These General Terms & Conditions (“Terms”) govern the booking and use of the banquet hall, event venue, facilities and related services provided by VV eConvention Centre Sdn. Bhd. (Company registration no. 202401009798 (1555648-D)) (“Venue”, “VVEC”, “we”, “us” or “our”) to the customer making the booking (“Client”, “you” or “your”). By making a booking, paying any deposit or accepting the quotation, booking confirmation, invoice or other booking document issued by VVEC, the Client acknowledges and agrees to be bound by these Terms.
A booking enquiry, quotation or availability indication does not constitute a confirmed booking.
A booking shall only be considered confirmed when:
the Client has accepted the quotation or booking confirmation issued by the Venue; and
the required deposit or other payment specified by the Venue has been received.
The Venue reserves the right to decline or reject any booking before confirmation at its discretion, subject to applicable Law.
The booking is made specifically for the event, date, time, venue area, number of guests, package and services stated in the booking confirmation, quotation and/or invoice.
Any amendment to the booking, including the event date, event timing, number of guests, package, menu, layout or additional services shall be subject to VVEC’s availability, applicable charges and prior written confirmation. VVEC is not obliged to accept any requested amendment.
Any quotation or booking confirmation shall be read together with these Terms. In the event of any inconsistency, the specific terms stated in the latest written booking confirmation or quotation shall prevail to the extent of that inconsistency.
The Client shall only have access to the Venue during the reservation period stated in the booking confirmation.
Unless otherwise stated in writing, the standard reservation periods are:
Half-day reservation: 10.00am to 3.00pm or 6.00pm to 11.00pm.
Full-day reservation: 9.00am to 11.00pm.
The reservation period includes the time required for the Client and/or its appointed vendors, contractors and suppliers to carry out set-up, event activities, dismantling and removal of items.
The Client and its vendors shall ensure that all set-up, event activities, dismantling and removal are completed within the confirmed reservation period.
Early access, additional set-up time or extension beyond the confirmed reservation period is subject to the Venue's prior approval and applicable additional charges.
The standard Event duration shall be five (5) hours, unless otherwise stated in the booking confirmation.
Any use of the Venue beyond the confirmed reservation period shall be subject to an overtime charge of RM2,000.00 per hour, calculated in fifteen (15) minutes increments being charged as a full hour.
If a subsequent event is scheduled on the same day, no overtime or extension shall be permitted.
The Client shall ensure that all guests, vendors, contractors and service providers vacate the Venue and remove their belongings, equipment and materials within the permitted reservation period.
Any rehearsal requested by the Client shall be subject to the Venue's availability and prior approval and shall be charged at RM2,000.00 per hour, inclusive of standard lighting, sound, air-conditioning and LED screen facilities, unless otherwise stated in the quotation or booking confirmation.
Any additional equipment, manpower, technical support or services requested for the rehearsal may be subject to additional charges.
All prices shall be stated in Ringgit Malaysia (RM), unless otherwise specified.
The applicable prices, package charges, venue rental, catering charges, additional services and other fees shall be as stated in the quotation, booking confirmation and/or invoice issued by the Venue.
Unless otherwise agreed in writing:
a booking deposit of RM10,000.00 shall be payable by the Client upon reservation to confirm the booking;
the second payment (40% of the outstanding balance) must be paid in cash or by bank transfer three months prior to the banquet;
the remaining balance must be paid in cash or by bank transfer not later than 14 days before the reservation date.
Time for payment is of the essence. If any amount is not paid when due, VVEC may, without prejudice to its other rights and remedies, suspend services, refuse access, cancel the booking or withhold confirmation, subject to applicable Law.
Any payment made by the Client shall first be applied towards outstanding amounts, additional charges, damages, expenses or other sums due to the Venue, where applicable.
All applicable taxes, duties, levies, service charges and other government-imposed charges shall be payable by the Client unless expressly stated otherwise.
The booking deposit is applied towards the Client's total charges unless otherwise stated.
The booking deposit shall be treated in accordance with the cancellation and rescheduling provisions of these Terms.
Where catering or food and beverage services are included in the Client's package, the scope of such services shall be as stated in the applicable quotation or booking confirmation.
Any special dietary requirements, allergies or food restrictions should be communicated to the Venue in advance.
The Venue shall not be responsible for any dietary requirement or allergy that was not properly disclosed to the Venue before the Event.
Any menu changes, additional dishes, additional servings or additional food and beverage requirements requested after confirmation shall be subject to availability and additional charges.
Unless otherwise approved in writing, the Client shall not bring external food, beverages or catering services into the Venue.
Where external catering is permitted, the Client shall comply with all applicable requirements and shall be responsible for the acts and omissions of the external caterer.
The Client shall confirm the final number of tables and/or guests no later than fourteen (14) days before the Event Date. The final confirmed number shall be used for the purpose of determining the applicable charges for the Event.
Any reduction in the number of tables or guests after the final confirmation shall not automatically result in a reduction of the agreed charges. The Venue reserves the right to charge based on the final confirmed number.
Any increase in the number of tables or guests after the final confirmation shall be subject to the Venue's availability and shall be charged at the applicable rate.
On the Event Date, if the Client does not utilise the full number of tables or guests confirmed, the total charges shall remain based on the final number of tables and/or guests confirmed in accordance with these Terms.
Subject to applicable food safety requirements and the Venue's operational policies, any unused food prepared specifically for the Event may be packed and handed over to the Client upon request. The Venue shall not be responsible for the condition, storage or subsequent consumption of such food after it has been handed over to the Client.
The minimum table requirement for each Venue area shall be as follows:
Grand Tang Hall (“A”) – minimum fifteen (15) tables;
Galaxy Hall (“C”) – minimum fifteen (15) tables; and
Gilded Pavilion Hall (“B”) – minimum ten (10) tables.
For buffet arrangements:
Hall A and Hall C – minimum one hundred and fifty (150) guests; and
Hall B – minimum one hundred (100) guests.
Where the minimum number of tables required for the applicable package or booking is not met, the Venue reserves the right to require the Client to upgrade to the next applicable meal standard or package, with the applicable additional charges payable by the Client.
The Venue reserves the right to make reasonable changes to menus, dishes, ingredients, package inclusions or arrangements where necessary due to availability, seasonal considerations, supplier issues, operational requirements or other circumstances beyond the Venue's reasonable control.
Where a confirmed menu item or package inclusion is unavailable, the Venue may substitute it with an item or service of reasonably comparable value, where practicable.
Any price adjustment affecting a confirmed booking shall be subject to the terms stated in the applicable quotation or booking confirmation and any applicable law.
The Client may engage external vendors, suppliers, contractors or service providers only where permitted by the Venue and subject to the Venue's prior approval, where required.
External vendors may include decorators, florists, photographers, videographers, entertainers, audio-visual suppliers, production teams, caterers and other contractors.
The Client shall ensure that all external vendors comply with the Venue's rules, safety requirements, access procedures and instructions.
The Venue may require details of external vendors before the Event Date, including their names, contact details, scope of work and equipment to be brought into the Venue.
The Venue reserves the right to refuse access to any vendor or contractor whose activities may reasonably create a safety risk, damage the Venue or disrupt other operations.
The Client remains responsible for the acts and omissions of its external vendors and contractors.
Where the Client engages an external wedding planning company, decorator or other external vendor for set-up, decoration or installation works, the Client shall pay a refundable security deposit of RM2,000.00 in cash to the Company before the commencement of such works.
Any external suppliers engaged by the Client must complete all setup work within 2 hours following the payment of the deposit. Failure to do so will incur additional fees of RM1,000.00 per hour. Any period exceeding fifteen (15) minutes shall be charged as a full hour.
The security deposit shall be refunded after the Event has been completed, all rubbish and waste generated by the Client and its external vendors have been removed, and the Venue has inspected the premises and confirmed that no damage has been caused to the Venue, its facilities, fixtures, furniture or equipment.
Where the security deposit is paid by bank transfer with the Company's prior approval, the refundable security deposit shall be returned within seven (7) working days after the conclusion of the Event, subject to the completion of the inspection and confirmation that the Venue is free from damage and all rubbish and waste have been removed.
The Company reserves the right to deduct from the security deposit any reasonable costs incurred in connection with cleaning, rubbish removal, repairs, replacement of damaged property or other costs arising from the acts or omissions of the Client or its external vendors. The Client shall remain liable for any outstanding amount exceeding the security deposit.
All decoration, installation and set-up activities shall be carried out only in areas approved by the Venue.
The Client and its vendors shall not:
drill, nail, screw, staple or otherwise damage walls, ceilings, floors, furniture or fixtures;
permanently attach, glue or affix materials to Venue property without prior approval;
interfere with electrical, fire safety, lighting, air-conditioning or other building systems;
block emergency exits, fire equipment, access routes or designated safety areas; or
carry out any activity which may damage the Venue or create a safety hazard.
Any special installation, heavy equipment, staging, structures or other substantial works shall require the Venue's prior approval.
The Client shall ensure that all decoration and other temporary installations are removed within the agreed reservation period.
The Venue may require the Client or its vendor to remove any decoration, installation or equipment that does not comply with the Venue's requirements.
If a subsequent event is scheduled on the same day, no extension of the set-up period or additional set-up time shall be permitted.
The Client shall ensure that all external vendors remove their equipment, materials, decorations, rubbish and waste from the Venue within the permitted time and leave the Venue in a clean and orderly condition.
The Client shall use the Venue only for the purpose stated in the booking.
The Client shall not use the Venue for any unlawful, dangerous or prohibited activity.
The Client shall comply with all applicable laws, regulations, licensing requirements, safety requirements and directions of the relevant authorities.
The Client shall not:
cause damage to the Venue;
interfere with Venue operations or equipment;
obstruct entrances, exits or emergency access;
exceed the Venue's permitted capacity;
engage in activities which create unreasonable danger, nuisance or disturbance; or
carry out any activity prohibited by the Venue.
The Venue reserves the right to stop or restrict any activity which, in the Venue's reasonable opinion, may cause damage, danger, serious disruption or breach of applicable law or these Terms.
The Client shall be responsible for ensuring that all external vendors comply with the requirements of these Terms and any reasonable instructions issued by the Venue.
The Client shall be responsible for all losses, damages, costs and expenses incurred by the Company arising from the acts or omissions of the Client, its guests, employees, representatives, vendors, contractors or any other persons attending the Event under the Client's booking, including damage arising from
The Venue may from time to time carry out upgrades, improvements, renovation, decoration or changes to its facilities, interior design, layout or appearance for the purpose of improving the Venue and guest experience.
The Client acknowledges that the Venue's appearance, decoration, layout and facilities may differ from those shown at the time of booking due to such upgrades or improvements.
The Venue reserves the right to determine the final design, decoration and layout of the Venue, provided that such changes do not materially affect the confirmed Event arrangements without reasonable notice to the Client.
Alcohol may only be brought into or consumed at the Venue with the Venue's prior written approval and subject to applicable laws and licensing requirements.
Smoking and vaping are permitted only in areas specifically designated by the Venue. All smoking-related waste, including cigarette butts, must be properly disposed of in the designated receptacles provided by the Venue. Any failure to comply with this policy shall result in a cleaning fee of RM500.00 per cigarette butt, which shall be charged to the responsible party by the Venue. The Client shall be responsible for such cleaning fee where the responsible party is the Client, its guest, employee, representative, vendor, contractor or any other person attending the Event under the Client's booking.
The Client shall not bring into the Venue any illegal, hazardous or prohibited substances, weapons, explosives or other dangerous items.
The Venue may remove or require the removal of any prohibited item or person from the Venue where reasonably necessary for safety or compliance purposes.
Fireworks, firecrackers, sparklers, pyrotechnics, open flames, highly flammable materials and similar items are strictly prohibited at the Venue unless expressly approved in writing by the Venue and permitted by applicable law and the relevant authorities.
The Client shall be responsible for any damage to or loss of the Venue's property caused by the Client, its guests, employees, representatives, vendors, contractors or any other persons attending the Event under the Client's booking, including damage arising from
The Client shall be responsible for the reasonable cost of repairing or replacing any damaged or lost property belonging to the Venue.
The Client shall leave the Venue in a reasonably clean and orderly condition after the Event and shall ensure that all rubbish, waste and other materials brought into the Venue by the Client or its guests, vendors, contractors or other persons attending the Event are properly removed.
Additional cleaning charges may be imposed where the cleaning required exceeds the Venue's normal post-event cleaning scope.
VVEC may charge reasonable cleaning and sanitation costs up to RM500.00 per occurrence for any person attending the Event who is caught vomiting in a public area of the Venue. The Client shall be responsible for payment of such fine where the person responsible is the Client, its guest, employee, representative, vendor, contractor or any other person attending the Event under the Client's booking.
The applicable fines, cleaning, repair, replacement and other charges may be deducted from the security deposit, where applicable, without prejudice to the Venue's right to recover any remaining balance from the Client.
The Client shall be responsible for any other reasonable costs, losses or expenses incurred by the Venue arising from damage to, loss of, or excessive cleaning of the Venue's property caused by the Client or any person covered under Clause 10.1.
Any cancellation of a confirmed booking by the Client must be submitted to the Venue in writing.
In the event of cancellation or early termination of the booking by the Client for any reason whatsoever, including but not limited to convenience, change of circumstances or non-utilisation of the Venue or services, all monies paid by the Client to the Venue prior to the effective date of such cancellation or termination shall be strictly non-refundable, non-repayable and non-creditable, save as may be otherwise determined at the sole and absolute discretion of the Venue.
The Client acknowledges that such payments are made in consideration of the Venue's commitment to the booking, allocation of resources, administrative costs, reservation of the Venue and loss of opportunity, and the Parties agree that such amounts are commercially agreed charges and shall not be treated as a penalty and are subject to applicable Law.
Nothing in this Clause shall exclude or restrict any rights or remedies that cannot lawfully be excluded or restricted under applicable Malaysian law.
A request to change the Event Date shall be treated as a request for rescheduling and shall be subject to the Venue's availability and the Venue's prior written approval.
The Client may request one (1) amendment to the Event Date free of charge, subject always to the Venue's availability and prior written approval. The amendment shall only be effective upon the Venue's written confirmation of the new Event Date.
Following the first approved amendment, any subsequent request to amend the Event Date shall be subject to a non-refundable administrative fee of RM2,000 for each approved amendment, payable by the Client prior to confirmation of the amended Event Date.
Any difference in pricing arising from the new Event Date, package, guest numbers, services or other applicable charges shall be payable by the Client.
For the avoidance of doubt, no request to amend or reschedule the Event Date shall be accepted or entertained within fifteen (15) days immediately preceding the original Event Date.
Where the Client's requested new Event Date is unavailable, the Venue may, at its sole and absolute discretion, decline the rescheduling request and treat the request as a cancellation, subject to the applicable cancellation terms under Clause 11, subject to applicable Law.
Any request to cancel or reschedule the Event Date, including any request arising from unforeseen circumstances remain subject to VVEC’s availability, operational requirements and applicable cancellation terms. VVEC may, at its discretion, offer an alternative arrangement without being obliged to do so, subject to applicable Law.
The Venue may cancel, suspend or modify an Event where reasonably necessary due to circumstances beyond its reasonable control, safety concerns, legal or regulatory requirements, damage to the premises, government direction, or other circumstances which make it impracticable or unsafe to proceed.
Where the Venue cancels an Event for reasons attributable to the Venue and not due to the Client's breach or circumstances beyond the Venue's reasonable control, the Venue shall provide alternative arrangement as may be applicable under the circumstances and applicable law.
The Venue shall not be responsible for losses incurred by the Client beyond the amounts properly refundable under the applicable booking terms and law, except where such liability cannot lawfully be excluded.
The Venue shall not be liable for any failure, delay or interruption in providing the Venue or services where such failure, delay or interruption results from circumstances beyond the Venue's reasonable control.
Such circumstances may include, without limitation:
natural disasters;
fire, flood or other serious damage;
epidemic or pandemic;
war, terrorism, civil unrest or public disorder;
government restrictions or directions;
power, water or utility failure;
strikes or industrial action;
serious building or infrastructure failure; or
other circumstances beyond the Venue's reasonable control.
The Venue shall, where reasonably practicable, notify the Client and discuss available alternatives, including postponement or rescheduling.
The Client shall:
provide accurate and complete information relating to the Event, including the Event purpose, programme, estimated number of guests, arrangements, activities and any special requirements, and promptly notify the Venue of any material changes;
make all payments and fulfil all payment obligations in accordance with the agreed payment schedule, quotation, booking confirmation and these Terms and Conditions;
comply with these Terms and Conditions, the booking confirmation and any reasonable rules, guidelines or instructions issued by the Venue in relation to the Event;
ensure that its guests, employees, representatives, vendors, contractors, performers and other persons engaged or permitted by the Client to attend or participate in the Event comply with the Venue's rules, safety requirements and reasonable instructions;
obtain and maintain, at its own cost, all permits, licences, approvals, consents and permissions required by applicable law for any activities, performances, entertainment, music, copyrighted content, equipment, installations or other arrangements organised or arranged by the Client in connection with the Event, including any applicable music licences, royalties and related fees, and ensure compliance with all applicable laws, regulations and requirements of the relevant authorities;
ensure that the number of guests and persons attending the Event does not exceed the Venue's permitted capacity or any maximum capacity specified by the Venue or relevant authorities, and comply with any seating, table, layout or occupancy requirements imposed by the Venue;
cooperate fully with Venue personnel in relation to safety, security, access, crowd control, emergency procedures, venue operations, set-up and other reasonable requirements relating to the Event;
promptly inform the Venue of any activity, arrangement or requirement that may reasonably affect the Venue's operations, safety, security, equipment or property;
ensure that all external vendors, suppliers, contractors and service providers engaged by the Client comply with the Venue's access, set-up, operating, safety and other applicable requirements; and
be responsible for the acts and omissions of the Client's guests, employees, representatives, vendors, contractors and other persons attending or participating in the Event under the Client's booking, to the extent provided under these Terms and Conditions.
Where the Client engages a DJ, live band, performer, entertainer or other person to provide music or copyrighted content at the Event, the Client shall be responsible for obtaining and paying for all licences, permissions, royalties and other fees required by applicable law.
The DJ, live band, performer or entertainer shall be responsible for providing and operating its own equipment unless otherwise agreed in writing with the Venue.
The Venue shall not be responsible for any fines, penalties, claims, losses, damages, costs or liabilities arising from or in connection with the Client's or its appointed vendors', contractors', performers' or service providers' failure to obtain, maintain or comply with any licences, permits, approvals, consents or authorisations required under applicable laws or regulations in connection with the Event, including but not limited to music, copyright, performance, entertainment or other activity-related licences or permits.
The Client shall be responsible for ensuring that its guests, including children, behave appropriately and comply with the Venue's rules and safety requirements.
Children must not be left unattended at the Venue and shall remain under the supervision and responsibility of a responsible adult at all times.
The Venue shall not be responsible for injury, loss or damage arising from the acts or omissions of the Client or its guests.
The Venue may enter the event area at any reasonable time for purposes including safety, security, maintenance, inspection, operational requirements or compliance with these Terms.
The Venue may require any person to leave the premises where that person's conduct:
presents a safety or security risk;
causes damage or threatens to cause damage;
seriously disrupts the Event or Venue operations; or
breaches applicable law or Venue rules.
VVEC may suspend or terminate an Event where reasonably necessary because of serious or material breach, non-payment, unlawful conduct, serious safety/security risk or material disruption, subject to applicable Law.
The Client and all persons attending or participating in the Event, including but not limited to the Client's guests, employees, representatives, vendors, contractors, performers and service providers, shall be solely responsible for the safekeeping of their own personal belongings, valuables, equipment and other property brought into or left at the Venue.
The Venue shall not be responsible or liable for any loss or damage to any such personal belongings, valuables, equipment or other property, regardless of the cause.
The Client shall inform its guests, employees, representatives, vendors, contractors, performers and other persons engaged or permitted by the Client to take appropriate precautions to safeguard their personal belongings and valuables at all times.
The Client and its guests, employees, representatives, vendors, contractors, performers and other persons engaged or permitted by the Client shall park their vehicles only in designated parking areas and at their own risk.
VVEC shall not be responsible or liable for any loss of or damage to any vehicle, its contents or personal belongings left inside the vehicle while parked at or within the Venue's premises.
To the extent permitted by law, the Client shall be responsible for loss, damage, cost or expense arising from the Client's breach of these Terms or the negligent, unlawful or improper acts or omissions of the Client, its guests, representatives, vendors or contractors and other persons engaged or permitted by the Client.
The Client shall indemnify the Venue against third-party claims, losses, damages, costs and expenses arising from the Client's breach of these Terms or the acts or omissions of the Client, its guests, vendors or contractors, except to the extent caused by the Venue's own negligence, wilful misconduct or other liability that cannot lawfully be excluded.
To the fullest extent permitted by law, VVEC shall not be liable for indirect, consequential, special, exemplary or punitive loss, loss of profit, revenue, business opportunity, anticipated savings or goodwill.
The Client, guests, employees, representatives, vendors, contractors, performers and other persons engaged or permitted by the Client are responsible, advised of and adhere to the VVEC Terms and Conditions as laid out.
The Client, guests, employees, representatives, vendors, contractors, performers and other persons engaged or permitted by the Client also undertake to ensure that no unacceptable behaviour, including the consumption of excessive alcohol, playing of loud music, or the use of abusive language occurs by any such person whilst on the premises of the VVEC.
VVEC shall not be liable for any injury, illness, death, loss or damage suffered by the Client, its guests, employees, representatives, vendors, contractors, performers or any other persons attending or participating in the Event, arising out of or in connection with the Event or their presence at or use of the Venue.
The Client shall be responsible for ensuring that its guests, employees, representatives, vendors, contractors, performers and other persons attending or participating in the Event comply with these Terms and Conditions, applicable laws and the Venue's reasonable safety requirements and instructions.
The Client shall be responsible for claims, losses, damages, costs and expenses arising from the acts or omissions of the Client or persons attending or participating in the Event under the Client's booking.
The Client acknowledges that photography, videography or other recording may take place during events at the Venue.
Where the Venue intends to use photographs or recordings of the Event for marketing or promotional purposes, the Venue shall obtain any consent required under applicable law.
The Client shall inform the Venue in advance of any specific restrictions relating to photography or recording at the Event.
The Client shall be responsible for obtaining any necessary consent from its guests, vendors or other persons where the Client itself arranges photography, videography or recording.
The Venue may collect and process personal data provided by the Client for purposes relating to booking administration, event coordination, payment processing, customer service, security, compliance and other legitimate business purposes.
VVEC shall process personal data in accordance with the Personal Data Protection Act 2010 (Act 709), as amended from time to time, applicable subsidiary legislation, regulatory requirements and VVEC’s applicable privacy notice/policy.
The Client shall promptly notify the Venue's representative of any issue, dissatisfaction or concern arising during the Event to allow the Venue a reasonable opportunity, where practicable, to investigate and address the issue.
Any complaint relating to the Event should be submitted to the Venue in writing within [7] days after the Event Date, together with relevant details and supporting information. The Venue shall review and respond to complaints within a reasonable period.
The submission, review or acceptance of any complaint shall not, by itself, entitle the Client to any refund, whether in whole or in part, reimbursement, discount or compensation. Any remedy, if applicable, shall be assessed by the Venue in accordance with these Terms and Conditions and applicable law.
Any failure or delay by the Venue in enforcing any provision of these Terms shall not constitute a waiver of its right to enforce that provision in the future.
If any provision of these Terms is found to be invalid, illegal or unenforceable, that provision shall be modified or severed to the extent necessary, and the remaining provisions shall continue in full force and effect to the extent permitted by law.
These Terms, together with the applicable quotation, booking confirmation, invoice and any other written document expressly incorporated into the booking, constitute the agreement between the Venue and the Client in relation to the Event.
Any amendment to the agreed booking terms shall be effective only when confirmed in writing by the Venue.
These Terms shall be governed by and construed in accordance with the laws of Malaysia.
The parties agree to submit to the jurisdiction of the courts of Malaysia, subject to any applicable statutory rights or jurisdiction of any relevant tribunal or authority.
VVEC reserves the right to amend, revise, update or replace these Terms and Conditions from time to time by publishing the revised version on its website.
The latest version published on VVEC's website shall apply to all bookings and Events, including bookings confirmed before the publication of such revised version. The Client shall be responsible for reviewing the latest version of these Terms and Conditions published on VVEC's website from time to time.
An art-inspired banquet destination where stunning spaces, refined details, and memorable celebrations come together.
E-L3A-01, Block E, Jalan Bayu Laut 15A/KS09, Kota Bayu Emas, Pendamar, 41200 Klang, Selangor, Malaysia.