EH Event terms & conditions

Events Villa Reservation - Guidelines

Introduction

Events by their very nature put a strain on a villa and its staff. The purpose of these guidelines is to set the conditions under which an EH villa may be booked for an event to ensure that not only do the guests have a great time but also to protect the villa and the interests of its owner. The aim is to help guests and organisers run trouble free events based on our experiences of hosting 100’s of events each year. These guidelines should be read in conjunction with the specific Villa Guidelines for a particular villa.

What is an event?

An event is a social gathering or celebration where the total number of guests exceeds double the sleeping capacity of the villa or when a significant amount of equipment (such as an external sound system) is brought onto a villa’s premises. Commercial events (ticketed) are generally not permitted.

Event fees

A fee is charged by the villa for an event. The amount varies depending on the property (see specific Villa Guidelines). The fee covers the main event as defined above plus a smaller second pre- or postevent gathering. The second smaller gathering can only be run between the hours of 10am – 6pm and should not use any external equipment such as sound system, live band/DJ or extra lighting otherwise a supplementary Event Fee will be charged. The event fee will be invoiced as part of the villa booking.

Event organizers

Guests obviously want to enjoy their event (some to extremes) and not have to worry about the villa or contractors providing services. The responsibility for this lies with the Event Organiser. All events are required to have a qualified Event Organiser (EO) who has been approved by EH before a booking can be confirmed. Our company has a list of qualified EOs which it will be happily provided to guests. The EO should:

be onsite for the entire period of the main event including set up, event and clean up. Note villa managers may refuse entry of contractors until the EO is onsite
be onsite at the key times (contractor arrivals, clean up etc) for the second small gathering if applicable
provide at least 2 telephone contact numbers for the duration of the event
provide all staff for function duties including set up, event management and venue clean up
try to use the local community where possible for entertainment and services such as flower girls, rindik, gamelan etc

Approval process

All event bookings will be required to submit an Event Plan via the appointed EO at least 6 weeks prior to the event date. The Event Plan should include: an Event Summary, a Run Sheet and a Site Plan. EH Event Team will review the Event Plan and provide suggestions and amend ments no later than 14 days prior to the event. Should an Event Plan not be submitted on time, it may result in cancellation of the booking. All events will be subject to a damage deposit of USD$3000 payable to EH and returned to the guest/ EO pending approval from the villa manager. In our experience damage can be caused as much by contractors as guests attending the event, it is therefore our recommendation that this fee is split and paid equally by the event organiser and the guest renting the villa. This fee is due 14 days before the event. Refunds will generally be done within 7 days of the event, usually sooner.

General conditions

Music

As many of our villas are in residential areas, guests and event organisers need to be sensitive to the local community (Banjar). There are generally strict local rules about music and noise, although these do vary from villa to villa (check the individual Villa Guidelines). The rules typically are:

live music (band) and DJ permitted until 11pm
I Pod music permitted until 12am
reasonable house stereo system permitted after 12am
the villa manager to determine appropriate sound levels at all times

Power, cabling and lighting

Villa electrical supplies are generally not sufficient to cater for events. In order not to damage the supply and to protect the villa from fire hazards the guidelines below need to be followed:

No power is to be drawn from the villa supply
A generator with minimum 40KVA should be supplied
Cables should not be dug into lawns
Cables should try to follow edges of concrete / grass where possible
Cable traps should be laid in high traffic areas or where cables may pose a safety risk
Electric lanterns are permitted to be hung from trees using existing nails only
Heavy lighting must be attached by metal brace and not by hooks and nails
Paper candle lanterns, fireworks or Thai wishing lanterns are not permitted
All candles should have candle bases to prevent wax spillage

Structure

Many events require structures to be built at the villa. These structures can cause considerable long term damage, especially to lawns and swimming pools. To minimise the risks of damage the following guidelines are in place:

Structures such as marquees, service bars, pool platforms, dance floors and DJ booths need to be included on the Site Plan for approval
Marquees should be freestanding where possible
Staging and platforms should have drop sheets put down before painting

Villa guidelines

Each EH Villa has a set of specific Villa Guidelines that should be followed in conjunction with these general guidelines.