TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
***
2012/13
R
incl. VAT
VAT
Yes/No
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
REGULATIONS
1.CANCELLATION OF BOOKING/REFUND OF HIRE CHARGE
1.1 The Lessee may cancel the lease agreement/hiring of the municipal facility
by written notice not less that 30 (thirty) days prior to the commencement of
the hire period, in which case the Lessor shall refund to the Lessee any
payments made, less than amount equal to 10% of the tariff paid by the Lessee.
1.2 Should the cancellation be received less that 30 days but more than 13 days
prior to the commencement of the period of hire, the Lessor shall retain a
further 25% of the 90% owing.
1.3 Should the cancellation be received less than 13 days prior to the
commencement of the period of hire, the Lessee shall receive no refund or the
hire charge.
1.4 Notwithstanding the abovementioned, should a transferred booking be
cancelled, the date of the original booking will be used to determine the
amount of refund to which the Lessee is entitled.
***
CONCESSIONS
The Director : Strategic Assets or his or her nominee may grant any person
or institution free access or a reduction of the tariff to this facility provided
that:
1. The facility is used for an event which Council has initiated, supports or
participates in.
2. Such person or institution first obtains certification in writing from the
relevant Council Director that they satisfy the requirements of paragraph 1 and
approves the internal cost recovery. The relevant Director shall be determined
by the nature of the event that is to be held.
3. Such persons or institution is liable for all overtime payments which result
from the usage of the facility.
Change from Director: TEAM to Director:
Strategic Assets and include 'or a reduction
of the tariff"
4. Subject to paragraph 3 the City Manager certifies in writing that the facility
will be utilized for a purpose that promotes the interests of the Municipality.
ADDITIONAL CONDITIONS
A. User principle for HOSTING OF MAJOR EVENTS when the tariff is not
applicable
1. Revenue sharing between City & Event organiser
2. Cost recovery based on approved MOU
3. Where applicable the booking will be subject to the City's Events Committee
issuing an events permit for events to be held.
B PREPARATION AND DISMANTLING TIME:
1. All days required for preparation or dismantling shall form part of the
letting period and will be charged at a 10% of the applicable tariff.
2. Both the preparation and dismantling days will not exceed two days each.
3. Preparation and dismantling period may only exceed the two day threshold
subject to writing approval from Director: Strategic Assets
2013/03/15 09:36 AM
Tourism Events and Marketing - Outdoor Facilities
45.1
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
ATHLONE STADIUM
SOCCER (Premier Soccer League & National First Division Matches)
Professional and Commercial Bodies
Field and Change Rooms for PSL & NFD soccer matches
Mayoral Suite
Practice Matches/ Friendly matches/ Warm up games
Individual Suites East and West Stands
Individual Suites West Stand 1-4 & 13-16
Individual Suites West Stand 5-8 & 9-12
Individual Suites East Stand 1-4 & 13-16
Individual Suites East Stand 5-8 & 9-12
Amateur Sporting Bodies, Welfare and Religious Organisations
06:00 to 12:00
12:00 to 18:00
After 18:00
Field and Change Rooms
Mayoral Suite
Amateur etc.
Individual Suites East and West Stands
Individual Suites West Stand 1-4 & 13-16
Individual Suites West Stand 5-8 & 9-12
Individual Suites East Stand 1-4 & 13-16
Individual Suites East Stand 5-8 & 9-12
Minimum Refundable Deposit Charges
per match
per day or part
thereof
per session or part
thereof
( not to
exceed 2 hours)
per day or part
thereof
per day or part
thereof
per day or part
thereof
per day or part
thereof
per day or part
thereof
VAT
Yes/No
2012/13
R
incl. VAT
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
9 245.61
10 540.00
y
9 763.33
11 130.20
1 635.09
1 864.00
y
1 726.67
1 968.40
N/A
N/A
y
2 500.00
2 850.00
2 659.65
3 032.00
y
Delete
N/A
N/A
y
1 720.00
1 960.80
N/A
N/A
y
2 683.16
3 058.80
N/A
N/A
y
1 290.00
1 470.60
N/A
N/A
y
1 720.00
1 960.80
new category
to be deleted, suites recategorised
Delete
new category
new category
new category
new category
per letting
per letting
per hour
per match
per day
per session or part
thereof
( not to
exceed 2 hours)
to be deleted
to be deleted
to be deleted
43.86
543.86
135.09
1 074.56
642.11
50.00
620.00
154.00
1 225.00
732.00
y
y
y
y
y
Delete
Delete
Delete
1 750.00
975.00
Delete
Delete
Delete
1 995.00
1 111.50
to be deleted
214.91
245.00
y
Delete
Delete
per day or part
thereof
per day or part
thereof
per day or part
thereof
per day or part
thereof
new category
N/A
N/A
y
1 000.00
1 140.00
N/A
N/A
y
1 560.00
1 778.40
N/A
N/A
y
750.00
855.00
N/A
N/A
y
1 000.00
1 140.00
per event
to be deleted, included in General section
n
Delete
Delete
Delete
Delete
new category
new category
new category
2 182.80
Practices / Training
Professional / Commercial
Amateur etc.
2013/03/15 09:36 AM
per session or part
to be deleted, tariff charges relocated
thereof
( not to
exceed 2 hours)
per session or part
thereof
( not to
exceed 2 hours)
Tourism Events and Marketing - Outdoor Facilities
631.58
720.00
y
214.91
245.00
y
226.93
258.70
45.2
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
OTHER
Overtime/Cleaning Charges/ Sunday staff costs
VAT
Yes/No
2012/13
R
incl. VAT
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
As per labour rates (per event / practice as
required)
Floodlighting
As per rates and tariffs report for
Electricity
for every two hours
As per rates and
tariffs report for
Electricity
As per rates and
tariffs report for
Electricity
y
940.00
1 071.60
External Hiring of Pitch Protection
Type 1 - Terra Track
Type 2 - Terra Tile
SPECIAL LETTINGS
CONCERTS
Hire Charges
Erection & Dismantling
Refundable Deposit against Damages and/or extra cleaning charges, taxi fees
per m2
Rate excludes transport, insurance and
sanitation, which is hirers responsibility
N/A
N/A
y
50.00
57.00
per m2
Rate excludes transport, insurance and
sanitation, which is hirers responsibility.
N/A
N/A
y
35.00
39.90
79 901.75
91 088.00
y
96 188.95
109 655.40
8 875.44
10 118.00
y
10 684.65
12 180.50
n
Delete
per concert or part
thereof
per day or part
thereof
per event
to be deleted, included in General section
34 286.60
FESTIVALS/ FAIRS/ CARNIVALS/RALLIES
Venue Hire charges
Refundable Deposit against damages
MEETING ROOMS
Commercial
Private
Community / Charity
Minimum Refundable Deposit for meeting rooms, board room & conference
room
per event
per event
per hour
per hour
per hour
per event
per hour
per hour
per hour
CONFERENCE ROOM
Commercial
Private
Community / Charity
per hour
per hour
per hour
2013/03/15 09:36 AM
6 425.44
6 232.30
7 325.00
y
n
7 735.18
Delete
8 818.10
Delete
337.72
184.21
79.82
385.00
210.00
91.00
y
y
y
150.00
100.00
30.00
171.00
114.00
34.20
n
495.40
Board room
Commercial
Private
Community / Charity
MISCELLANEOUS COSTS FOR ALL AREAS WHERE APPLICABLE
Overtime/Cleaning Charges/ Sunday staff costs
to be deleted, included in General section
new
new
new
Delete
520.00
N/A
N/A
N/A
N/A
N/A
N/A
y
y
y
172.02
129.04
42.98
196.10
147.10
49.00
671.93
425.44
235.09
766.00
485.00
268.00
y
y
y
439.04
307.02
150.00
500.50
350.00
171.00
11 903.51
13 570.00
y
14 329.91
16 336.10
As per labour rates (per event / practice as
required)
Tourism Events and Marketing - Outdoor Facilities
45.3
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
Floodlighting
VAT
Yes/No
2012/13
R
incl. VAT
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
As per rates and tariffs report for
Electricity
Kiosks
per kiosk
Refundable Deposit
per event
114.04
to be deleted, included in General section
130.00
y
n
795.80
137.28
156.50
Delete
Delete
COMMERCIALISATION
1. LETTING OF OFFICE SPACE
Letting of office space to external applicants per month or part thereof
Letting of space per annum (less than 100 square metres)
Letting of space per annum (between 100 and 400 square metres)
Letting of space per annum (between 400 and 600 square metres)
2, RIGHTS PACKAGES
Rights packages (primary advertising inside stadium & one Suite)
Rights packages (primary advertising inside stadium & two Suites)
Selling advertising space on exterior of the facility, service provider to install
infrastructure and maintain infrastructure. City to recover 10% of revenue
generated
Primary advertising space
per square metre, per new
month
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
y
50.00
57.00
y
y
y
1 000.00
3 000.00
5 000.00
1 140.00
3 420.00
5 700.00
per month
per month
per month
new
new
new
per annum
per annum
per annum
new
new
new
N/A
N/A
N/A
N/A
y
y
50 000.00
75 000.00
57 000.00
85 500.00
per annum
new
N/A
N/A
y
30 000.00
34 200.00
per hour
per hour
per hour
per hour
per hour
per hour
new facility
new facility
new facility
new facility
new facility
new facility
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
y
y
y
y
y
y
200.00
150.00
100.00
75.00
150.00
100.00
228.00
171.00
114.00
85.50
171.00
114.00
3. EAST STAND MINOR HALLS
1St Floor Hall : commercial
1St Floor Hall : non-commercial
2nd Floor Hall A : commercial
2nd Floor Hall A : non-commercial
2nd Floor Hall B : commercial
nd
2 Floor Hall B : non-commercial
4. OUTSIDE PARKING AREA
Selling advertising space on outside billboard, service provider to install
infrastructure and maintain infrastructure. City to recover 10% of revenue
generated
Parking/Trading Bays
new
per trading bay per
day or part thereof
Rate excludes hiring of portable toilets,
cleaning, security and other cost that may
arise from the trader's/ client's needs
Capacity:
West Stand = 6900
East Stand = 8160
South Stand = 5450
North Stand = 3700
TOTAL = 24210
GRAND PARADE
NOTES :
SPECIAL CONDITIONS OF HIRE GRAND PARADE
2013/03/15 09:36 AM
Tourism Events and Marketing - Outdoor Facilities
45.4
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
DETERMINATION OF CATEGORY:
Category 1 : Commercial
This tariff will be applicable to all lettings which do not fall under categories 2
and 3 and to all major events.
Individual / Corporate Bodies or any other body hiring the premises for
retailing, concerts, and providing information to promote their interest
Category 2 : Private
This tariff will be applicable to lettings of a private nature.
Category 3 : Charity
This tariff will be applicable to religious, welfare, amateur sporting bodies,
youth organisations and political parties. (Less 50% for senior citizens
clubs/ass)
CONCESSIONS
The Director : Strategic Assets or his or her nominee may grant any person
or institution free access to a Council facility provided that:
1. The facility is used for an event which Council has initiated, supports or
participates in.
2. Such person or institution first obtains certification in writing from the
relevant Council Director that they satisfy the requirements of paragraph 1.
The relevant Director shall be determined by the nature of the event that is to
be held.
3. Such persons or institution is liable for all overtime payments which result
from the usage of the facility.
4. Subject to paragraph 3 the City Manager certifies in writing that the facility
will be utilized for a purpose that promotes the interests of the Municipality.
ADJUSTMENT OF TARIFF:
Subject to the applicable minimum charges the Director TEAM may:
2.2.1 adjust the tariff, set out for the Grand Parade in the tariff schedule, to a
maximum of 33,33% up or down to obtain an advantage for the Grand Parade;
2013/14
R
incl. VAT
to be deleted
to be deleted
to be deleted
(Less 50% for senior citizens clubs/ass) to
be deleted
To be deleted, duplication
To be deleted, duplication
To be deleted, duplication
To be deleted, duplication
To be deleted, duplication
To be deleted, form part of Concessions
To be deleted, form part of Concessions
To be deleted, form part of Concessions
To be deleted, form part of Concessions
2.3
To be deleted, form part of General Clause
2.3.1 Deposit against damage, additional cleaning charges, taxi fares and other
extraneous charges etc - Minimum per letting - R958,00 to a maximum of 50%
of the total tariff charges.
2.3.2 Deposit charge, if not minimum, to be determined by the Director TEAM.
To be deleted, form part of General Clause
2.4
To be deleted, statement moved to General
Clause
To be deleted, statement moved to General
Clause
2013/03/15 09:36 AM
2013/14
Recalculated
excl. VAT
to be added
To be deleted, form part of Concessions
PREPARATION AND DISMANTLING TIME:
VAT
Yes/No
to be deleted
2.2.2 permit a reduction from the 5th day and onwards of up to 25% for the
rest of the extended booking.
REFUNDABLE DEPOSITS:
2012/13
R
incl. VAT
To be deleted, form part of General Clause
Tourism Events and Marketing - Outdoor Facilities
45.5
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
2.4.1 All days required for preparation or dismantling shall form part of the
letting period and will be charged at a 10% of the applicable tariff.
2.4.2 Both the preparation and dismantling days will not exceed two days each.
2.4.3 Preparation and dismantling period may only exceed the two day
threshold subject to writing approval from Director: Strategic Assets
2.5 REFUND OF HIRE FEES:
2.5.1 The Lessee may cancel this lease agreement by written notice delivered
to the Lessor not less than 30 (thirty) days prior to the commencement of the
hire period, in which case the Lessor shall refund to the Lessee any payments
made, less an amount equal to 20% of the agreed charges. Should the
cancellation be received less than 30 days but more than 15 days prior to the
commencement of the period of hire, the lessor shall retain a further 50% of the
80% balance owing. Should the cancellation be received less than 15 days
prior to the commencement of the period of hire, the lessee shall be
responsible for the full payment of the agreed charges, unless the premises be
re-let for the period of this lease agreement or part thereof in which case 80%
of the rental or an 80% pro-rata portion of the rental shall be refunded to the
lessee.
2.6
PAYMENT OF HIRE FEE:
2.6.1 A non-refundable deposit of 10% of the hire fee is to be paid upon
booking a period of 7 days or more and the balance to be paid 30 days prior to
the commencement of the lessee.
2.6.2 A non-refundable deposit of 20% of the hire fee is to be paid upon
booking a period of 6 days or less and the balance to be paid 30 days prior to
the commencement of the lease.
2.6.3 payment in full is to be made upon booking where the lease is due to
commence within 30 days of the booking.
2.7
EXTENSION OF LEASE PERIOD
2.7.1 Should the lessee require additional time from that of the lease 08:00 to
00:00, this will be charged on a pro-rata hourly basis, equivalent to 6.25% of the
hire charge.
VAT
Yes/No
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
To be deleted, statement moved to General
Clause
To be deleted, statement moved to General
Clause
To be deleted, statement moved to General
Clause
To be deleted, inconsistent wording, form
part of the regulations
To be deleted, inconsistent wording, form
part of the regulations
To be deleted, form part of Conditions of
hire
To be deleted, form part of Conditions of
hire
To be deleted, forms part of Condition of
hire
To be deleted, forms part of Condition of
hire
2.8 TWO PERFORMANCES ON ONE DAY
2.8.1 Should there be two performances of a show on one day the daily tariff
may be increased by up to 25% at the discretion of the City Manager.
To be deleted, facility is boked per event
2.9 OPTION OF AN EXTRA DAY(S)
2.9.1 To secure the option the lessee must pay a 20% (non-refundable) deposit
of the normal determinable tariff for the option period required and pay this
amount at the same time the initial deposit is made.
To be deleted, bookings are made in
advance
2013/03/15 09:36 AM
2012/13
R
incl. VAT
Tourism Events and Marketing - Outdoor Facilities
45.6
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
2.9.2 To take up the option, or any portion thereof in whole days, the balance
of the 80% of the normal determinable tariff for each of the whole days in the
option period must be paid at least 48 hours before the option period is to be
exercised; any deposit remaining, for days not taken up, to be forfeited.
To be deleted, bookings are made in
advance
3.0 Additional Conditions
3.0.1 Where applicable the booking will be subject to the City's Events
Committee issuing an events permit for events to be held.
To be deleted, statement moved
To be deleted, statement moved
VAT
Yes/No
2012/13
R
incl. VAT
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
3.1 Services
3.1.1 Water and Electricity will be additional charges
Grand Parade
Whole Area (15916 m2)
Commercial
Private
Community/Charity
Parking Area (7912m2)
Commercial
Private
Community/Charity
Parking for events held at City Hall & Good Hope Centre
R/day
R/day
R/day
50 326.32
33 550.88
16 775.44
57 372.00
38 248.00
19 124.00
y
y
y
60 584.82
40 389.91
20 194.91
69 066.70
46 044.50
23 022.20
R/day
R/day
R/day
per parking bay per
day or part thereof
25 017.54
16 678.95
8 339.47
28 520.00
19 014.00
9 507.00
y
y
y
32 512.81
21 675.96
10 837.98
37 064.60
24 710.60
12 355.30
new
PARKING ON NON-EVENT DAYS
0-0.5 hours
0.5-1.5 hours
1.5-2.5 hours
2.5- 3.5 hours
3.5-4.5 hours
4.5-5.5 hours
5.5- 8 hours
8.0-24 hours
Lost Ticket/Card
Leasing of parking area
Leasing of parking area 10% of monthly profit (excluding event days) appointed service provider to deploy security, access controllers, install
machine, guard house, etc. at his/her own cost
Trading Area (8004m2) for hosting of events
Commercial
Private
Community/Charity
2013/03/15 09:36 AM
R/day
R/day
R/day
N/A
N/A
y
20.00
22.80
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
n
y
y
y
y
y
y
y
y
No charge
8.77
17.54
26.32
30.70
35.09
39.47
87.72
43.86
No charge
10.00
20.00
30.00
35.00
40.00
45.00
100.00
50.00
y
y
y
26 726.05
17 817.72
8 909.30
30 467.70
20 312.20
10 156.60
25 308.77
16 872.81
8 436.84
Tourism Events and Marketing - Outdoor Facilities
28 852.00
19 235.00
9 618.00
45.7
TOURISM EVENTS AND MARKETING - OUTDOOR FACILITIES
SERVICES RENDERED
GRADE
UNIT
REMARKS
2012/13
Recalculated
excl. VAT
2012/13
R
incl. VAT
VAT
Yes/No
2013/14
Recalculated
excl. VAT
2013/14
R
incl. VAT
General
Direct Costs refer to all additional costs other than the venue rental such as cleaning ,security,electrical standby,lifts standby ,pitch protection and other costs that may arise from the clients needs
In the event of the booking being cancelled other than by an " act of God" less than sixty calendar days prior to the event , the commitment fee is to be retained by the City
City Departments/Directorates/Councillors/Provincial Government and National Government: Rate: 50% of hiring fee plus direct costs to be ascertained
by the City per event .
Use of Pitch will be subject to Pitch Protection .
Damage Deposit of 20 % rental fee payable in advance
Additional 10% Administration Fee will be charged to clients for the services (if required) of approved and authorized City Service Providers utilized for any
event.
The setup and breakdown period is defined as 48 hours before and after per event day and increases according to the number of event days .( Eg 2 days
event will be allowed 48 hours x 2 for buildup and breakdown etc.
Notes: *** change to wording/layout
** change to tariff
**** new facility
2013/03/15 09:36 AM
Tourism Events and Marketing - Outdoor Facilities
45.8