Events Terms & Conditions

The Luxe Nomad Terms of Service and Us

Overview

An event is a gathering where the total number of guests is more than 1.5 times of the standard occupancy of the villa, or when any pre-planning is required, or when additional infrastructure/ equipment (such as external sound system) is brought onto a villa’s premises. These guidelines were developed by the Management Company and owners to ensure:

The event is appropriate for the venue.
Written rules are clear for clients, agents, guests, event organizers, and staff using the premises.
To minimize the risks to and impact on the villa as well as residents within the immediate area.
That the event does not exceed the capacity of each managed property.
Events can be categorized as Private Parties (such as Birthdays), Weddings, Corporate Events, Filming

and Promotional Events.
Public events with ticket sales are not allowed at any time.

Each The Luxe Nomad villa comes with its own unique set of Villa Guidelines. Please be sure to follow these along with the general guidelines to help make your event truly memorable!

Event Organizer

An approved Event Organizer (EO) must be appointed in order to apply for an event at any of the available villas. Any event must be pre-approved by The Luxe Nomad before any deposits are accepted by the EO. The EO will be the point of contact for The Luxe Nomad and will take full responsibility of the event.

The Event Organizer will be the point of contact for The Luxe Nomad and will take full responsibility of the event. The Event Organizer must:

Be present onsite for the entire duration of the event, including set-up and post-event cleaning.
Be present onsite at key times (contractor/vendors arrivals, clean up, etc) for the second small gathering

if applicable.
Guarantee the villa to be cleaned professionally. All rubbish needs to be removed from the property

after the event at the latest by 02:00 am. No items are to be left at the villa after the event.
Safeguard that the event must be fully staffed by the Event Organizer to include set up and cleaning

staff, full F&B team and supervisory team. The role of the villa staff is to look after the guests that are residents of the villa, it is not their role to set up, clean, serve drinks or food – this has to be the complete responsibility of the Event Organizer.
Guarantee that all equipment must be provided by the Event Organizer to fully cater for the event

including all crockery, cutlery, chairs, tables, glassware, cooking implements and gas and storage facilities. Under no circumstances can anything be taken or used from the villa. If any villa equipment needs to be moved for the set up of the event, then it should only be done under the supervision of the villa staff. Any equipment that is moved needs to be put back in place after the event.
Ensure that suppliers do not park their vehicles in front of the property so that guest and public access remains clear.

Event Fees and Security Deposits

A fee is charged by the villa for an event depending on the size of event guests. The event fee will be invoiced as part of the villa booking and will be subject to VAT. The fee covers the main event as defined above plus a smaller second function pre- or post- event within 24 hours from the main event set up time. If the second function is beyond this time, this shall be 50% of the event fee.

A security Deposit to be paid prior or upon arrival to the villa. The security deposit’s amount may vary according to TLN on a case-by-case basis. The security deposit will be used to cover part of the service or replacement costs in case damages to the property prior, during, and/or after the event take place on top of any cancellation fees incurred (if any) as set out hereunder. This amount is 100% refundable to the Guest or EO if no damages to the villa and its equipment have been found and no cancellation fees have been incurred. If the amount is paid via credit card, it will be released within 3 weeks, depending on the guest’s or EO’s bank billing cycle. Please refer to the villa event information for details on the villa event fees and security deposits.

Events Requirements

The bedrooms and en-suite bathrooms cannot be used by other than the guests themselves. It is not allowed for the wedding organizer or one of their suppliers to use villa facilities.
The villa or its rooms are not to be used for storage of any equipment for the event.
The kitchen is not to be used for the event. A separate kitchen can be set-up in a screened area or in the backside of the property.
Music Curfew for sound system, live bands and DJ’s is 12.00 midnight. Music capacity max 2000 watt.
Fireworks are only allowed for weddings (except for The View, Sangsuri Villas and Baan Jakawan), and a permit needs to be approved by local authorities at least 2 weeks before the event. A curfew of up to 12 midnight is enforced for Baan Kilee.
Sky Lanterns are prohibited by the local government in Koh Samui.
We are an advocate for the prevention of cruelty and ethical care of elephants and wildlife. We do not

allow nor condone the hiring and use of elephants and/or other wildlife for any events held in the villa and in the immediate surrounding areas of the villa i.e. beach.

Structure

Freestanding marquees are allowed in the garden with the advance approval of the location by The Luxe Nomad. Marquees must be promptly removed after the event and care should be taken not to damage the grass. No wooden decks or dance floors are permitted to be placed on lawn areas unless approval from The Luxe Nomad is granted. The Event Organizer should clearly indicate the location of marquees, service bars, dance floors, DJ stations and any other structures on the event site plan.
No staging should be built into or over the pool without prior approval from villa management. Platforms in the pool if allowed must have proper protection between tiles and aluminum.

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 additional power is to be drawn from the villa supply.
A generator with a minimum of 40KVA should be supplied with sufficient cabling.
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.
All candles should have candle bases to prevent wax spillage.
At least two fire extinguishers must be provided and staff must be trained to use them.
No nails, screws or other fixing method that creates a lasting mark on the property may be used.

Approval Process

We look forward to hosting selected events at our villas. For an event to be approved, we request that the following information be provided by the event organizer along with any required supporting documents minimum four weeks prior to the event. All timings should also be provided including finish time. The Luxe Nomad is not able to approve an event if this information is not provided. If there are any changes at a later stage, please contact us. In addition, as part of the application we need to receive:

Event plan, run sheet, and theme
Event infrastructure list
Proposed event layout / site plan