Costs and Payment Terms

An Extra fee of N$ 500 is applied for rentals during weekends (Saturday and Sunday) and holidays.
A cleaning deposit of N$ 1,000 is required upon booking the venue, which shall be refunded should the venue be vacated in a good and clean condition.

Fifty percent (50%) of the full value of the quotation shall be payable on the day the Venue is booked and the balance will be paid in full 2 days before the day of the specified rental, failing that, the Owner reserves the right to refuse access to the Venues and/or Services. The Owner accepts payment in the form of cash or transfer. Bank Account Details will be supplied on the quotation and/or invoice sent in response to this completed form.

Venue and Services

Food and Beverages

The FNCC can provide a list of caterers that can be contacted for the events. The client is not allowed to bring food or drinks into the FNCC premises and no alcohol may be sold during venue hire, except in particular cases like weddings and food markets.

Damage or Loss, Repairs and Restoration / Setup of the Venue

• Any damage to the Venue or loss of furnishings, utensils and equipment, provided by the FNCC must be paid for by the Client, damages or loss caused by the negligence, or intentional conduct of the client, his employees or any other person acting under his control must be paid or repaired.
• If there is an existing exhibition in the said space, the client shall accept the conditions and required space available for his/her rental.
• Prior to vacating the Venue, the Client must ensure that the venue is left in its original condition.
• Screws, nails or panel pins may not be driven into walls, floors, partitions or doors.
• Painting and gluing may not take place in any Venue.
• No item of equipment and/or structure of whatever nature may be suspended, leaned or balanced from any part of the balustrade, pillars, ceiling, light fittings or railings.

Safety and Security

• The Client is required to comply with all existing safety and security policies, regulations.
• Security services are available and if the clients require more, additional charges will be applied
• The Client is legally required to: Ensure the safe working practice of their contractors or co-workers.
• To ensure that plugs, light sockets or distribution boards are not tampered with in any way.

Vacating the Premises

• All venue hire shall between 8 AM and 11 PM. And Half day rentals are for maximum 5 hours including set up time. If the set up is needed like 2 hours prior to their event, it will be considered as a full day rental.
• If the Client does not vacate the Venue by the agreed time, additional Venue hire charges will be incurred. And all equipment must be removed from the Venue.

Cancellation and Postponement Policy

• Should the Client, after signing this Contract or accepting the Quotation, whether in writing, verbally or otherwise, wish to cancel or postpone a booking, they shall be entitled to the following:
• Notice of such cancellation or postponement must be given to FNCC in writing by the Client at least 7 days before the event.  
• If the Client cancels the booking; he will be liable to pay a reasonable cancellation fee, amounting to 50% of the Quotation price.
• Please note that the gallery is used by the client to host an exposed exhibition by artist. If an exhibition is already set up in this space, the client shall respect and not damage these works.

Technical Equipment

• The FNCC does not provide any audio equipment. They shall be provided by the client and will be on his/her own cost. (But 8 stage blocks can be provided by the FNCC when needed).
• Set up should be done with the greatest consideration to the FNCC property.
• The FNCC staff is not responsible for setting up any event that does not comply to responsibility from the owner, unless requested by the client which will result in extra payment.

Indemnification

• The client shall, at all times, comply with the “General Rules”, as may be amended from time to time by the FNCC, pertaining to the use of the venue and the facilities, a copy of which is available on request.
• The client shall, at all time, comply with the existing safety and security legislation, which is enforced at the venue and is legally required to ensure the safe working practice of all its employees, contractors and agents.

The Owner's Liability

• The FNCC reserves the right of admission in regard to any employee, guest, agent or other person in connection with any function held at any of its respective Venues / facilities.
• The FNCC shall not be responsible for any loss or damage due to causes beyond its control. This includes losses sustained by the Client due to the termination of the Event by the Owner.
• If the FNCC is prevented by force majeure from complying with its obligations in terms of this Contract, then the Client shall have no claim of any nature whatsoever against The Owner arising out of its consequent failure to stage the function.

Conclusion

• Once payment has been done, you will be issued with receipt or an Invoice.
• If you want to make changes to your booking after it has been confirmed please contact the Administration Officer, Ms Claudine Van Wyk to arrange for the necessary changes.
• Please note that cancellation must be made in writing and may incur a fee as per the Terms and Conditions of Hire. The client will be liable to pay a reasonable cancellation fee, amounting to 50% of the Quotation price.