Terms & Conditions

Please read these Terms & Conditions carefully. These Terms & Conditions are intended to ensure that all parties understand the requirements for maintaining a safe, orderly and well-managed event, while protecting the venues, facilities, staff, vendors and future use of Lanai Asmara Event Management Sdn. Bhd. venues.

These Terms & Conditions apply to all direct bookings made with Lanai Asmara Event Management Sdn. Bhd. (“LAEMSB”, “Lanai Asmara”, “we”, “us” or “our”) by any client, renter, customer or event organiser (“Client”, “you” or “your”) for venue rental, wedding packages, event packages, catering, décor, coordination, vendor arrangements and/or any other event-related services provided or arranged by LAEMSB.

By making any payment, paying the booking deposit, signing any quotation, invoice, booking form, agreement, confirmation document, or confirming the booking in writing, the Client confirms that they have read, understood and agreed to be bound by these Terms & Conditions.

1. Booking Confirmation

1.1 A booking shall only be confirmed once LAEMSB has received the required booking deposit and/or confirmation payment as stated in the quotation, invoice or agreement.

1.2 Verbal discussions, WhatsApp messages, site visits, tentative reservations, quotations or proposals shall not constitute a confirmed booking unless and until the required payment has been received and acknowledged by LAEMSB.

1.3 LAEMSB reserves the right to release any tentative booking date, venue or time slot to another client if the required payment is not received within the stipulated deadline.

1.4 The Client is responsible for checking and confirming all details stated in the quotation, invoice, package summary, agreement or booking confirmation, including but not limited to the event date, venue, time, package, number of pax, menu, services included, payment schedule, add-ons and special requests.

1.5 Any promise, representation, discussion or request which is not recorded in writing and approved by LAEMSB shall not be binding on LAEMSB.

2. Terms of Payment

2.1 A booking deposit of Ringgit Malaysia Three Thousand Only (RM3,000.00) must be paid to reserve the Client’s event date and time.

2.2 The booking deposit is strictly non-refundable, save and except where LAEMSB is forced to cancel the booking due to LAEMSB’s own proven mistake, negligence or inability to provide the agreed venue or service.

2.3 The booking deposit shall be used to offset the total charges stated in the invoice, quotation or agreement.

2.4 Unless otherwise agreed by LAEMSB in writing, payment shall be made according to the following schedule:

RM3,000.00 booking deposit upon confirmation of booking;
40% of the balance shall be payable within thirty (30) days from the booking date; and
the remaining 60% balance shall be payable no later than thirty (30) days before the event date.

2.5 For last-minute bookings made within one (1) month before the event date, full payment shall be required upon confirmation of booking, unless otherwise approved by LAEMSB in writing.

2.6 No work, preparation, vendor confirmation, procurement, design finalisation, site preparation, service arrangement or event execution shall be required to commence until the required payments have been duly received by LAEMSB.

2.7 All charges must be paid in Ringgit Malaysia (RM). Any bank charges, transaction fees, payment gateway fees, overseas transfer fees, exchange losses or currency conversion differences shall be borne solely by the Client.

2.8 Payments must be made in accordance with the schedule of charges and payment terms specified in the quotation, invoice, agreement or payment plan, unless otherwise agreed in writing by LAEMSB.

2.9 Unless otherwise approved by LAEMSB management, LAEMSB shall be entitled to suspend services, withhold preparation, deny access to the event venue, terminate the booking and/or terminate the agreement if any payment due to LAEMSB is not made in accordance with the payment terms.

2.10 Any delay in payment may result in delay or cancellation of vendor arrangements, item reservations, décor preparation, menu confirmation, manpower allocation and/or other event preparations. LAEMSB shall not be liable for any consequences arising from late payment by the Client.

2.11 Payments made are not transferable to another person, booking, event or company unless approved in writing by LAEMSB.

3. Non-Refundable Deposit and Future Credit

3.1 The booking deposit, confirmation payment, first payment and any other amount paid to secure the booking shall be strictly non-refundable, except as expressly stated in Clause 2.2.

3.2 This is because once a booking is confirmed, LAEMSB reserves the event date, rejects other potential bookings, allocates manpower, commences administrative work, coordinates vendors, secures venue availability and/or begins preparations for the event.

3.3 If the Client cancels the event, LAEMSB may, at its sole discretion, allow the booking deposit to be utilised as credit for a future event within six (6) months from the date of cancellation, subject to venue availability, current package pricing, vendor availability and LAEMSB’s written approval.

3.4 Any such credit shall expire automatically after six (6) months from the date of cancellation. Upon expiry, the booking deposit and/or credit shall be fully forfeited and the Client shall have no further claim against LAEMSB.

3.5 Any approval to convert a booking deposit into future credit is granted solely as goodwill and shall not affect LAEMSB’s right to treat booking deposits as non-refundable.

4. Package Pricing, Promotions and Quotations

4.1 The charges for LAEMSB’s services are as stated in the quotation, invoice, package summary or agreement and apply only to the specified event, date, venue, number of pax, package and scope stated therein.

4.2 Prices quoted may be subject to revision depending on any change to event requirements, number of attendees, package, menu, event date, décor scope, venue, vendor requirements, market cost, stock availability or any other relevant circumstances.

4.3 From time to time, LAEMSB may offer promotional packages, discounts, freebies, complimentary items or campaign pricing. Such promotional benefits are valid only for the specific event date, package and terms stated at the time of booking.

4.4 Any change of event date, postponement, package change, venue change, pax change or change of event scope may cause the promotional price, discount or freebie to become invalid.

4.5 LAEMSB reserves the right to change prices, freebies, complimentary items, package inclusions, substitutions or promotional benefits where necessary due to increase in cost, unavailability of stock, vendor inability to perform, supplier changes, regulatory requirements or any other operational reason.

4.6 LAEMSB shall not be bound by any price indication that is clearly incorrect, including but not limited to typographical errors, printing errors, clerical mistakes, wrong package information, system errors or obvious misquotations. No rights may be derived from incorrect price information.

4.7 Promotional pricing, discounts or special arrangements are offered at LAEMSB’s sole discretion. LAEMSB is under no obligation to offer the same promotional pricing, discounts or special arrangements to any other client.

4.8 LAEMSB reserves the right to make improvements, substitutions or modifications to packages, prices, items, freebies or services at any time for the purpose of adapting to operational requirements, cost changes, item availability, safety, practicality or service performance.

5. Package Inclusions, Exclusions and Substitutions

5.1 The Client is entitled only to the items, services and inclusions expressly stated in the confirmed quotation, invoice, package details or written agreement.

5.2 Any item or service not expressly stated as included shall be treated as excluded and may be chargeable.

5.3 Images, videos, references, previous event photos, moodboards, mock-ups or design inspirations shown to the Client are for reference only. Final outcome may vary depending on venue, package, budget, lighting, layout, stock availability, weather, manpower, safety requirements and operational circumstances.

5.4 LAEMSB may substitute flowers, props, furniture, materials, décor items, linen, structures, accessories, menus, equipment or any other item with a reasonably similar alternative if the original item is unavailable, damaged, unsafe, unsuitable, discontinued, delayed or affected by circumstances beyond LAEMSB’s reasonable control.

5.5 Substitution of items shall not entitle the Client to any refund, discount or compensation, provided that LAEMSB supplies a reasonably similar alternative in LAEMSB’s opinion.

6. Changes to Event Details

6.1 Any change to event details, including but not limited to event date, venue, package, number of pax, timing, layout, menu, theme, décor, itinerary, guest flow, vendor list or additional requests, must be submitted in writing and approved by LAEMSB.

6.2 Any reduction in pax, package, services, menu, add-ons, event scale or event duration shall not automatically reduce the package price unless approved by LAEMSB in writing.

6.3 Any increase in pax, service scope, add-ons, event duration, manpower, equipment, logistics, catering, décor or operational requirements shall be subject to additional charges.

6.4 LAEMSB reserves the right to reject last-minute changes if they are not practical, safe, suitable, available or possible within the remaining preparation time.

6.5 LAEMSB may make reasonable operational adjustments where necessary to ensure smooth event execution, guest safety, venue protection and service practicality.

7. Site Visits, Pre-Set, Early Access and Rehearsal

7.1 Site visits, venue inspections, pre-set access, early access, rehearsals, technical checks, vendor visits or any access outside the agreed event time shall be subject to venue availability and LAEMSB’s prior written approval.

7.2 Such access may be chargeable at the prevailing minimum rental rate or such other rate as determined by LAEMSB, unless otherwise agreed in writing.

7.3 The Client and all vendors must follow the access time, loading time, set-up time, dismantling time and venue instructions given by LAEMSB.

7.4 Any damage, mess, loss, delay or disruption caused during site visits, rehearsals, set-up, dismantling or early access shall be the responsibility of the Client.

8. Outside Vendors and Contractors

8.1 Any outside vendor, contractor, company, institution or third-party service provider appointed by the Client must be declared to and approved by LAEMSB before the event.

8.2 Outside vendors include but are not limited to caterers, food vendors, photographers, videographers, bridal boutiques, makeup artists, decorators, florists, performers, emcees, DJs, sound system providers, lighting providers, live stations, gift vendors, production teams, entertainment providers and any other third party appointed by the Client.

8.3 Any caterer, food vendor or outside vendor must provide a copy of their relevant certificate, catering licence, business licence, insurance, assurance document or other documentation required by LAEMSB no later than thirty (30) days before the event.

8.4 LAEMSB reserves the right to reject any outside vendor who fails to provide required documents, does not comply with venue rules, may affect safety, may damage the venue, may disrupt operations, may affect cleanliness or may interfere with LAEMSB’s existing vendor arrangements.

8.5 If the Client brings in any third-party vendor who is not LAEMSB’s panel vendor, LAEMSB shall be entitled to charge an administrative fee of RM200.00 per vendor, or such other amount as LAEMSB may determine.

8.6 The Client shall be fully responsible for the conduct, punctuality, quality of work, payment, licensing, permits, equipment, set-up, dismantling, safety, damage, loss, delay, defect, non-performance and actions of all outside vendors appointed by the Client.

8.7 LAEMSB shall not be liable for any delay, defect, loss, dispute, misconduct, non-performance, cancellation, negligence, accident or issue caused by outside vendors appointed by the Client.

8.8 Any outside vendor who damages LAEMSB property, venue property, equipment, furniture, fixtures, fittings, décor items or third-party property shall be the responsibility of the Client.

8.9 Outside vendors must comply with all venue rules, loading rules, set-up timing, dismantling timing, safety requirements, food safety requirements, electrical requirements, sound restrictions and instructions from LAEMSB staff.

8.10 If the Client requires additional set-up beyond the venue’s standard set-up and decorations, the Client or appointed agent/contractor shall place with LAEMSB a security deposit of RM2,000.00, or such other amount as LAEMSB may determine.

8.11 The security deposit referred to in Clause 8.10 may be used to set off any cost of repairs, replacement, cleaning, damage, loss, penalties or breach of LAEMSB’s outside contractor requirements. If the security deposit is insufficient, the Client shall remain liable to pay the balance.

9. Vendor Coordination by LAEMSB

9.1 Where LAEMSB coordinates third-party vendors as part of the package, LAEMSB’s role may be limited to coordination, arrangement and communication only, unless expressly stated otherwise in writing.

9.2 Certain services may be performed by independent vendors, suppliers or contractors.

9.3 LAEMSB shall not be liable for matters beyond its reasonable control, including vendor delay, vendor attitude, vendor service quality, vendor cancellation, sudden vendor unavailability, equipment failure, stock issues, supplier problems or force majeure affecting the vendor.

9.4 LAEMSB will make reasonable efforts to assist in resolving vendor-related issues where the vendor was arranged through LAEMSB, but LAEMSB shall not be responsible for losses or claims arising from matters outside LAEMSB’s reasonable control.

10. Insurance, Assurance, Licences and Permits

10.1 The Client is responsible for ensuring that proper security, insurance coverage and/or assurance documents are arranged for all equipment, items, materials, structures, vendors and contractors brought in by the Client.

10.2 Assurance documents may be required from all clients and must be submitted no later than thirty (30) days before the event, unless otherwise waived by LAEMSB in writing.

10.3 At the Client’s sole expense, such assurance or insurance should provide and maintain public liability and personal property damage coverage, insuring LAEMSB, LAEMSB’s employees, contractors and contracted vendors against bodily injury, property damage, personal injury and other loss arising out of the Client’s use and occupancy of the premises.

10.4 The Client is solely responsible for obtaining all licences, permits, approvals and permissions from the relevant authorities for any public performance, show, dance, theatre production, karaoke, fashion show, live artiste performance, music performance, entertainment activity, filming, recording, public event or regulated activity organised at the event.

10.5 Music entertainment licences may be required for functions involving the use of music, whether by pipe-in music, music machine, karaoke, live artistes, DJs, bands, fashion shows, performances or any other form of music usage in function rooms, banquet halls, ballrooms or event areas.

10.6 The Client shall be solely responsible for applying for and/or paying any licence fees to the relevant licensing bodies, copyright protection bodies, authorities or regulatory agencies.

10.7 LAEMSB shall not be liable for any fine, penalty, cancellation, interruption, enforcement action, claim, loss or damage caused by the Client’s failure to obtain the necessary approvals, permits, licences or permissions.

11. Food and Beverage

11.1 Alcoholic beverages, non-halal food and non-halal beverages are strictly prohibited at all LAEMSB venues.

11.2 The Client shall not sell, serve, distribute, bring in or allow any alcohol, intoxicating substance, illegal substance, non-halal food or non-halal beverage on LAEMSB premises at any time.

11.3 For health and safety reasons, only food and beverages prepared, supplied, approved or served under LAEMSB’s control may be consumed at LAEMSB venues, unless otherwise approved in writing.

11.4 Any food and beverage leftovers from the event may not be removed from the venue unless approved in writing by LAEMSB.

11.5 LAEMSB shall not be liable for food quality, contamination, spoilage, illness, injury or any other consequence if food prepared by LAEMSB or its appointed caterer is consumed after the recommended time, taken away from the venue, stored improperly, distributed by third parties or handled by unauthorised persons.

11.6 LAEMSB staff will only handle food and beverages prepared by LAEMSB’s kitchen, appointed caterer or approved vendor. The Client must inform LAEMSB in advance if extra staff, equipment or arrangements are required to handle any other approved food or beverage.

11.7 The Client is responsible for informing LAEMSB in writing of any food allergies, dietary restrictions or special food requirements. LAEMSB will make reasonable efforts to accommodate such requirements where possible but does not guarantee an allergen-free environment.

11.8 LAEMSB shall not be responsible for food shortage caused by inaccurate pax count, unexpected additional guests, early consumption, wastage, guests taking more than the allocated portion or late changes to pax.

12. Audio Visual Equipment

12.1 Audio visual equipment may be available for hire. Depending on the Client’s chosen package, certain audio visual equipment may be included.

12.2 All requests for additional audio visual equipment, sound system, lighting, screens, microphones, projectors or technical support shall be subject to availability and additional charges.

12.3 The Client shall be responsible for any damage, loss, misuse or mishandling of audio visual equipment caused by the Client, guests, family members, vendors or representatives.

12.4 LAEMSB shall not be responsible for technical issues caused by outside vendors, incompatible devices, late submission of media files, poor-quality files, faulty external equipment, power overload, user error or circumstances beyond LAEMSB’s reasonable control.

13. Noise Restrictions

13.1 Sound systems and public announcements are not allowed at the foyer, corridors, car park, public areas or any other area not approved by LAEMSB.

13.2 Sound and volume inside function rooms must remain at a reasonable level for the comfort and safety of all guests, staff, neighbouring premises and surrounding areas.

13.3 LAEMSB reserves the right to require the Client, guests, emcee, DJ, performer, vendor or sound system operator to reduce the sound level immediately if LAEMSB determines that the volume is excessive or disruptive.

13.4 LAEMSB reserves the right to stop music, announcements, performances or entertainment that breach venue rules, legal requirements, safety requirements or reasonable comfort levels.

14. Smoke-Free, Alcohol-Free and Drug-Free Facility

14.1 All LAEMSB venues are strictly smoke-free, alcohol-free and drug-free facilities.

14.2 Smoking, vaping, alcohol consumption, drug use, illegal substances and any activity involving intoxication are strictly prohibited at all LAEMSB premises and within ten (10) feet / three (3) metres of the building, including but not limited to toilets, corridors, entrances, sidewalks, planters, grounds, car park areas and public areas.

14.3 No open flame, fireworks, pyrotechnics, sparklers, candles, frying, cooking that produces smoke, or any activity that may cause a fire hazard is allowed on site unless expressly approved in writing by LAEMSB.

14.4 LAEMSB venues may contain fixtures, fittings, décor, furniture and materials that are flammable or easily damaged by smoke, fire, heat, ash, stains or residue. Any resulting damage may be costly to repair or replace.

14.5 If smoking materials, ash, cigarette butts, vape items or related waste are discarded in planters, sidewalks, toilets, venue areas or grounds, LAEMSB may impose additional cleaning charges.

14.6 LAEMSB reserves the right, at its sole discretion, to remove or expel any person who violates smoking, alcohol, drug, fire safety or venue restrictions.

14.7 Any person who is intoxicated, under the influence of alcohol or drugs, aggressive, disorderly or behaving in a manner that may jeopardise LAEMSB’s rights, permits, insurance, staff, guests, building contents or venue safety may be removed from the premises immediately.

15. Venue Rules, Conduct and Safety

15.1 The Client is responsible for ensuring that all guests, family members, representatives, children, elderly guests and vendors comply with LAEMSB’s rules, staff instructions and safety requirements.

15.2 The Client and guests shall use the premises in a considerate, respectful, lawful and orderly manner at all times.

15.3 Disparaging remarks, abusive language, harassment, intimidation, threats, aggressive behaviour, physical violence, disorderly conduct or disrespect towards LAEMSB staff, vendors, guests or other persons will not be tolerated.

15.4 Any conduct deemed disorderly, unsafe, offensive, unlawful or disruptive at the sole discretion of LAEMSB staff shall be grounds for immediate removal from the premises and/or conclusion of the rental period.

15.5 If the event is stopped, shortened, terminated or disrupted due to the Client’s breach, guest misconduct, vendor misconduct, safety concern or unlawful activity, no refund shall be made.

15.6 Children must be supervised by the Client, parents, guardians or responsible adults at all times. LAEMSB shall not be responsible for injury, accident, loss or damage arising from unsupervised children.

15.7 The Client shall be responsible for any consequences arising from guest or vendor misconduct, including but not limited to property damage, injury, complaints, police involvement, fines, penalties, disruption, reputational damage or legal claims.

16. Event Timing, Overtime and Surcharge

16.1 The Client shall comply with the event timing, set-up timing, dismantling timing and venue access period stated in the agreement, booking confirmation or event itinerary.

16.2 The Client is responsible for ensuring that the venue is vacated by the stipulated time.

16.3 If the event extends beyond the stipulated time, additional surcharges at LAEMSB’s prevailing rate shall be imposed and shall be payable by the Client at the end of the event, unless otherwise agreed in writing.

16.4 Late arrival by the Client, bride, groom, family members, guests, VIPs, vendors or any other party shall not extend the event timing unless approved by LAEMSB in writing.

16.5 LAEMSB reserves the right to end the event, stop music, close access, begin cleaning and/or proceed with dismantling at the agreed end time.

16.6 If the Client fails to pay any surcharge, LAEMSB may deduct such surcharge from the security deposit. If the security deposit is insufficient, LAEMSB reserves the right to demand payment and/or take legal action to recover the outstanding amount.

17. Car Park

17.1 Car park facilities at or near LAEMSB venues may be operated by third-party car park management.

17.2 Parking rates, availability, rules and operating conditions are subject to change at any time without prior notice.

17.3 LAEMSB shall not be responsible for any parking charges, summonses, theft, loss, damage, accident, injury, clamping, towing, traffic congestion or disputes arising from the use of parking facilities.

18. Site Decoration and Restrictions

18.1 LAEMSB will make reasonable efforts to allow the Client to prepare decorations that reflect the Client’s creative requirements, subject always to safety, venue rules, package scope, operational suitability and LAEMSB’s approval.

18.2 Only LAEMSB staff or persons approved by LAEMSB may rearrange or move venue furnishings, tables, chairs, props, decorations, fixtures or any item within the premises.

18.3 No nails, screws, staples, drilling, penetrating items, strong adhesive, tape, gummed backing materials or any damaging attachment may be used on walls, bricks, wood, floors, ceilings, furniture, fixtures, fittings or structures unless approved in writing by LAEMSB.

18.4 If permission is granted, the Client shall remain responsible for proper removal and for any damage, stain, residue, breakage or reinstatement cost.

18.5 Fresh bunga rampai, party poppers, dried potpourri, confetti, glitter, powder, smoke effects, messy substances or any item that may stain carpets, floors, furniture, décor or require extra cleaning are strictly prohibited unless specially approved in writing by LAEMSB.

18.6 LAEMSB may consider special exceptions subject to additional labour charges, cleaning charges or security deposit requirements.

19. Promotions, Marketing Materials and Copyright

19.1 Promotional materials, signages, posters, banners, displays, backdrops or other materials must not be posted, tacked, nailed, screwed, glued or attached to columns, walls, floors, furniture, fixtures or other parts of the building without LAEMSB’s prior written approval.

19.2 If permission is granted, the Client shall be responsible for all damages, breakages, stains, residue, reinstatement and clearing of such materials and displays.

19.3 If LAEMSB is engaged in the promotion, collaboration or co-production of the Client’s event, all marketing messages, press releases, advertisements, captions, communications, designs and promotional materials referring to LAEMSB or its venues must be submitted to LAEMSB for approval at least thirty (30) days before the event.

19.4 LAEMSB may provide approved images, logos or branding assets for promotional use where appropriate. The Client shall not alter, misuse or misrepresent LAEMSB’s name, logo, brand, images, content or intellectual property.

19.5 The Client shall be responsible for ensuring that all content, music, images, videos, performances, branding, designs and promotional materials used in connection with the event do not infringe any copyright, trademark, intellectual property, privacy or other rights of any third party.

20. Photography, Videography, Audio and Marketing Usage

20.1 The Client agrees to grant LAEMSB an irrevocable, unrestricted, royalty-free right to photograph, record, reproduce and use images, videos and/or audio of the event, event set-up, décor, venue, ambience and event details taken in and around LAEMSB venues for portfolio, publication, promotion, illustration, advertising, social media, website and marketing purposes.

20.2 Such usage may include images or videos of the bride, groom, family members, guests, décor, venue set-up and event atmosphere, unless otherwise agreed in writing before the event.

20.3 The Client agrees to release LAEMSB and its shareholders, directors, officers, employees, representatives and agents from all claims and liability relating to the use of such images, videos or audio.

20.4 The Client also agrees to grant LAEMSB the right to use testimonials, reviews, feedback, interview statements or comments given by the Client for advertising and publicity purposes, unless otherwise agreed in writing.

20.5 If the Client does not wish for their event, image, video, audio or statement to be used for marketing purposes, the Client must notify LAEMSB in writing before the event date.

20.6 LAEMSB shall not be responsible for photos, videos, posts, livestreams or recordings taken or published by guests, photographers, videographers, vendors, media, influencers or third parties.

21. Catering, Cleaning, Trash and Equipment Removal

21.1 LAEMSB venues will be provided in a clean condition prior to the event.

21.2 Set-up time, event time, clean-up time and dismantling time must be incorporated into the rental period or agreed access period.

21.3 The Client shall return the venue to the same clean and orderly condition in which it was found, unless payment for cleaning has been made and accepted by LAEMSB.

21.4 Unless otherwise agreed, all trash must be collected, properly bagged and removed by the Client, renter, caterer or relevant vendor immediately after the event.

21.5 Furniture, equipment and venue items must be returned to their original setting unless otherwise instructed by LAEMSB.

21.6 All rental equipment, vendor items, personal belongings, gifts, signages, guestbooks, doorgifts, props, Client-owned decorations and external items must be removed on the event night unless approved otherwise by LAEMSB in writing.

21.7 LAEMSB may impose additional cleaning, labour, storage, disposal or reinstatement charges if the venue is not returned in acceptable condition.

22. Security Deposit for Cleaning and Damage

22.1 The Client is required to pay a refundable security deposit of Ringgit Malaysia One Thousand Only (RM1,000.00) in cash or such other method approved by LAEMSB for cleaning, damage, miscellaneous charges and incidentals.

22.2 LAEMSB may hold the refundable security deposit until any damage, defect, loss, cleaning issue, outstanding surcharge, vendor issue or miscellaneous charge has been assessed and rectified.

22.3 If there is any damage, defect, loss, cleaning issue, unpaid surcharge, penalty or outstanding charge, LAEMSB reserves the right to deduct or forfeit the security deposit, whether in whole or in part.

22.4 If the cost of repair, replacement, cleaning, reinstatement, surcharge or outstanding charge exceeds the security deposit amount, the Client shall be responsible for paying the balance immediately upon demand by LAEMSB.

22.5 Refund of the security deposit, if any, shall be made only after LAEMSB has completed its inspection and confirmed that there are no outstanding issues.

23. Lost and Found

23.1 LAEMSB takes no responsibility for personal belongings, gifts, valuables, equipment, decorations, documents, cash, jewellery, electronic devices, attire or possessions left on the premises during or after any event.

23.2 LAEMSB may maintain a lost and found and may hold recovered items for up to fourteen (14) days from the event date.

23.3 Reasonable attempts may be made to return recovered items to the rightful owner, but LAEMSB shall not be liable for any loss, damage, theft, misplacement or failure to recover such items.

23.4 Any delivery, postage, courier, transportation or handling cost incurred to return lost items shall be borne by the Client, unless otherwise agreed in writing.

23.5 Items not collected within fourteen (14) days may be disposed of, donated or otherwise dealt with by LAEMSB without further notice.

24. Damage, Loss and Responsibility

24.1 The Client shall be responsible for any losses, damages, stains, breakages, theft, personal injury, death, penalties, fines, claims or liabilities caused by the Client, guests, family members, vendors, contractors, representatives, invitees or any person attending the event at the invitation or with the permission of the Client.

24.2 This includes damage to venue property, furniture, fixtures, fittings, tableware, décor, flowers, props, linen, carpets, flooring, walls, ceilings, toilets, electrical items, audio visual equipment, kitchen equipment, landscaping, rented items and third-party property.

24.3 Any cost of repairs, replacement, cleaning, reinstatement, rental loss, penalties, claims or related charges shall be borne by the Client.

24.4 LAEMSB may deduct such costs from any security deposit held. If the deposit is insufficient, the Client shall pay the remaining amount upon demand.

24.5 The Client shall ensure that all guests and vendors respect the venue and do not misuse, remove, damage or tamper with LAEMSB property.

25. Event Cancellation by Client

25.1 The Client acknowledges that once LAEMSB reserves the event venue, date and/or services for the Client, LAEMSB may suffer losses due to loss of revenue, loss of business opportunities, administrative work, vendor arrangements, manpower allocation, operational planning and expenses incurred in preparing for the event.

25.2 Any cancellation by the Client must be made in writing. The effective cancellation date shall be the date LAEMSB receives the Client’s written cancellation notice.

25.3 If the Client cancels the event at any time before six (6) months prior to the event date, 50% of the total original contract value or revised contract value, as the case may be, shall be forfeited and/or payable by the Client.

25.4 If the Client cancels the event at any time within six (6) months prior to the event date, 75% of the total original contract value or revised contract value, as the case may be, shall be forfeited and/or payable by the Client.

25.5 If the Client cancels the event at any time within one (1) month prior to the event date, 100% of the total original contract value or revised contract value, as the case may be, shall be forfeited and/or payable by the Client.

25.6 For the avoidance of doubt, the RM3,000.00 booking deposit shall remain strictly non-refundable in all cancellation scenarios, except where LAEMSB is forced to cancel due to LAEMSB’s own proven mistake or negligence.

25.7 If the amount already paid by the Client is less than the applicable cancellation charge stated above, the Client shall pay the shortfall to LAEMSB within seven (7) days from the date of cancellation.

25.8 If the amount already paid by the Client exceeds the applicable cancellation charge, LAEMSB may refund the balance after deducting the applicable cancellation charge, booking deposit, committed costs, vendor costs, materials, purchases, rentals, labour, administrative work, bank charges, transaction fees and any other amount due to LAEMSB.

25.9 Cancellation does not automatically release the Client from outstanding payments due under the confirmed booking, quotation, invoice, agreement or revised contract value.

25.10 All sums forfeited and/or payable under this clause shall be treated as agreed compensation for LAEMSB’s losses, expenses, loss of opportunity and advance preparations, and not as a penalty.

26. Event Postponement or Change of Date

26.1 The Client may request only one (1) time change or postponement of the event date.

26.2 Any postponement or change of date is strictly subject to LAEMSB’s written approval, venue availability, vendor availability, package validity, operational suitability and payment of any applicable charges.

26.3 Any request for postponement or change of date must be made no later than five (5) months before the original event date, unless otherwise approved by LAEMSB in writing.

26.4 Approval of postponement is not automatic. LAEMSB reserves the right to reject any postponement request.

26.5 If postponement is approved, the Client may be required to pay an administrative fee, vendor rescheduling fee, price difference, package difference, additional rental, cost increase or any other additional cost arising from the postponement.

26.6 Promotional prices, freebies, complimentary items, vendor availability, menu, package inclusions and original pricing may no longer apply to the postponed date.

26.7 If the Client fails to select a new date within the timeframe allowed by LAEMSB, or if no suitable date is available, the booking may be treated as cancelled and the applicable cancellation terms shall apply.

26.8 LAEMSB shall not be responsible if any third-party vendor is unavailable on the new postponed date.

27. Termination by LAEMSB

27.1 LAEMSB shall be entitled to suspend services or terminate the agreement if the Client breaches any term of the agreement or these Terms & Conditions and fails to rectify such breach within fourteen (14) days from the date of notice of default issued by LAEMSB.

27.2 Notwithstanding Clause 27.1, LAEMSB may immediately suspend services, stop the event, deny access, remove persons from the premises or terminate the booking without prior notice if LAEMSB considers that there is danger, unlawful activity, non-payment, serious misconduct, abuse of staff, damage to property, breach of safety rules, alcohol or drug-related issue, reputational risk or any urgent operational concern.

27.3 Upon termination by LAEMSB due to the Client’s breach, LAEMSB shall have no further obligation to provide services, the Client shall have no claim against LAEMSB, and the Client shall remain liable for the applicable cancellation charges, outstanding payments, damages and any other sums due.

28. Force Majeure

28.1 LAEMSB shall not be liable for any failure, delay, interruption, cancellation, non-performance or change in performance of its obligations arising out of or caused directly or indirectly by circumstances beyond LAEMSB’s reasonable control.

28.2 Such circumstances include but are not limited to acts of God, earthquakes, fires, floods, haze, extreme weather, war, civil or military disturbances, terrorism, sabotage, strikes, pandemics, epidemics, riots, power failures, water disruption, utility failure, computer failure, communication failure, transportation disruption, accidents, labour disputes, lockdowns, governmental orders, authority restrictions, inability to obtain labour, material, equipment, stock or transportation, supplier disruption, vendor disruption, venue damage, national emergency, disease outbreak or any other circumstance beyond LAEMSB’s reasonable control (each a “Force Majeure Condition”).

28.3 In the event of any delay caused by a Force Majeure Condition, the time for performance of affected obligations may be extended for a period reasonably required due to the delay.

28.4 If the event cannot be held or LAEMSB’s services cannot be performed on the event date due to a Force Majeure Condition, the Client shall not be entitled to a refund of payments already made, as LAEMSB may have incurred expenses, committed costs and made advance arrangements for the event.

28.5 Subject to LAEMSB’s approval and availability, the Client may be entitled to either:

request one (1) time postponement of the event to another new date, provided that the new date shall be subject to venue availability, vendor availability, current pricing and operational suitability; or
request for payments made by the Client to be converted into credit of equivalent value for use on LAEMSB services in the future, subject to LAEMSB’s conditions, expiry period and approval.

28.6 Any postponement or credit granted due to force majeure shall be subject to deduction of costs already incurred, vendor payments, materials, purchases, rentals, labour, administrative work and other committed costs, where applicable.

28.7 LAEMSB shall not be liable for any indirect loss, emotional distress, disappointment, loss of enjoyment, travel costs, accommodation costs, guest costs, reputational loss, loss of profit or consequential damages arising from a Force Majeure Condition.

29. Liability and Indemnity

29.1 The Client agrees to indemnify, defend and hold harmless LAEMSB, its landlord, building owners, shareholders, directors, officers, employees, agents, representatives, contractors and vendors from and against any liabilities, costs, claims, penalties, losses, damages, expenses, injuries, deaths, fines and legal fees arising out of or resulting from:

the Client’s booking, rental or use of LAEMSB premises;
the conduct, negligence, omission or breach by the Client, guests, family members, vendors, contractors, representatives or invitees;
damage to property or injury to persons caused by the Client’s event;
breach of any law, regulation, licence, permit, venue rule or these Terms & Conditions;
any outside vendor, contractor or third-party service provider appointed by the Client; and/or
any claim made by any guest, vendor, authority or third party arising from the Client’s event.

29.2 LAEMSB shall not be liable for indirect loss, emotional distress, disappointment, loss of enjoyment, loss of opportunity, loss of profit, reputational loss, consequential damages or any claim arising from circumstances beyond LAEMSB’s reasonable control.

29.3 LAEMSB’s maximum liability to the Client for any claim, whether in contract, tort, negligence or otherwise, in connection with or arising out of the agreement or these Terms & Conditions shall not exceed fifty per cent (50%) of the total original contract value or revised contract value, as the case may be.

29.4 Nothing in these Terms & Conditions shall exclude liability which cannot be excluded under Malaysian law.

30. Complaints and Rectification

30.1 Any complaint during the event must be immediately reported to the LAEMSB person-in-charge so that LAEMSB has the opportunity to rectify the issue on-site.

30.2 Complaints made only after the event may be difficult to verify and shall not automatically entitle the Client to any refund, discount or compensation.

30.3 Any post-event complaint must be submitted in writing within three (3) calendar days after the event date.

30.4 LAEMSB will review complaints fairly and may request photos, videos, receipts, timelines or other evidence.

30.5 Failure to notify LAEMSB of an issue during the event may be taken into account when assessing any post-event complaint or claim.

31. Attorney Fees and Recovery Costs

31.1 If LAEMSB retains the services of a lawyer, debt collector or other representative to protect its interests, recover outstanding payments, recover damages, enforce the agreement or bring any action arising from the Client’s booking, the Client agrees to pay LAEMSB’s reasonable legal fees, collection fees, enforcement costs and expenses.

31.2 Such legal fees shall be not less than RM500.00 or 20% of the sum claimed, whichever is greater, together with the costs of any legal action, unless otherwise determined by a court of competent jurisdiction.

32. Personal Data

32.1 The Client agrees that LAEMSB may collect, store, use and process the Client’s personal data for booking, payment, event coordination, vendor coordination, marketing communication, record keeping, administration, dispute handling and legal compliance.

32.2 The Client agrees that relevant personal data may be shared with LAEMSB staff, vendors, suppliers, contractors, service providers, authorities or professional advisers where necessary for event execution, administration or legal purposes.

32.3 The Client confirms that any personal data provided by the Client relating to family members, guests, vendors or third parties has been provided with the necessary consent or authority.

33. Communication and Main Contact Person

33.1 Official communication may be made through WhatsApp, email, invoice, quotation, written message or any other communication channel recognised by LAEMSB.

33.2 The Client must appoint one main contact person for all decision-making, approvals, instructions and communication relating to the event.

33.3 LAEMSB shall be entitled to rely on any instruction, confirmation, approval, request or decision given by the appointed main contact person as valid, authorised and binding on the Client.

33.4 LAEMSB shall not be responsible for confusion, delay, conflicting instructions, wrong information, duplicate instructions, changes of decision or miscommunication caused by multiple representatives, family members, vendors or third parties communicating different instructions.

33.5 Any change of the appointed main contact person must be notified to LAEMSB in writing. Until LAEMSB receives such written notice, LAEMSB may continue to rely on instructions given by the previously appointed main contact person.

33.6 The Client is responsible for responding to LAEMSB within the required timeline for matters including but not limited to payment, menu confirmation, pax confirmation, layout approval, décor approval, vendor details, event itinerary and final event details.

33.7 Any delay by the Client in responding, confirming details, providing documents or making decisions may affect event preparation, vendor arrangements, stock availability, décor outcome, menu availability, printing, production, manpower planning and/or overall event execution. LAEMSB shall not be liable for any issue arising from such delay.

33.8 Any changes, requests, approvals or instructions given verbally must be confirmed in writing. LAEMSB shall not be bound by any verbal instruction, promise or approval unless it is confirmed in writing by LAEMSB.

33.9 The Client shall ensure that all information provided to LAEMSB is accurate, complete and updated. LAEMSB shall not be responsible for any loss, delay, error, additional cost or event issue caused by inaccurate, incomplete or outdated information provided by the Client or the Client’s representatives.

34. Entire Agreement

34.1 The agreement, including these Terms & Conditions, the quotation, invoice, package details, booking form and any written confirmation, constitutes the entire agreement between LAEMSB and the Client with respect to the subject matter of the agreement.

34.2 The agreement supersedes all prior agreements, discussions, representations, understandings, negotiations, proposals and communications, whether oral or written.

34.3 In the event of inconsistency between these Terms & Conditions and any quotation, invoice or package document, LAEMSB shall determine the applicable interpretation, unless otherwise required by law.

34.4 Any waiver, discount, exception, special approval or indulgence granted by LAEMSB in one instance shall not constitute a waiver of LAEMSB’s rights in any other instance.

35. Counterparts and Electronic Signature

35.1 The agreement may be executed in multiple counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same agreement.

35.2 The agreement may be executed and delivered by electronic signature, scanned copy, facsimile, portable document format (PDF), WhatsApp confirmation, email confirmation or other electronic means recognised by LAEMSB.

35.3 The receiving party may rely on such electronically executed and delivered document or confirmation as if the original had been received.

36. Governing Law and Dispute Resolution

36.1 The agreement, including these Terms & Conditions, shall be governed by and construed in accordance with the laws of Malaysia.

36.2 Any dispute, controversy, difference or claim arising out of or relating to the agreement, these Terms & Conditions, the event, the services, the booking, the existence, validity, interpretation, performance, breach or termination thereof shall first be addressed through good faith discussions between the parties.

36.3 If the dispute cannot be resolved within thirty (30) days after a written request for amicable resolution, the parties shall submit to the exclusive jurisdiction of the courts of Malaysia.

36.4 The Client agrees to pay any outstanding amount due to LAEMSB notwithstanding any ongoing dispute, unless otherwise determined by a court or competent authority.

37. Final Acknowledgement

By making payment, paying the booking deposit, signing the agreement, confirming the quotation, confirming the invoice or proceeding with the booking, the Client confirms and acknowledges that:

the Client has read, understood and agreed to these Terms & Conditions;
the booking deposit is strictly non-refundable except as expressly stated herein;
cancellation may result in forfeiture of payments made and/or liability for the full contract value;
postponement is subject to LAEMSB’s approval, venue availability and applicable charges;
additional requests, changes, outside vendors, overtime, damages and cleaning issues may incur additional charges;
LAEMSB is not responsible for issues caused by the Client, guests, family members, outside vendors, third parties or circumstances beyond LAEMSB’s reasonable control; and
the Client is responsible for ensuring that all guests, family members, representatives and vendors comply with these Terms & Conditions.