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Refund and Cancellation Policy

Epic Functions and Conference Centre
Last Updated: 11-02-2026

1. Application of This Policy

This Refund and Cancellation Policy applies to all event bookings at Epic Functions and Conference Centre (“the Venue”), including but not limited to weddings, corporate events, conferences, private functions, parties, exhibitions, and special occasions.

By paying a deposit and/or signing a booking agreement, the Client agrees to this policy.

2. Booking and Non-Refundable Deposit

  • A non-refundable and non-transferable booking fee of 30% is required to secure an event date.

  • No booking is confirmed until the deposit has been received and written confirmation has been issued.

  • The booking fee secures the Venue exclusively for the agreed date and compensates the Venue for declining other potential bookings.

The booking fee is non-refundable except where required by law.

3. Payment Terms​

  • The full outstanding balance must be paid no later than 30 days prior to the event.

Failure to make payments by the due dates may result in cancellation of the booking, with all amounts paid forfeited.

4. Cancellation by the Client

All cancellations must be submitted in writing via email.

Due to the nature of event bookings and the difficulty of rebooking reserved dates, the following cancellation terms apply:

  • More than 120 days before the event:
    All amounts paid, including the deposit, are forfeited.

  • 60–120 days before the event:
    75% of the total contracted amount becomes immediately due and payable.

  • 30–59 days before the event:
    90% of the total contracted amount becomes immediately due and payable.

  • Less than 30 days before the event:
    100% of the total contracted amount is due and non-refundable.

If the full balance has not yet been paid at the time of cancellation, the outstanding amount remains payable.

5. Postponements and Date Changes

  • Any request to change the event date will be treated as a cancellation.

  • Date changes are subject to availability and management approval.

  • If a new date is approved, an administrative fee of R1000-00 will apply.

  • Any pricing differences due to seasonal changes or annual increases will be payable by the Client.

The original deposit remains non-refundable and non-transferable unless agreed otherwise in writing.

6. Reduction in Services or Guest Numbers

  • Final guest numbers and service requirements must be confirmed 30 days before the event.

  • Reductions after confirmation will not result in a reduction of fees.

  • Increases are subject to availability and additional charges.

7. Force Majeure

The Venue shall not be liable for failure to perform due to circumstances beyond its reasonable control, including but not limited to:

  • Natural disasters

  • Government restrictions

  • Civil unrest

  • National power failures beyond reasonable backup capacity

  • Acts of God

In such cases, the Venue may offer a reasonable alternative date. Refunds are not guaranteed where expenses have already been incurred.

8. Cancellation by the Venue

The Venue reserves the right to cancel a booking if:

  • The Client breaches the agreement

  • Payments are not made as agreed

  • False or misleading information is provided

  • The event poses safety, legal, or reputational risks

In such cases, all monies paid may be forfeited.

If the Venue cancels for reasons not caused by the Client, a refund of payments received (excluding third-party costs already incurred) will be provided.

9. No-Show

Failure to utilise the Venue on the scheduled event date without prior written cancellation will result in forfeiture of 100% of the contracted amount.

10. Consumer Protection Act

This policy is subject to the Consumer Protection Act 68 of 2008.

Where applicable, cancellation penalties will be considered reasonable in relation to:

  • The nature of the services reserved

  • The notice period provided

  • The likelihood of rebooking the date

  • Costs already incurred

11. Refund Processing

Where a refund is approved:

  • Refunds will be processed within 14 business days.

  • Refunds will be made via EFT into the original payer’s bank account.

  • An administrative fee of 10% may apply.

12. Contact Details

Epic Functions and Conference Centre
Phone: 065 074 0030
Email: info@epicfunctions.co.za
Address: 21 Chartwell Centre, 15 Chartwell Drive, Umhlanga

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