function be cancelled: All deposits will be non-refundable 31 days and later prior to function date, 50% of the anticipated revenue will be charged; Within 30 days prior to function date, 100% of the anticipated revenue will be charged. 4. Final numbers must be confirmed 10 days before your function and balance of invoice paid in full. 5. Items provided by the client for the function is the client s responsibility and should be collected the next morning by 08h00 unless other arrangements have been made. 6. If any incident related to the function results in legal involvement of a third party, the client will exclude Searle s Trading Post, its employees, and agents from all responsibility and blame. 7. All prices quoted are excluding of VAT (at 14%), unless otherwise stated, and are based on estimates which may be revised should your expected numbers change or should market related food & beverage prices fluctuate. All Payments To Be Made Out To ABSA Searle s Trading Post C/O Naomi Herselman 1010810597 - CHEQUE Account Reference your name, and if applicable, your invoice number and date of function. Please email proof of payment to: naomi@searles.co.za Client Full Name Date of signed agreement Client Signature LOCATION EMAIL TEL 36 Main Road, Greyton, 7233 NAOMI@SEARLES.CO.ZA 028 254 9550