ZEELANDIA ROOM - GUIDELINES

 

CONTRIBUTIONS

 
SEMINAR setup:  we set up the room in the “auditorium” format, with a head table and a number of chairs facing the head table.  
 
Seating                                     : 60 persons
Head table seating                 : 8 persons
Additional seating                  : in case extra chairs are needed this is an extra cost
 
Total contribution of Naf. 475, which includes:  
  • room contribution  Naf. 200
  • utilities (electricity and water) contribution Naf. 50
  • set up, Naf 125 (opening, closing, set up of room)
  • tablecloth on head table Naf. 50
  • cleanup contribution, Naf. 50
 
ROTARY (DINNER) setup: we set up the room with a head table and with round tables, with tablecloths. This is ideal for a large lunch or dinner
Seating                                 : 8 round tables of 8 persons = 64 persons
Head table seating                 : 8 persons
Total contribution of Naf. 575 which includes: 
  • basic room contribution  Naf. 200
  • utilities (electricity and water) contribution Naf. 50
  • set up, Naf 175 (opening, closing, set up of room)
  • tablecloths Naf. 100
  • cleanup fee, Naf. 50
 
Other variations (all same contribution as ROTARY setup):
 
BOARDROOM setup: we set up the room with U-shaped or O-shaped table with tablecloths. 
Seating                                 : normally 30 persons
 
WORKSHOP setup: we set up the room in auditorium style, but with two round tables on each side.  This allows the participants to break up in to groups.  
Seating                                 : normally 36 persons
 

POST CLEANUP CONTRIBUTION

From events over 60 persons and events that include food & beverage services there will be an additional clean-up contribution of Naf. 100. 
 

ADDITIONAL EQUIPMENT  (If required, this has to be booked in advance)

Additional equipment such as:
Projector / podium / microphone with speaker system / internet connection (if available)
The additional contribution of Naf. 50.00
 

TIMING

The Rotary Zeelandia Room is rented in 4 hour blocks.  We have available the following time blocks:
            -          Morning                          8:00am – 12:00pm
            -          Lunch                            12:00pm –   4:00pm
-          Afternoon                       2:00pm –   6:00pm
-          Evening /dinner            6:00pm – 10:00pm
-          Party/event                    8:00pm – 12:00am
 

ADDITIONAL TIME SLOT

If you require an additional block of time BEFORE OR AFTER your event we collect only Naf. 250 for room and utility contribution.
This time slot can be used for extending the event or for decorating before/after the event.  In all cases your decorations must be removed once the event is over, or latest by noon the day after the event.   
 

PARKING

Parking is available on the West side of the property.
 

PATIO

The patio outside the Rotary Zeelandia Room is NOT included in any rental.  The patio is available, but must be booked separately.  Additional costs are applicable.
 

OPENING, CLOSING AND SET-UP 

Our caterer will take care of opening , closing, setup and cleanup.  Set up will be as specified by the user.  Other set up is also possible.  If you wish a different setup you can request this.   
 

SECURITY

We DO NOT provide security.  We recommend that you arrange for security in case of evening functions. 
 

RESPONSIBILITY

Please be aware that upon booking the room you accept that use of the location is TOTALLY AT YOU OWN RISK. 
 

CONTRACTING PARTIES

Rotary will make available one person to inspect the premises, or may appoint the Caterer to do the inspection.   Upon entering and exiting the premises must be inspected and inventory reviewed.   Email and telephone numbers should be exchanged to facilitate communication between the parties.    
 

PAYMENT
 

Payment of the basic fee and set up must be transferred to the following account:
Bank                                      ORCO bank 
Account no.                        101 900
Account name                   Rotary Club Curacao
Please mention (a) your name (b) date of function and (c) your confirmation number   when making the transfer to assure that your payment is properly recorded.   If funds are “deposited” (rather than transferred) in our account, please email a copy of the deposit slip. Please email us once your payment has been made.
Please make your payment early to avoid disappointments.  Payment is due within one week after invoice date, and must be made before the date of the event.  The room will only be opened if payment has been made. 
 

DEPOSIT

Depending on the event, it may be necessary to leave a refundable deposit.  This deposit will be returned after you have vacated the room in accordance with the agreement.
 

CODE OF CONDUCT
 

-          No loud music is allowed, only background music.  No sub-woofer (low base sounds) is allowed
-          No alcoholic beverages may be served to minors
-          Proper moral conduct should be followed at all times
 

GUIDELINES FOR PRIVATE CATERING AND/OR UNSUPERVISED USE
 

-          THE USE OF CANDLES AND ANY USE OF ITEMS WITH OPEN FLAME IS STRICTLY FORBIDDEN
-          ALL FOOD ITEMS AND WASTE MUST BE REMOVED FROM THE ROOM ON THE SAME DAY OF THE EVENT (by our Caterer or by user of room –           depending on the agreement)
-          ALL AIR CONDITIONING MUST BE TURNED OFF AT THE END OF THE EVENT AND LIGHTS MUST BE TURNED OFF.              
           There are six air-conditions numbered 1 to 6. Numbering is clockwise starting by the door.  The remote controls are by the bar and are also     
           numbered.   
-          You must remove all your garbage from the room.  Cigarette buds must be cleaned from the pants as well.
-          After using the room it must be cleaned (“broom clean”).  Any stains on the floor must be cleaned.
-          If you decorate the hall use can use our stairs (at your own risk).  It is not allowed to stand on chairs as they are not sturdy enough.   
           The stairs are the property of Rotary and may not be removed from the room.
-          There is an emergency exit in the room with on the outside a metal stair.  Please familiarize yourself with the workings.  
-          Our inventory consists of rectangular and round tables and chairs.  Please use them with care.
 

CATERING SERVICES

Catering:  catering (coffee, soft drinks, snacks etc) can be arranged.  This can be discussed with one of our catering partners.  More elaborate food & beverages can also be provided.  Catering must be discussed and paid directly to the caterer selected.
   
If you require catering services these are available through one of our catering partners.  You are expected to use one of our catering partners as they are familiar with the property. 
 
If you desire to use another caterer this is possible,  but we must know in advance.  If you use your own catering you will have to clean up all catering related waste.
 
Contact details of our catering partners:
 
(additional details available upon request)