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Events Villa Reservation - Terms & Conditions

 

All bookings are made with Siam Ocean Paradise Ltd., here called “VIPS”, acting as exclusive agents on behalf of the owners of the properties featured on the company website or via other platforms. The payment of any deposit for the booking shall be taken as confirmation of acceptance under the following terms and conditions.

 

1. DEFINITION OF AN EVENT

 

Events naturally place extra demands on a villa and its staff. These guidelines outline the conditions for booking a VIPS villa for events, ensuring guests enjoy a memorable experience while safeguarding the villa and the owner's interests. We aim to assist guests and event organisers in hosting seamless events, drawing on our extensive experience of managing previous events. These guidelines should be considered alongside the specific guidelines for each villa, mentioned in each rate card.

An event is defined as any social gathering or celebration where the guest count exceeds 1.5 times the number of residing guests, or when substantial equipment (such as an external sound system, lighting, and filming equipment) is brought onto the villa premises. Commercial events, such as ticketed functions, are generally not allowed.

2. EVENT FEE

A fee is applied for hosting an event at the villa, with the amount varying by property (refer to specific Villa Guidelines in the rate card). This fee covers the main event, as outlined above. A smaller gathering pre/post may take place and an extra event fee will be charged. Any applicable event fee will be included in the villa booking invoice.

3. EVENT ORGANISERS

Guests naturally want to enjoy their event (sometimes to the fullest) without concerns about the villa or the service providers. It is the Event Organiser's responsibility to manage these details. Every event must have an approved, qualified Event Organiser (EO) before the Event can be confirmed. We are happy to provide guests with a list of qualified EOs approved by VIPS. The EO is expected to

  • Be present onsite throughout the main event, including setup, the event itself, and cleanup. Note that villa managers may deny contractor access until the EO is onsite.

  • Be present at critical times (contractor arrivals, cleanup, etc.) for any smaller pre/post gathering, if applicable.

  • Provide at least two contact phone numbers for the duration of the event.

  • Supply all necessary staff for setup, event management, and venue cleanup duties.

  • Whenever possible, prioritise hiring from the local community for services like entertainment, flower girls, and cultural performances.

 

4. BOOKING PROCESS

All event bookings must submit an Event Plan through the appointed EO at least 6 weeks before the event date. The Event Plan should include an Event Summary, a Run Sheet, and a Site Plan. VIPS Team will review the plan and provide feedback or amendments no later than 14 days before the event. Failure to submit the Event Plan on time may result in the event being cancelled. A damage deposit will be required for all events, payable to VIPS and refunded to the guest or EO after approval from the villa manager no damages fees are applicable. The amount of the damage deposit varies and can be found on each Villa event guideline. The damage deposit is due 14 days before the event, and refunds are typically processed within 7 days, often sooner.

 

5. GENERAL CONDITIONS

 

5.1 Music

Since many of our villas are located in residential areas, guests and event organisers need to be mindful of the local community. There are usually strict rules regarding music and noise, though they may differ between villas (refer to the individual Villa Guidelines). The typical rules are:

  • Live music (bands) and DJs are allowed until 11 pm.

  • iPod music is permitted until midnight.

  • A reasonable volume on the house stereo system is allowed after midnight.

  • The villa manager will determine appropriate sound levels at all times.

5.2 Power, cabling and lighting

The electrical supply at most villas is not adequate to support events. To avoid damaging the power supply and reduce fire hazards, the following guidelines must be observed:

  • No power should be drawn from the villa's electrical supply.

  • A generator with a minimum capacity of 40KVA must be provided.

  • Cables should not be buried in lawns.

  • Cables should follow the edges of concrete or grass where possible.

  • Cable traps must be placed in high-traffic areas or where cables could pose a safety risk.

  • Electric lanterns may be hung from trees using only existing nails.

  • Heavy lighting should be secured with metal braces, not hooks or nails.

  • Paper candle lanterns and Thai wishing lanterns are prohibited.

  • Fireworks may be permitted if a licensed company with applicable permits are appointed and necessary paperwork is provided to VIPS.

  • All candles must have proper bases to prevent wax spillage.

5.3 Structure

Many events involve building temporary structures at the villa, which can cause significant long-term damage, particularly to lawns and swimming pools. To minimise the risk of damage, the following guidelines must be followed:

  • Structures like marquees, service bars, pool platforms, dance floors, and DJ booths must be included in the Site Plan for approval.

  • Marquees should be freestanding wherever possible.

  • Drop sheets must be laid down before painting any staging or platforms.

6. AGREEMENT

Each VIPS Villa has its own specific set of Villa Guidelines, which should be followed alongside these general guidelines. They can be found in each Villa Rate Card accessible on VIPS Dashboard.

I confirm that I have read, understood, and will adhere to these guidelines. I also commit to sharing these guidelines with all staff and clients on whose behalf I am booking a VIPS Villa.

 

 

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