Terms & Conditions - Corporate and Private Events

 

These Terms & Conditions ("Terms") govern all corporate and private events booked through The House of Yay ("The House of Yay," "we," "us," or "our"). Events may be hosted at The House of Yay's studio or at a client-supplied venue. By paying a deposit or confirming a booking, you ("Client," "you," or "your") agree to these Terms.

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1. Age Policy

• All events are for guests aged 18 and older, unless the specific event is explicitly agreed otherwise at the time of booking.

• It is the Client's responsibility to ensure all guests meet the applicable age requirements.

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2. Services

We provide creative experiences including painting, crafts, and other creative activities. Events may take place at our studio or at a location of your choice.

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We Provide:

• Professional artist and facilitator

• All creative supplies and materials (paints, brushes, aprons, canvases, easels, or other items required for the agreed project)

• Setup and cleanup of all creative materials

• Approximately 90–120 minutes of guided instruction

• Music and sound equipment (speakers/PA)

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You Provide (for off-site events):

• Venue booking and coordination — The House of Yay does not book venues

• Adequate tables, chairs, lighting, and space suitable for creative activities

• Venue cleanup beyond creative supplies

• Food, beverages, or additional services if desired

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Additional Notes:

• Artist Assignment: While we aim to honour requests, we reserve the right to assign or substitute artists at our discretion.

• Project Selection: Changes to the selected project or design must be made at least 7 days before the event. Custom designs may incur additional fees, which are non-refundable.

• Quality Disclaimer: We make no guarantees regarding participants' final artwork. Every creation is unique.

• Timing: We strive to start on schedule and finish within the estimated timeframe. Duration may vary depending on group size and skill level.

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3. Booking & Final Headcount

• Minimum guests: 10 (or as agreed during booking).

• Maximum guests: venue-dependent.

• Final guest count must be provided at least 7 days before the event.

• You will be charged based on the final confirmed headcount regardless of actual attendance. No refunds or credits are issued for no-shows or reduced attendance.

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4. Payment

• Deposit: 50% of the total booking value is required to secure your date.

• Balance: The remaining balance is due 7 days before the event date.

• Accepted payment methods: bank transfer (EFT) or credit/debit card.

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5. Cancellation & Rescheduling

• The deposit is refundable only if the event is cancelled in writing 14 or more days prior to the event date.

• Cancellations received less than 14 days before the event will forfeit the deposit.

• Rescheduling may be permitted if requested in writing, subject to availability.

• Multiple reschedules will be considered on a case-by-case basis.

• Any materials purchased prior to the date of cancellation will be charged for at cost.

• All cancellations and reschedule requests must be submitted in writing via email.

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6. Client Responsibilities

By booking an event, the Client agrees to the following:

Venue Coordination (off-site events):

• Book and coordinate directly with the venue.

• Ensure the venue is appropriate for creative activities involving paint and art supplies.

• Confirm the venue permits painting and creative events.

• Provide adequate tables, chairs, lighting, restrooms, parking, and space.

• Arrive 30–40 minutes before the scheduled start time for any setup or venue coordination required.

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Guest Management:

• Provide an accurate headcount by the required deadline.

• Ensure only approved guests attend.

• Monitor guest behaviour and ensure compliance with venue rules.

• Accept sole responsibility for the actions of all guests.

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Crew Meals:

• If the event runs over a standard meal time, the Client agrees to provide reasonable food and drinks for The House of Yay crew members to ensure uninterrupted service.

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Legal Compliance:

• Comply with all applicable laws, including alcohol service laws.

• Follow all venue rules, restrictions, and requirements.

• Ensure appropriate age restrictions are observed.

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Venue Liability:

• The Client is responsible for any damage to venue property, including paint spills, stains, or other issues arising from the event.

• The Client should confirm the venue's policies regarding potential paint or supply damage and arrange protective coverings if needed.

• The House of Yay artists and crew will exercise reasonable care, but the Client assumes all risk and liability for venue-related issues.

 

7. Outdoor / Weather Policy

• Outdoor events are subject to weather conditions. It is the Client's responsibility to ensure a suitable covered backup venue is available in case of inclement weather.

• If conditions make the event unsafe or impractical, we will work with you to reschedule to a mutually agreeable date.

• No refunds will be issued due to weather; rescheduling options will be provided.

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8. Assumption of Risk

Participation is voluntary. Creative activities may involve minor risks such as paint spills, allergic reactions, or minor injuries. The Client and all guests assume all risks related to participation and venue-related issues.

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9. Photography & Video

• The House of Yay may photograph or film events for marketing purposes. Clients may opt out by notifying us in writing at least 7 days before the event.

• Clients may use photographs from their event for personal or internal social media use.

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10. Liability & Indemnification

• The House of Yay is not liable for guest behaviour, venue issues, or damage to personal property.

• To the fullest extent permitted by South African law, The House of Yay, its owners, staff, facilitators, and partners shall not be held liable for any injury, illness, loss, damage, or claim arising from participation in any event.

• The Client agrees to indemnify and hold harmless The House of Yay from any claims arising from their event or guests.

 

11. Intellectual Property

• The House of Yay retains all rights to event designs, concepts, and instructions.

• Guests may take home their artwork for personal use only.

• No commercial reproduction or distribution of designs or materials is permitted.

 

12. Food, Drink & Allergies

The following applies to events held at The House of Yay premises only.

• Some experiences at The House of Yay include food or drinks; details will be specified per event.

• It is the guest's responsibility to notify us of any allergies, intolerances, or dietary requirements prior to the event.

• While reasonable care is taken, The House of Yay cannot guarantee an allergen-free environment.

• Guests consume food and drink at their own risk.

• The House of Yay is not responsible for any illness, allergic reaction, discomfort, or adverse effect arising from the consumption, ingestion, or use of any food, drink, or edible product provided during an event.

• By attending an event involving food or drink, you agree to release and indemnify The House of Yay from any related claims, except where prohibited by law.

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13. Privacy

• The House of Yay collects and processes personal information in accordance with the Protection of Personal Information Act (POPIA). Please refer to our Privacy Policy on our website for full details.

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14. Force Majeure

• The House of Yay is not liable for delays or cancellations due to events beyond our reasonable control, including illness, supply issues, load shedding, natural disasters, or government restrictions. Rescheduling options will be provided where possible.

 

15. Governing Law

• These Terms are governed by the laws of the Republic of South Africa. Any disputes will be resolved under South African jurisdiction.

 

16. Acceptance of Terms

By paying a deposit or confirming a booking with The House of Yay, you confirm that you have read, understood, and agreed to these Terms & Conditions.

For any questions, please contact us directly before confirming your booking.