Wedding Details Form
Yay! It you have reached this stage in your planning, it means that your wedding day is just around the corner!
We hope that you are as excited as we are - your wedding day is going to be very special with memories to cherish for the rest of your life.
The purpose of this form is for us to have all of the important information close by - emergency contact numbers from the wedding party’s side as well as who your vendors are. We will not use the information for any other purpose than intended for (PoPIA Act) and will let you know in case we have alternative recommendations in terms of your arrangements.
Please remember to also send us your detailed run sheet for the day along with a sketch of your table layout in oder for us to prepare then venue.
If you are using a wedding planner, please ask them to send us the (final) table layout and run sheet no later than 7 days prior to the wedding.
General administration and acknowledgement
Entrance to the premises of African Leaves Trout Lodge and The Hothouse is at own risk and we will not accept any responsibility for any loss, injury or damages.
Please send a sketch of your table layout along with your detailed run sheet no later than 7 days prior to your wedding.
We do not supply any cutlery, crockery and decor items apart from the ones listed in our brochure and showed to you during your viewing. If you see photo’s of a wedding with other cutlery and crockery, it means that the wedding couple have hired it in.
The venue does not supply candles, serviettes, napkins or table cloths.
Venue tables and chairs my not be used outside of the venue as they will get damaged.
The venue does not accept any responsibility for any decor items brought in and should be cared for, packed away and returned to the decor rental company by the wedding party.
Please do not leave any decor items behind. Decor items can also not be left behind as a full or partial settlement of your final account statement. We are an eco-friendly venue and encourage making use of re-usable and/ or bio-degradable items as far as possible.
Please do not place any items in our storeroom as it will be locked and you will not be able to access it after the wedding. Please ask Tamaryn to show you the designated area where you can store your boxes and/ or other items.
The storeroom may only be accessed by venue personnel and not by any of the wedding stylists, caterers or family members. We will take out the items that you require in advance and have them ready for you to use.
The venue does not supply any serving ware for your food service. Your caterer will supply the serving ware needed for your food service based on your menu requirements.
We do not charge a breakage deposit however the wedding party will be held liable for any breakage caused by wedding guests.
The wedding party (6 pax) can come in to Oak House on the Thursday evening in order to start venue preparations early Friday morning at no additional charge. Please do not arrange any big parties for the Thursday evening as it is only intended for close family and the persons involved in setting up the venue.
The basic co-ordination included in your package is for the following:
The venue tables and chairs will be set up according to your layout sketch on the Thursday morning.
Cutlery and crockery will be taken out, washed and placed on one table on the Thursday, ready for you to start setting your tables early Friday morning. (As per your list of requirements).
Our venue co-ordinator will be at the venue on Friday.
Your package does not include styling services, therefore, you will need to have a designated person in charge of setting your tables and styling your flower arrangements. Our staff will take all of our items out of the storeroom for you but we will not take any responsibility for styling your wedding. If you do not have a designated person styling your wedding, please inform us in order to appoint a stylist as soon as possible.
The venue needs to be set up by no later than 11am on the Saturday morning in order for our staff to sweep the floor.
We will make sure that everything is clean, neat and organised from a venue perspective.
We will be there to welcome your vendors and show them where they need to be.
We will set up the hot/cold towel welcome station for your guests on the Saturday.
We will make sure the bar is set up and neat.
We will keep a copy of your run sheet and follow your timeline accordingly but please note that we are not the appointed wedding planner. Therefore, please make sure that your master of ceremonies takes full control of the timeline and management thereof. Tip: set alarms on his/ her phone.
We will manage the waiters throughout the day but not the food service - your caterer will take full responsibility of the food service and making sure that the food goes out efficiently.
We will attend to your guests from a venue perspective, making sure they are happy and enjoying their evening.
We will set up a coffee and tea station for your guests for the duration of the proceedings. The station is made up of an urn, Nespresso machine, Illy pods, Woolworths cappuccino sticks, instant coffee, the basic teas, milk and sugar.
Our staff’s first priority is to clean the houses and the lawns for the wedding. They will also have a strict timeline to follow. Please do not give them direct instructions as they will then not have time to clean the houses and the lawns on the wedding day. Should you require any direct assistance from them, please discuss with Tamaryn to organise.
Please do not pick any flowers from our gardens, herbs from our herb gardens or granadillas from the granadilla tree, for decor or any other purposes.
Please do not move any of the furniture inside the houses onto the lawns.
The venue has a generator and we will test it prior to the function.
Please ask your photographer to look at photo’s on our website and Instagram page, and to scout the premises as soon as they arrive. We cannot arrange the Polaris to go up to the mountain last minute and it will also affect your timeline.
Kindly keep to check-out times on Sunday (11h00) as we might have guests coming into the accommodation.
