The Client is alxlowed to arrive at and vacate the Venue at the agreed time, which is half an hour before the scheduled start of the event. The Client may request the Floor Manager on duty to turn on the air-conditioning up to half an hour before the event begins. However, the Floor Manager reserves the right to decline this request if it falls outside the agreed timeframe. Failure to comply with the agreed arrival or departure times may result in additional charges. In the case of unauthorized use of the Venue beyond the agreed time, the Venue reserves the right to interrupt the event, cut the power supply, and remove the Client and any third parties from the premises, with or without security assistance. Should such actions be necessary, The Gem Event Space will impose corresponding additional charges on the Client.
The air conditioning system will be turned off according to the agreed event schedule — 3:30 PM for morning sessions and 10:00 PM for evening sessions. Should there be a request to extend or reopen the air conditioning beyond these times, the floor manager reserves the right to approve or decline based on operational considerations.
Use of the event space (Ballroom, Garden Hall and Pool) does not imply any right to use any other part of the building, for deliveries, storage or any other access except where The Gem Event Space has agreed to such use. If this occurs The Gem Event Space will charge additional charges to the Client accordingly.
The Client, its employees and sub-contractors will be permitted to enter the Property for the purpose of making operational or spatial planning investigations necessary for the smooth running of the event, on dates and times agreed in advance with The Gem Event Space.
The client need to leave the bridal room 30 minutes after the event ends in any circumstances.
2. Equipment, Setup & Staff
No equipment is to be delivered to the Venue without the prior agreement of The Gem Event Space. The Gem Event Space reserves the right to refuse the delivery of equipment.
If the client hired an outside decoration service, the Gem Event Space reserves the right to deduct the deposit if they discover any damage to the property caused by the outside decoration service. The outside decoration service should also have an hour and a half to set up and takedown their decoration before and after the event. Failure to do so will result in the deduction of the deposit and a potential blacklist to enter the Gem Event Space for future services. Please note that this matter is subject to further discussion with and approval from the designated crew in charge and need to be written.
At the end of an Event, or at a time agreed by The Gem Event Space, the Client shall remove all equipment and effects brought to the Venue in the duration of an hour and half. The Gem Event Space does not accept any responsibility for equipment or other effects left at the Venue before or after an Event.
The Client must be clear of all the property and in a clean and useable condition by the time stated on during the discussion. Failure to comply with this may result in The Gem Event Space disposing of the property and The Gem Event Space have the right to deduct a cleaning fee from the refundable deposit paid before the event starts.
All contractors must leave the site in the same condition as they found it, otherwise this will incur a cleaning cost of RM200 – RM1,000 which will be charged to the client.
The Client agrees to use the equipment belonging to the Venue in a safe manner and return it in good working order. Where equipment is damaged charges will be made to Client.
The number of staff provided for an Event will be determined by The Gem Event Space and their sub contractors to ensure the smooth running of the Event. The client is refrain from giving direct instructions to the Gem Event Space’s staff. For any assistance or coordination during the event, please communicate with the designated Floor Manager or the crew member in charge.
The Client must provide a complete list of any suppliers accessing the site including names, contact details and a description of their service to The Gem Event Space.
Clients are required to inform us of any external service providers they intend to engage during the layout discussion. Failure to disclose this information at that time may result in the rejection of the external service. We reserve the right to decline any outside vendors not previously approved during the meeting.
If the client requests that a canopy be installed for the event, they must select The Gem Event Space’s approved in-house canopy company. No other exceptions.
3. The Event
The Client strongly recommended to not invite more than the agreed number of Guests to attend the Event. Failed to do will resulted in shortage of food during that day and the Gem Event Space will not hold any accountability.
For morning event will starts from 11:00 AM until 3:30 PM while in the evening event will starts from 6:00 PM until 10:00 PM. Everyone except the staff of The Gem Event Space is not allowed to stay after the event time ended. Late departure may result in an additional 1-hour hire fee added to the bill and forfeited from the deposit.
While we prioritize the safety of all our guests, please note that we do not assume any responsibility or liability in the event of injury or accidents involving children during the event. Parents and guardians are advised to supervise their children at all times. Any guests’ children are not permitted to swim in our pool; if they do, the client will be responsible for paying a fee to the Gem Event Space.
For safety reasons, dancing or any vigorous movement is strictly prohibited on the T-stage (Ballroom), which is made of glass. The T-stage is designed solely for walking to the main stage and not for performances or heavy activity. This policy is in place to prevent potential injuries and to avoid damage to the structure, as glass surfaces can be slippery and are not built to withstand impact or excessive weight.
Animals are strictly prohibited on the premises. In the event of a violation, the venue reserves the right to immediately terminate the event and impose a penalty of RM500 or deduct the amount from the security deposit. The renter shall bear full responsibility for any damage or injury caused by the animal.
The Client will ensure that all Guests leave the Venue quietly and that no disturbance is caused to local residents or business; and that all Guests leave the Venue no later than 15 minutes after the agreeable time with the Floor Manager or crew in-charge.
If the Client wish to rent Garden Hall or Pool which the event will be held outdoors, please note that the Gem Event Space is not responsible for weather conditions on the event day. The Gem Event Space strongly encourage the Client to take necessary precautions—such as installing a canopy or arranging additional air coolers—to ensure the Client guests’ comfort. As weather is beyond the Gem Event Space control, The Gem Event Space cannot be held liable for any discomfort caused by unforeseen conditions.
Please note that in the event of unforeseen technical issues, such as a power trip, The Gem Event Space ask for the Client understanding, as such situations are beyond control. The Gem Event Space will do the best to resolve any issues promptly and minimize disruption.
In the event of circumstances beyond our control, including but not limited to natural disasters, pandemics, government restrictions, water or utility disruptions, or any other force majeure event, The Gem Event Space shall not be held liable for any delay, interruption, or cancellation of services. While The Gem Event Space will make every effort to mitigate the impact of such events, no refunds or compensation shall be provided in such cases.
Please note that the outdoor venue will be equipped with two air coolers. If the client require additional units, they are available upon request at a rate of RM180 per unit and need to inform the Floor Manager in duty earlier and it is based on the availability. Note that as the event is held outdoors, The Gem Event Space is not able to take responsibility for any discomfort caused by weather conditions. The Gem Event Space recommend taking necessary precautions to ensure the guests’ comfort.
4. Food and Beverages
Any sale and/or supply of alcohol is the sole right of The Gem Event Space unless by prior agreement. No alcohol of whatever description or associated beverages may be brought onto the premises at any time or for any purpose except where the agreed by The Gem Event Space.
The Client is not permitted to bring their own alcohol onto the premises. All alcohol is to be supplied by The Gem Event Space or our catering partners. The use of your own bar is not permitted.
While alcohol consumption is allowed at the facility, alcohol may not be served to minors or anyone appearing to be intoxicated. The client needs to cover any damages, costs or expenses, including reasonable attorney fees, which may arise as a result of consumption of alcoholic beverages by the client and any of the clients invitees.
An external caterer is permitted at The Gem Event Space discretion once the method of service and preparation of food have been assessed and caterers have completed the relevant paperwork, including signing the Catering Agreement form provided by The Gem Event Space. A RM2000 deposit will be collected from the Client before the event begins. The caterer is responsible for disposing of their waste outside the event space. Failure to dispose of their trash outside the premises will result in deposit deductions, RM1,000.
The clients and the guests are strongly encouraged to consume all food on-site to ensure its quality and safety. Should any leftovers be taken off the premises, it shall be entirely at their own risk. The Gem Event Space shall not be held liable for any adverse effects arising from the consumption of food once it has left the venue. Kindly note that the client and guests are required to provide their own containers, as the Gem Event Space is not obliged to supply takeaway packaging.
No Durian allow in the premise.
5. Right of Entry
The Client and their Guests must refrain from any behaviour, which would bring the Venue into disrepute or cause discomfort/risk to others.
The Client has an obligation to tell all Guests about these terms and conditions and ensure they comply with them. Each Guest must individually agree to comply with the terms and conditions. The Venue will enforce the terms and conditions against Guests individually where relevant.
The Gem Event Space is committed to maintaining a respectful and professional environment. Any form of rude, aggressive, or inappropriate behavior—verbal or non verbal—towards the Gem Event Space’s staff will not be tolerated. The Gem Event Space reserve the right to take appropriate legal action in cases of harassment or misconduct.
6. Event Amendment
Any changes to the times of the Event must be agreed in advance with The Gem Event Space’s staff. Extensions to hire times incur additional charges. No variation in times will be permitted after the Client signed the layout. If the Client insisted to do a last minute changes for the layout, they need to pay RM1000 to the Gem Event Space.
Any additional services requested by the Client will incur relevant fees and it is depending on the availability.
7. Cancellation by the Client
Please note that all deposits are strictly non-refundable in the event of cancellation, regardless of the circumstances.
Please note that all payments made are non-refundable in the event of cancellation. This is because once a booking is confirmed, The Gem Event Space has allocate resources, block the date exclusively for the Client event, and incur preparatory costs that cannot be recovered.
If the Client wish to postpone the event, The Gem Event Space is able to accommodate the request, provided that the original event date is more than six (6) months away at the time of the postponement request however it is based on the availability.
If you wish to change your event date, and your original event date is 3 months or less from today, a rescheduling fee of RM2,000 will apply. This fee is necessary to cover administrative work, scheduling adjustments, and the potential loss of business opportunities due to limited notice. All date changes are subject to availability and must be requested in writing.
8. Client’s Responsibility
The Client will be held responsible and liable and must indemnify The Gem Event Space in respect of any damage, theft and loss caused to the Venue and its contents by the Client, its employees, its contactors or by any other person on the premises by reason of the purposes of the Event howsoever and by whomsoever caused. The Client’s responsibility does not extend to employees of The Gem Event Space or to contractors appointed by the Gem Event Space to assist at the Event.
If the Client choose to engage an external event coordinator for the event, please be advised that all responsibilities related to the planning and execution of the event will fall under the coordinator’s scope. The Gem Event Space’s role will be limited to providing the venue and facilities, and the Gem Event Space will not be responsible for any event-related services or arrangements.
Please note that the Gem Event Space will not be held responsible for any issues or shortcomings experienced on the event day that result from the actions or incompetence of an external event management team appointed by the client.
The Client will be fully responsible for any outside services hired for the event. This includes ensuring that these service providers meet all necessary requirements and standards. The Gem Event Space will not be held accountable for any issues arising from third-party vendors or contractors.
9. Liability and Indemnity
If the Client wish to apply for any insurance claim related to an incident at the Gem Event Space, it is the Client responsibility to prepare and submit all necessary supporting documents. If CCTV footage is required, the Gem Event Space will provide it upon request, subject to the availability of cameras at the relevant location and provided that the system was operational at the time of the incident.
The Client and their Guests are responsible for any wilful or negligent loss and/or damage to Venue furniture and equipment. Any costs of making good any damage will be charged to the Client.
Any costs incurred by The Gem Event Space due to failure by the Client including but not limited to: overrunning of the event, requirement for extra staff, requirement for security personnel, requirement of additional cutlery, crockery, glassware, furniture etc – will be charged to the Client.
10. Promotion and Copyright
The Gem Event Space reserve the right to use any photos or videos taken during the Client event held at the Gem Event Space premises for promotional purposes, both online and offline.
If the Client do not wish for the Gem Event Space’s marketing team to capture the event, kindly inform the Gem Event Space staff in writing prior to the event. Any requests made during or after the event will not be entertained.
11. Payment and Deposit
A minimum deposit of RM3000 or RM6000 is required to lock the date and venue at the Gem Event Space.
Kindly be informed that deposits are non-refundable under any circumstances in the event of cancellation.
A minimum of 60% of the total payment must be made within 3 to 5 months after the initial deposit. The remaining balance is to be settled no later than 2 months prior to the event date. Failure to make payments in accordance with the agreed schedule will result in the cancellation of the event booking. In such cases, the Gem Event Space reserve the right to release the reserved date and make it available to other clients without further notice.
Please note that all payments made are non-refundable in the event of cancellation. This is because once a booking is confirmed, The Gem Event Space has allocate resources, block the date exclusively for the Client event, and incur preparatory costs that cannot be recovered.
Please note that you are welcome to upgrade your package at any time; however, downgrades are not permitted once the booking has been confirmed.
If the Client wish to bring in any external service providers, a refundable deposit of RM2,000 is required. Please note that the Gem Event Space reserve the right to deduct from this deposit should any damage to the venue or its property be found as a result of the external services.
Please note that all prices are subject to change in accordance with any new regulations, taxes, or charges imposed by Malaysia government.
12. DJ / Live Music / Noise / Firework
The Gem Event Space encourages music and lots of dancing, however please be aware that the event space is located near a residential area and therefore neighborhood noise regulation are applied.
The Gem Event Space has the right to ask the renter, DJ or live music presenter to turned the entertainment down or off.
If repeated disturbance are created, the Gem Event Space has the rights to ask the renter, DJ or live music presenters to leave the premises and the Client will bear the consequences caused by the noise.
Loud music must be end by 10:30 PM. The Client is responsible to inform the outside renter, DJ or live music that been appointed by them.
Kindly be informed that any fireworks display must be completed by 10:30 PM to avoid causing discomfort to nearby residents. For safety and compliance reasons, the Gem Event Space strongly encourage clients to purchase fireworks directly from the Gem Event Space, as the products are sourced from trusted suppliers and are safe for use on the premises.
Should the Client wish to bring their own fireworks, prior written approval from the Gem Event Space is required. Please note that in such cases, the Client will be fully responsible for any damage to the property or harm caused to the Gem Event Space’s staff resulting from their use.
The use of fireworks, smoke bombs, firecrackers, or any similar items is strictly prohibited within the event space due to serious safety risks, the potential for fire hazards, disruption to nearby events or properties, and the possibility of causing permanent stains or damage to the venue’s flooring and surroundings.
