General Terms & Conditions
Please read the material below to make sure all parties understand the requirements to providing for everyone's safety and keeping LAEMSB's venues well maintained and a safe location for future use.
1. Terms of Payment:
A signed contract and booking deposit of RM 5,000.00 must be made to reserve your date and time. This booking deposit is STRICTLY NON-REFUNDABLE until and unless LAEMSB is forced to cancel due to our own mistakes and/or negligence.
40% of the balance is due thirty (30) days after booking date and 60% remaining balance of the venue rental fee is due thirty (30) days prior to your event. No terms are implied and/or granted and no work will be allowed to commence until the full payment is duly received by LAEMSB.
Last minute booking i.e starting from 1 month prior to event date will be demanded a full payment.
The booking deposit will be used to offset against total charges of the invoiced amount. Booking deposits are strictly non-refundable until and unless falls under the condition set in first para of deposit/rental fees but can be utilized for future event within six (6) months from date of cancellation. This booking deposit will be considered as duly expired after the period of six (6) months from the date of cancellation.
All charges must be paid in Ringgit Malaysia currency. Any bank charges shall be borne by Client. Any loss on the exchange arising from accounts being settled in other currencies (applicable to overseas customers) will be borne by Client.
Payments for our services must be made in accordance with the schedule of charges and payment terms specified in the Agreement unless otherwise agreed in writing.
Unless otherwise approved by our management, we shall be entitled to suspend our services, terminate the Agreement and/or deny you entry to our event venue(s) if any charges payable to us are not made in accordance with the payment terms specified in the Agreement
2. Insurance & Assurance:
Please be advice that it is the responsibility of the Client to ensure that proper security and insurance coverage be arranged for all equipment brought in by the Client. The Client is aware that it is the sole responsibility of the client to obtain licenses from the appropriate authorities for any public performances including shows, dances, theater production or karaoke video arrangements that may be organized at the event and to comply with the requirements of the license.
Assurance documents is required of ALL clients and is due no later than thirty (30) days prior to your event. The assurance must, at clients sole expense, provide and maintain public liability and personal property damage, insuring LAEMSB and LAEMSB's employees, contractors and contracted vendors against all bodily injury, property damage, personal injury and other loss arising out of clients use and occupancy of the premises, or any other occupant (in relation to the client) on the premises, including appurtenances to the premises and sidewalks.
3. Site Visits, Pre-Set & Rehearsal:
Site visitations, early access for pre set-up or rehearsal is subject to venue's availability and is chargeable at minimum rental price until and unless agreed otherwise with LAEMSB in writing.
Any caterers and/or outside vendors, companies, and/or institutions MUST provide a copy of their Certificate and Catering License to LAEMSB at least one (1) month prior to the event.
4. Smoke-Free Facility:
LAEMSB's venues are a smoke-free facility. Although the building is equipped with fire sprinklers, the venues are located in a potentially flammable building. There is no open flame or frying allowed on site and/or any cooking that will create a large amount of smoke as our facility is not ventilated.
LAEMSB's venues also has highly flammable fixtures and fittings. The fixtures and fittings can be damaged by smoke and the resulting damage would be very costly to replace or repair. No smoking in any restroom. If smoking materials are discarded in planters, sidewalks or grounds, an extra cleanup charge will be imposed. Any guests violating the smoking restrictions will be asked to leave the premises by the event staff.
5. Package Pricing:
The charges for our services are as set out in the Agreement and apply for the specified event(s) only. Kindly note that prices quoted may be subject to revision, depending on any changes to the event requirements, number of attendees, package, menu, event date and other relevant circumstances.
From time to time, we offer promotional package pricing which includes freebies, discounts and it’s valid for usage on the specified event date only. Any changes on date will result it to be invalid.
We reserves the right to change the prices or freebies offered, in particular if this is necessary as a result of increase of cost price, inavailability of stocks, vendors inability to perform service or other regulations.
We cannot be held to any price indications that are clearly incorrect, for example as a result of obvious typesetting or printing errors. No rights may be derived from incorrect price information.
Any such promotional pricing is offered in our sole discretion, and we are under no obligation to offer any promotional pricing to you even if we have provided promotional pricing offers to any other customer, or to continue to offer any promotional pricing previously offered.
We reserves the right to make improvements, substitutions or modifications to the package(s) or prices at any moment, with the aim of adapting to changes in order to perform the services.
6. Food & Beverage:
Non alcoholic beverages and non-halal menu are NOT allowed to be served in our event venue(s).
For health and safety reasons, only food and/or beverages prepared and served under our control may be consumed on our event venue(s), and any such food and/or beverages leftover from your event(s) may not be removed from the event venue(s) unless otherwise agreed in writing.
Nonetheless, we will not be liable for food quality and/or food contamination if any food prepared by us is consumed after the recommended time, including food removed from the event venue(s).
Our staffs will only handle food and beverages prepared by our kitchen. Please inform us in advance if extra staff and/or equipment will be needed to handle other food and beverages served.
7. Audio Visual Charges
Audio visual equipment is available for hire. Depending on your chosen package, it may be included in the package. All requests for additional audio visual equipment will be subject to availability and additional charges.
8. Noise Restrictions
Our event venue(s) do not allow sound system and public announcements at the foyer and public areas. Sounds and volume in the function rooms must not exceed a reasonable volume for the comfort of all guests. We reserve the right to require sounds or volume to be reduced if they exceed a comfortable level.
If you bring in other third party vendors (e.g. food vendors) to our event venue(s) who are not our panel vendors, we shall be entitled to charge an administrative fee of RM200.00 per vendor.
You shall be responsible in ensuring that the event venue(s) is vacated by the stipulated time. If your event(s) extend beyond the stipulated time, additional surcharges at prevailing rate will be imposed and payable by you at the end of the event(s).
In the event that you failed to make the payment for the surcharges borne by you, your security deposit will be fully forfeited or a legal action may be taken against you to compensate all the unpaid charges should the security deposit is insufficient to cover such amount.
10. Car Park
The car park facility at our event venue(s) is operated by a third party car park management. The parking rates apply are subject to change at any time without prior notice.
11. Site Decoration
LAEMSB wants to make every event with us a special and welcoming experience. Therefore every effort will be made to allow renter to prepare decorations reflecting their creative requirements.
We ask that only the staff of LAEMSB assist with rearranging and move any furnishings, including tables, chairs or any items within the premise. No nails, screws, staples or penetrating items should be used on our walls, brick or fine wood. Any tape or gummed backing materials must be properly removed and in an extreme case of any wall/premise damages, the Client shall be held liable to incur the cost of reinstatement.
12. Promotions and Copyright
Promotional materials and displays cannot be posted, tacked, nailed, screwed or attached to column walls, floor or other parts of the building or furniture. Should permission be granted, the Client shall be responsible for all damages, breakages and clearing of materials and displays.
It is important to us that you have a fantastic and successful event. Should LAEMSB be engaged in the promotion or co-production of your event, it is imperative that we see and approve all marketing messages and communications 30 days prior to the event. We are happy to provide professional created images and logos of Lanai Asmara for promotional needs. We also reserve the right to take pictures of your event and use them for our marketing and promotional purposes.
13. Catering, Cleaning, Trash and Equipment Removal
LAEMSB's venues will be in a clean condition prior to your event. Upon additional planning with LAEMSB, you will need to incorporate your set-up time and clean up time into the rental agreement, you are required to return the space to the same clean condition in which it was found, unless payment for clean-up was made. Otherwise, all trash must be collected, properly bagged and removed by the renter and/or the caterer and the furniture must be rearranged back to its original setting. All rental equipment must be removed that night unless approved otherwise by LAEMSB in writing.
The Client are required to pay a Refundable deposit of MALAYSIAN RINGGIT ONE THOUSAND ONLY (RM 1,000.00) as security miscellaneous in cash for cleaning and damage purposes. The management will hold back the refundable deposit till the damages are rectified and/or the defect items are replaced the soonest possible. In the event that the damages and/or defective items are not replaced, LAEMSB reserves the right to forfeit the refundable deposit.
14. Lost and Found
LAEMSB takes no responsibility for personal belongings and possession left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to fourteen (14) days. Attempt will be made to return any recovered item to its rightful owner. Additional costs will be incurred by the Client should there be any delivery that has to be made by LAEMSB unless agreed otherwise in writing.
15. Attorney fees
In the event LAEMSB retains the services of an attorney to represent its interests or to bring an action for the recovery of damages or other charges that may arise, the Client agrees to pay a reasonable attorney fee of not less than RM500.00 or 20% of the sum sued for, whichever is greater, plus the costs of any legal action.
16. Photo, Video & Audio Usage
You agree to grant to us an irrevocable, unrestricted, royalty-free right to reproduce the photograph images and/or videos of your event(s) (including images of bride and groom) taken in and around our event venue(s) for the purpose of publication, promotion, illustration or advertising, in any manner or in any medium, without attribution or compensation to you, in connection with our services.
You agree to release us and our shareholders, directors, officers, employees and agents from all claims and liability relating to the use of such images or videos. Furthermore, you agree to grant to us the right to use your statements given during interview with us for the purpose of advertising and publicity of our services without restriction unless it is agreed otherwise in writing.
17. Licenses for Entertainment
Music entertainment licenses are required for functions involving usage of music either via pipe-in music, music machine, karaoke, fashion show or live artistes performances in the function rooms, banquet halls or ballroom. You are solely responsible to apply for any licenses from and/or pay any license fees to the relevant licensing or copyright protection bodies directly.
You shall be responsible for any losses, damages, personal injury or death caused by you or any of your event attendees or invitees occurring during your event(s) at our event venue(s).
You must not post, tack, nail, screw or attach any materials or displays on the columns, walls, floors or other parts of the building or furniture at our event venue(s) without our prior written approval. If permission is granted, you shall be responsible for all damages, breakages and removal of all such materials or displays; any cost of repairs or replacement will be borne by you.
The use of fresh bunga rampai, party poppers, dried potpourri or other related items that may stain the carpet or require extra cleaning labor are strictly prohibited in our event venue(s). We may consider special exceptions provided you are willing to pay a labour charge for the clean-up of such items.
No fireworks or similar activities that may cause fire hazards are permitted in our event venue(s).
If you require additional set up other than the venue standard set up and decorations, you or your appointed agents/contractor shall place with us a security deposit of RM2,000.00 (or such other amount as we may determine). Such security deposit will be refunded if there is no violation of our Outside Contractor’s Terms & Conditions. If there is any violation or losses or damages caused by you or your agents/contractors to our event venue(s), furniture, fittings or equipment, such security deposit will be used to set-off any cost or repairs or replacement. If the security deposit is insufficient to cover such costs, any additional costs will be borne by you.
19. Event Cancellation
You acknowledge that if you cancel your event(s) when we have reserved the event venue(s) for you pursuant to the Agreement, we will suffer losses due to loss of revenue, business opportunities and/or expenses incurred in preparing for your event(s). As such, if you cancel your event(s) or our services after the date of the Agreement, the following cancellation charges will apply:
Days of Cancellation & The Charges:
After date of Agreement but within five (5) months prior to date of event.
50% from the payment made by you before cancellation will be forfeited including but not limited to any deposit paid.
After date of Agreement but within thirty (30) days prior to date of event.
100% of the total original contract value or revised contract value (as the case may be) of the Agreement will be charged to and payable by you within seven (7) days of the date of cancellation.
20. Event Postponement
As we have to make advance arrangements to prepare for your event, you may only make one (1) time change or postponement of event date subject to our event venue availability and provided that any change request must be made no later than five (5) months before the original date of event.
We shall be entitled to suspend our services or terminate the Agreement if you have breached any term of the Agreement (including these Terms) and failed to rectify such breach within fourteen (14) days of the date of notice of default issued to you. Upon termination of the Agreement pursuant to this clause, we shall have no further obligations to provide any services to you, you shall have no claim against us and you shall be liable for the cancellation charges under Clause 15 above as if you have cancelled your event or our services.
22. Force Majeure
We shall not be liable for any failure or delay in performance of our obligations under the Agreement arising out of or caused, directly or indirectly, by circumstances beyond our reasonable control, including, without limitation, acts of God; earthquakes; fires; floods; wars; civil or military disturbances; acts of terrorism; sabotage; strikes; pandemics; epidemics; riots; power failures; computer failure and any such circumstances beyond our reasonable control as may cause interruption, loss or malfunction of utility, transportation, computer (hardware or software) or telephone communication service; accidents; labor disputes; strikes, lockouts, lockdowns, acts of civil or military authority; governmental orders or actions; or inability to obtain labor, material, equipment or transportation (each a “Force Majeure Condition”). In the event of any such delay, the time for performance of such obligations shall be extended for a period equal to the time lost by reason of the delay.
If your event cannot be held or if our services cannot be performed on the date of your event due to any Force Majeure Condition, you shall not be entitled to any refund of payments as we would have incurred expenses to make advance arrangements to prepare for your event, but you shall be entitled to either:
request for one (1) time postponement of the event to another new date (such new date shall not be less than five (5) months after the original event date and shall be subject to event venue availability); or
request for all payments made by you to be converted into credits of equivalent value for use on our services in the future by you or any person nominated by you in writing.
23. Entire Agreement
The Agreement (including these Terms) constitutes the entire agreement between LAEMSB and Client with respect to the subject matter of the Agreement and supersedes all prior agreements and understandings, both oral and written, between the parties with respect to the subject matter of the Agreement.
The Agreement may be executed in multiple counterparts, each of which shall be deemed an original agreement and both of which shall constitute one and the same agreement. The counterparts of the Agreement may be executed and delivered by facsimile or other electronic signature (including portable document format) by either of the parties and the receiving party may rely on the receipt of such document so executed and delivered electronically or by facsimile as if the original had been received.
25. Governing Laws
The Agreement (including these Terms) shall be governed and construed in accordance with the laws of Malaysia.
Any disputes, controversy, difference or claim between the parties arising out of or relating to the Agreement (including these Terms), including the existence, validity, interpretation, performance, breach or termination thereof (“Dispute”) shall be settled by the parties amicably through good faith discussions upon the written request of any party. In the event that any such Dispute cannot be resolved thereby within a period of thirty (30) days after the date of such written request, the parties shall submit to the exclusive jurisdiction of the courts of Malaysia.
Renter agrees to comply with all applicable Malaysian laws and shall conduct no illegal act on the premises. This is a drug free, alcohol free and non-smoking facility at all times, NO EXCEPTIONS. Client shall not sell, serves and/or bring alcohol on LAEMSB's premises at any time. LAEMSB reserves the right, in its exclusive discretion, to expel anyone who in its judgment is intoxicated or under the influence of alcohol and/or drugs, and/or shall in any manner do and/or participate in any act jeopardizing the rights, use permit, or insurability of LAEMSB's venues and/or the safety of its staff, guests, and/or building contents.
Renter agrees to indemnify, defend, and hold LAEMSB, its landlord, building owners, officers, employees, and agents harmless of and from any liabilities, costs, penalties, and/or expenses arising out of and/or resulting from the rental and use of the premises, including but not limited to, the personal guarantee of provision, service, and dispensing of payment by client and its employees at LAEMSB.
Our maximum liability to you for any claim, whether in contract, tort or otherwise, in connection with or arising out of the Agreement (including these Terms) shall not exceed fifty per cent from the total original contract value or revised contract value (as the case may be) of the Agreement.
There is absolutely no drug use and/or smoking of any kind and/or alcohol tolerated on any of LAEMSB's premises or within 10 feet (3 meter) of the building including loitering or congregating outside on the sidewalk at any time during the event. Disparaging remarks and/or any type of physical violence will not be tolerated and will be cause for immediate expulsion. Client and guests shall use the premises in a considerate and respectful manner at all times. Conducts deemed disorderly at the sole discretion of LAEMSB staff shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases NO REFUND of the rental fee shall be made.
The client shall therein upon payment of deposit, undertake to be responsible for the balance of payment and incidental charges occurred as per agreement unless agreed otherwise in writing.