This Event Hosting Agreement ("Agreement") is made between Phteah Yeay ("the Hotel", "we") and the person or organisation booking the event ("Client", "you"). It applies to weddings, parties, ceremonies, gatherings, performances, corporate functions, retreats, and any private use of Phteah Yeay venues, food, and service. It works alongside the Booking & Reservation Agreement, House Rules, and Liability Waiver, all of which apply to all event guests.
1. Event details
The specific date(s), times, venue(s), guest count, food/beverage package, vendor list, and contracted total form the "Event Details" recorded in the signed event confirmation.
2. Payment terms
- Booking deposit: 30% of contracted total, payable within 7 days of signing this Agreement to hold the date. The date is not blocked until cleared funds are received.
- Second instalment: 40% of contracted total, payable 60 days before the event.
- Final balance: 30% plus a refundable security deposit (USD 500–2,000 depending on size and venue), payable 14 days before the event.
- Above figures are USD and exclude 10% VAT, 2% Accommodation Tax, and 10% service charge unless otherwise stated. Government tax changes will be passed through.
- On-day extras (extra hours, additional bar consumption, breakage) are settled within 7 days of the event from the security deposit and balance to follow.
3. Cancellation & postponement
All cancellations and postponements must be in writing to events@phteahyeay.com. Force majeure events are governed by Section 11. Where the Hotel is forced to cancel by force majeure, the Client may choose, within 14 days, between a full refund or a credit valid for 12 months.
4. Capacity, times & noise
- Maximum capacities are set by safety code and the venue chosen. Exceeding stated capacity is grounds for the Hotel to refuse additional admission and, if necessary, terminate the event without refund.
- Music and amplified sound must end by 23:00 in outdoor areas and by 24:00 in indoor venues, in line with local noise regulations. Sound levels must not exceed agreed dB limits.
- Set-up time: 4 hours before event start (free); additional set-up hours are USD 50 per hour. Tear-down: 2 hours after event end (free); additional hours are USD 50 per hour.
5. Catering, beverages & alcohol
- All food and beverages must be supplied by Phteah Yeay or by approved catering partners. Outside food and drink are not permitted, except a wedding cake or culturally specific items by prior written approval (corkage / handling fees may apply).
- Final menus, dietary requirements, and allergens must be confirmed in writing 14 days before the event. We will use reasonable efforts to accommodate but cannot guarantee an allergen-free environment.
- Alcohol service is at the Hotel's discretion and may be refused to any guest reasonably believed to be intoxicated, under 18, or behaving inappropriately. The Client agrees the Hotel may stop alcohol service to specific guests or end bar service early without refund.
6. Third-party vendors & decor
- All external vendors (DJ, band, photographer, decorator, fireworks, etc.) must be disclosed in writing 14 days in advance and approved by the Hotel. Approved vendors must provide proof of valid Cambodian business registration and, where appropriate, public liability insurance of not less than USD 100,000.
- Decor must not damage walls, ceilings, floors, plants, or trees. No nails, screws, or strong adhesives. Open flame (candles, torches, fireworks) requires prior written approval and on-site fire safety arrangements at the Client's expense.
- The Client is responsible for the conduct, work quality, and behaviour of its vendors and must remove any vendor that fails to comply with site rules.
7. Insurance
For events of 50+ guests, the Client shall obtain and maintain event-day public liability insurance of not less than USD 100,000 (recommended USD 250,000 for events of 150+). A certificate of insurance naming Phteah Yeay as an additional insured must be provided 14 days before the event. The Hotel's own commercial general liability insurance does not extend to claims caused by acts or omissions of the Client, their guests, or their vendors.
8. Conduct, compliance & permits
- The Client shall procure all permits and consents required by Cambodian law (e.g., music/performance, fireworks, religious processions, sale of alcohol, broadcasting). The Hotel can advise but is not the regulator.
- The Client and its guests shall comply with House Rules and Cambodian law. The Hotel reserves the right to terminate an event in progress for serious breach (violence, drugs, discrimination, child safeguarding violations, gross damage) without refund.
- Any photography or filming for commercial purposes (e.g., wedding videography for sale) must be disclosed in advance. Use of the Phteah Yeay name, logo, or images without written consent is prohibited.
9. Indemnity & liability
The Client agrees to indemnify, defend, and hold harmless Phteah Yeay, its owners, directors, employees, contractors, and agents from any claim, damage, loss, expense (including reasonable legal fees), or liability arising out of (i) acts or omissions of the Client, the Client's guests, or the Client's vendors; (ii) breach of this Agreement; (iii) violation of Cambodian law during the event; (iv) damage to the property; or (v) personal injury to attendees, save where caused by Phteah Yeay's gross negligence or wilful misconduct.
To the maximum extent permitted by Cambodian law, the Hotel's aggregate liability under this Agreement is limited to the contracted total actually paid by the Client. The Hotel is not liable for indirect or consequential losses (lost revenue, lost goodwill, emotional distress beyond physical injury).
10. Damage & security deposit
The security deposit is held against damage, loss, breakage, excessive cleaning, and on-day extras. After event-end inspection, the unused balance is refunded within 7 banking days. Damage exceeding the deposit is invoiced and payable within 14 days. Charges follow the Damage, Loss & Incident Policy.
11. Force majeure
Neither party is in breach for failure caused by events beyond reasonable control (natural disaster, pandemic, government order, civil unrest, war, fire, flood, prolonged power outage, infrastructure failure). Where the event cannot proceed, the parties shall first attempt postponement within 12 months at the original price; if not possible, the Client may choose between a full refund of unused amounts or a transferable credit valid for 12 months.
12. Governing law & disputes
This Agreement is governed by Cambodian law. The parties agree to attempt amicable resolution first. If unresolved within 60 days of written notice, the dispute is referred to the competent Cambodian courts or, if both parties agree in writing, to mediation/arbitration through the National Commercial Arbitration Centre (NCAC). The Client expressly accepts the jurisdiction of Cambodian courts notwithstanding any other claimed forum.
Khmer-language version available on request. To inquire about hosting your event with us, write to events@phteahyeay.com.
Related: Booking Agreement · House Rules · Liability Waiver