Policies

Booking & Deposits

To secure a date at SAIT Venues, we require a signed booking agreement along with a 25% deposit of the total rental fee. This deposit confirms your reservation and ensures the date is held exclusively for your event. The remaining balance must be paid in full no later than 14 days before the scheduled event date. Failure to make timely payments may result in cancellation of the booking and forfeiture of your deposit. We recommend booking as early as possible to guarantee availability, particularly during peak seasons when dates fill up quickly.

Cancellation & Refunds

We understand that unforeseen circumstances may require the cancellation of your event. Cancellations made more than 30 days before the event are eligible for a full refund, minus a $50 administrative fee. If you cancel within 14 to 30 days of the event, you will receive a 50% refund of payments made. Cancellations within 14 days of the event date are non-refundable. This policy allows us to fairly balance guest flexibility with our need to manage venue scheduling and staffing commitments. We recommend notifying us as early as possible to minimize financial loss.

Payment Methods

For your convenience, SAIT Venues accepts a variety of payment methods, including all major credit cards, bank transfers, and certain approved online payment platforms. Payments must be completed by their respective due dates. Any late payments are subject to a 1.5% weekly fee, which will be added to the outstanding balance. This policy helps us maintain fairness and operational efficiency. We advise guests to confirm payment processing times with their financial institutions to avoid delays. Receipts will be issued electronically for all transactions to provide transparency and documentation for your records.

Health & Safety

SAIT Venues is committed to maintaining the highest standards of health and safety for all guests. Our facilities are fully compliant with local and national safety regulations, including fire codes and accessibility requirements. We provide wheelchair access, emergency exits, and on-site safety equipment. Hosts are encouraged to inform us in advance of any special requirements, such as food allergies or medical accommodations, so we can make necessary arrangements. We regularly inspect and maintain our venues to ensure a safe environment, giving you and your guests peace of mind throughout your event.

Licenses & Permits

Depending on the nature of your event, certain licenses or permits may be required. Common examples include permits for alcohol service, amplified music, or large gatherings. Unless otherwise arranged with SAIT Venues, it is the responsibility of the event host to obtain and present these permits before the event date. Failure to secure the proper documentation may result in cancellation or interruption of the event. Our staff can guide you in identifying which permits may apply and, in some cases, assist in coordinating approvals to ensure compliance with local regulations.

Guest Conduct

Event hosts are fully responsible for the behavior and conduct of their guests while on SAIT Venues property. We strictly prohibit illegal activities, disruptive behavior, or any actions that may damage venue property. Smoking and vaping indoors are not allowed under any circumstances. Any damages caused by guests will be billed to the host. We ask that guests treat our facilities with respect and consideration for others. By maintaining high standards of conduct, we can ensure a safe, enjoyable experience for everyone while protecting the integrity of our venues.

Decorations

We welcome decorations to personalize your event, but they must be applied in a way that does not damage walls, floors, or furnishings. Use of adhesives, nails, or tacks is prohibited unless approved by venue staff. Additionally, confetti, glitter, and open flames such as candles or torches require prior written approval due to safety and cleanup concerns. Decorations must not obstruct emergency exits or safety equipment. Hosts are responsible for ensuring all decorations are removed promptly after the event. Our team can provide guidance on safe, venue-approved decoration options.

Photography

SAIT Venues may capture photographs of events for internal records and promotional use unless we receive a written request not to do so. Professional photography and videography are welcomed, but the use of drones requires prior approval, insurance coverage, and compliance with local aviation regulations. Hosts should inform their photographers of any venue restrictions, including areas where flash photography may be limited. We respect the privacy of our guests and will always honor requests to exclude specific individuals from promotional material when notified in advance of the event.

Liability & Insurance

While SAIT Venues provides a secure environment, we strongly recommend that hosts obtain event insurance to cover potential accidents, damages, or liabilities. In some cases, event insurance may be mandatory, particularly for large gatherings or events with alcohol service. SAIT Venues is not liable for the loss of personal property, injuries caused by guest negligence, or damages caused by third-party vendors. Proof of insurance must be submitted prior to the event if required. This policy ensures that both our clients and our venues are adequately protected in case of unforeseen circumstances.

Vendors

Hosts may choose to work with outside vendors, such as caterers, florists, or entertainers, provided they meet our venue requirements. All vendors must supply proof of insurance and any necessary licenses or permits before being allowed on-site. Delivery, setup, and breakdown times must be coordinated in advance with venue staff to avoid scheduling conflicts. SAIT Venues reserves the right to deny vendor access if requirements are not met. We encourage hosts to share vendor details early to ensure smooth coordination and to help create a seamless event experience.

Privacy

We value your privacy and are committed to safeguarding your personal information. All booking details, payment records, and client communications are used solely for event planning and management purposes. SAIT Venues does not sell or share personal information with third parties without explicit consent. Data is stored securely and accessed only by authorized personnel. In compliance with privacy regulations, clients may request access to or deletion of their stored information at any time. Your trust is important to us, and we take every step to ensure your data remains protected.

Contact

If you have any questions about our venue policies, booking process, or event requirements, please reach out to our team. We are available by email at info@saitvenues.com or by phone at 704-597-9309 during business hours. Our staff is happy to provide additional information, clarify policies, or guide you through planning your event. Whether you are a first-time client or a returning guest, we aim to make the process seamless and stress-free. Your satisfaction is our top priority, and we look forward to assisting you.