Online Quote Request

PLEASE NOTE

This correspondence DOES NOT constitute a booking or formal quotation. UJ Arts & Culture receives more enquiries to hire its facilities than can be accommodated, and all enquiries are therefore subject to availability, an assessment process, and final approval. Enquiries are assessed on merit and in terms of potential to support UJ’s vision and the drive towards global excellence and stature. A confirmation email of accepted bookings will be emailed to the potential client and/or client representative.

Please also note that all quotes for any of our venues are for a standard 8-hour booking. The 8 hours must include set-up, technical/dress rehearsal, the performance run, and strike.

Any bookings exceeding 8 hours will be charged for in the final quote. If it is determined that bookings are more than 8 hours once the event has moved into any of our venues, overtime will apply, and an invoice will be issued and sent to clients for payment.

REQUIRED INFORMATION

TECHNICAL RIDER INFORMATION

If available, please upload a technical rider including sound, lighting and AV requirements.
Theatre technical inventory is available by request. 

PROTOCOL AND SECURITY

If you know you will be expecting high profile individuals, you must let us know from the beginning. If this changes along the way, you must let us know immediately.

PRE-APPROVAL CONDITIONS

• If any client events are accepted and it transpires that that false information was deliberately provided, or critical details were omitted, UJ reserves the right to cancel the booking.
• Please take note that UJ Arts & Culture will charge a standard 10% commission on gross ticket sales.
• For all catering and bar requests, please note that UJAC does not provide catering services; thus, the responsibility for such requests is that of the client. You may utilise a preferred supplier of your choice, for which UJ Arts & Culture needs to be notified, and for which a Certificate of Acceptability (COA) will be required. Please note that UJ Arts & Culture shall not be involved in agreements made between clients and catering or decor service providers.
• An online production meeting is compulsory for all confirmed bookings. All production meetings will include the client, UJ Arts & Culture’s Client Liaison, Production Manager, Resident Stage Manager, and Front of House Manager. Please note that meetings will be recorded / documented, and a checklist will be given to the client, which must be signed by the client and a UJ representative to confirm the content of the meeting and information in the booking form. It should be noted that any additional information received after the production meeting and/or not approved by UJAC in writing shall not be adhered to. The client acknowledges and agrees to these conditions and that UJ and its staff have the right not to action any requests that are not agreed to in advance.
• Please note that all confirmed bookings will be subject to a review by the University’s Event Risk Committee. The recommendations of the committee are binding, and the client must adhere to it. Some recommendations may have financial implications (such as an instruction to book security personnel), which the client agrees to take full responsibility for. UJ Arts & Culture will only serve as an advisory member to the client once recommendations from the committee have been received. If requested, the client will be expected to make an appearance before the committee.
• In addition to this, if high-profile individuals are expected to be in attendance (e.g. a government official, member of a political party, or a celebrity), whether as key participants of the event or as audience members, the client must ensure that the necessary JOC applications (JOC applications are made 6 weeks in advance of the event) are made, which the client takes full responsibility for. UJ can assist where possible if UJ’s support is required to comply with JOC regulations. This will be in addition to the University’s Event Risk Assessment.
• False advertising with UJ’s name will not be tolerated. If it is established that the potential client advertises an event without approval, the potential client faces a 1–2-year ban from leasing any UJ Arts & Culture venues.
• Full payment of invoices must be received via proof of payment emailed to UJ 1 (one) week before moving into a venue. UJ Arts & Culture reserves the right to cancel bookings if no payment has been received, and UJ may institute a 3–5-year ban unless arrangements are made with UJAC and approved by the Financial Manager.
• Additional items that have costing such as venues, equipment, additional staffing, and staffing hours, will be invoiced. The client will be fully responsible for the cast, crew, and management of their event.
• UJAC, unless otherwise proven, is indemnified against any injuries, loss, or death that occur in any rented venue.
• If it is found to be any damage to UJ or UJ Arts & Culture property by the client, their representatives, and their constituents, the client will be invoiced for repairs or replacement, whatever suitable remedy is decided on.
• If the client goes over the stipulated time on the booking form, the client will be charged overtime for staffing costs.
• Clients will only have access to venues that have formally been booked. If an additional venue/facility is required, it will be invoiced once the availability of the venue has been granted, and costs will be included in the invoice.
• Please also note that the UJ Arts & Culture staff kitchen is only for the use of staff and will not form part of any rental agreement.
• UJ Arts & Culture has allocated two site visits/work sessions of 60 minutes each per visit/session for clients. If additional site visits/work sessions are required, clients are required to confirm their requirements, and they will be quoted for the additional visits/work sessions.
• The client acknowledges and agrees that UJ and UJ Arts & Culture shall not be responsible for any inconvenience caused by load shedding or water shedding. It should be noted that in such instances, it is beyond the control of UJ and UJ Arts & Culture, as it is the priority of the State to ensure that such instances are closely monitored and controlled. UJ Arts & Culture does have a generator; however, it is used for emergency lights only. Clients are welcome to bring their own generator.
• The client acknowledges that if any items left behind on UJ premises are not collected within 2 weeks after the event, they will be disposed of.
• A lease agreement will be given, which must be signed at least two weeks before moving into any of UJ Arts & Culture's venues, unless otherwise agreed in writing and subsequent approval given by UJ Arts & Culture. The client will be given a copy of the lease agreement to read and for any concerns to be raised before signing. Failure to sign the lease agreement will automatically result in a booking being cancelled.
• UJ Arts & Culture is a professional institution, and mistreatment of administrative staff, technical crew, or any providers contracted by UJ Arts & Culture will not be tolerated. UJ Arts & Culture reserves the right to terminate a contract should staff be mistreated or abused in any way.
• UJ Executive Leadership and UJAC reserve the right at any stage to cancel or postpone a booking at their discretion. UJ Arts & Culture will not be responsible for sourcing and/or securing an alternative venue if such instances are to occur.

Please note that ushering and technical services are compulsory, and charges will be included in the final quotation.

Only UJ Ushers will be allowed to usher at an event. Please note the following:

• To rent the Keorapetse William Kgositsile Theatre, a minimum of 6 ushers, 1 senior usher (and 4 cashiers if tickets will be sold) are required.
• To rent the Bunting Theatre, a minimum of 4 ushers, 1 senior usher (and 2 cashiers if tickets will be sold) are required.
• If additional staff are required, these will be discussed with clients and quoted for. This will be discussed during production meetings.

I/We agree to the pre-approval conditions as stipulated in this form and hereby declare that all the information provided in this form is correct and accurate to the best of my/our knowledge. I/We also acknowledge that if my event is accepted, the information in this form will be used for quotation and invoice purposes and to inform the relevant UJ parties and that any changes in this form must be in writing and will only be in effect once approved by UJ Arts & Culture to correctly inform all UJ parties. I/We also undertake that I/We will be responsible for any financial and legal implications of such changes, and UJ and UJ Arts & Culture shall not be liable for such implications, unless proven otherwise. I/We also agree that I/We will sign a full lease agreement, which will go in detail to the leasing conditions of leasing a venue at UJ and accept the terms and conditions in this form, quotations, and lease agreement.

Unfortunately we cannot submit your form unless you agree to all the above conditions.