Venue Hire Terms & Conditions

In these Terms and Conditions:

• "Venue" refers to Mavuso Trade Centre and its associated facilities, including halls, conference spaces, event areas, and sports facilities.
• "Client" means the individual, company, organisation, or event planner entering into an agreement to hire the Venue.
• "Agreement" refers to the binding contract between Mavuso Trade Centre and the Client for venue hire, incorporating these Terms and Conditions.
• "Event" means the activity, meeting, conference, exhibition, or function to be held at the Venue as specified in the Booking Form.

2.1 All bookings must be made through the booking form found in the approved online booking platform.

2.2 A booking will only be confirmed upon full payment of the invoice by the Client.

5.1 The Venue may only be used for the purpose stated in the booking form and under no circumstances shall it be used for memorial services.

5.2 The Client must comply with all lawful instructions of Mavuso Trade Centre management and all applicable laws and regulations of Eswatini. Failure to comply may result in removal from the premises without a refund.

5.3 Sub-letting or transferring the booking to another party is strictly prohibited without written consent.

5.4 The venue management reserves the right to grant or deny admission to any person or group at its sole discretion. Entry may be refused or revoked for reasons including but not limited to safety concerns, noncompliance with venue rules, or possession of prohibited items.

6.1 The Client must obtain prior written approval from Mavuso Trade Centre management if alcohol is to be served at the event.

6.2 All liquor sales and service must comply with Eswatini licensing laws.

6.3 The Venue does not provide catering services. Should the Client engage external caterers, the Client shall remain responsible for their conduct and compliance with health and safety standards.

7.1 For all public events or functions with more than 100 attendees, professional security personnel approved by Mavuso Trade Centre must be engaged at the Client's cost.

7.2 The Client must ensure compliance with all safety, fire, and crowd-control regulations.

7.3 Mavuso Trade Centre reserves the right to remove or refuse entry to any person whose behaviour is deemed disorderly, disruptive, or unsafe.

8.1 The Venue must be left in a clean and orderly condition.

8.2 A standard cleaning fee (as specified in the Booking Form) will be charged.

8.3 Additional cleaning charges may apply if excessive waste or damage is caused.

11.1 The Client is responsible for obtaining any necessary insurance, including public liability insurance, to cover potential risks associated with the event.

11.2 The Client indemnifies and holds harmless Mavuso Trade Centre, its management, employees, and agents from all claims, losses, or damages arising from the Client's use of the Venue.

15.1 The Venue Hirer shall be allowed two (2) days of preparatory time before the event, at the discretion of Mavuso Trade Centre (METC).

15.2 Should the Venue Hirer require additional preparatory time, a charge equivalent to twenty-five percent (25%) of the daily hire rate per day shall apply.

15.3 The Venue Hirer shall be allowed one (1) day for clearing and removal of equipment after the event, at the discretion of METC.

15.4 Failure to clear or remove equipment within the allocated clearing day shall result in an additional charge equivalent to the full daily hire rate.

16.1 The Venue Hirer shall obtain and maintain, at its own cost, Public Liability Insurance covering any injury, loss, or damage to any person(s) or property occurring during the hire period, including the preparatory and clearing days, as agreed between the Parties.

16.2 METC reserves the right to demand proof in writing, prior to the hosting of any event, of the following:

• (a) Evidence of necessary security arrangements, including but not limited to the engagement of the Royal Eswatini Police Service, private security firms, or any other approved security measures.
• (b) Proof of provision of adequate mobile toilet facilities, where the event is to be hosted in outdoor areas such as parking bays or open grounds.
• (c) Copies of signed contracts or agreements with artists, performers, or service providers involved in the event.

16.3 METC reserves the right to withhold permission for an event to proceed should the Hirer fail to provide the required proof or documentation under Clause 16.2.

17.1 For events where alcohol is served, all alcoholic beverages must be sold or served only in paper or plastic cups.

17.2 Glass bottles shall not be served or distributed directly to attendees under any circumstances.

17.3 Where alcohol is sold in bottles (e.g., for bar or vendor stock purposes), the Hirer must submit a comprehensive waste management plan and ensure the presence of a dedicated waste collection team throughout the event to collect bottles and other refuse from the floor or grounds.

17.4 Failure to comply with these provisions may result in immediate termination of the event and forfeiture of all hire fees and deposits.

18.1 For large-scale events, concerts, or festivals, the Hirer shall be responsible for providing a reliable backup power supply sufficient to sustain all critical event operations.

18.2 Mavuso Trade Centre shall not be held liable for loss or disruption resulting from any power failure, unless caused by its own negligence.

19.1 Open grass or outdoor areas shall not host successive events each exceeding two hundred (200) attendees without a minimum rest and recovery period as determined by METC management.

19.2 This limitation also applies to music concerts and similar large gatherings, to ensure preservation of the grounds and public safety.