The Urban Retreat, central Seminyak
Events Terms, Conditions and Charges
What the three villas can hold, what it costs, and what we ask of you and your event organiser.
Before you book the day
The Urban Retreat Villas suit parties, gatherings and larger events. Three private villas, 12 bedrooms sleeping up to 35 guests, a gym and one roof terraces, and 3 swimming pool give you the room and the freedom to turn a celebration into a proper reunion.
Weddings, events and guest parties place a significant demand on a villa and its staff. These guidelines clarify the conditions under which a villa can be booked for an event or party, so guests enjoy the occasion and the villa and its team stay protected. The aim is to help guests and event organisers (EOs) host events that run well.
To make sure your celebration unfolds as you expect it to, please read the terms and conditions below. They set out every requirement, restriction and charge.
The Urban Retreat Villas specifications
| Website | https://www.boutiquevillas-bali.com/the-urban-retreat-bali/ |
| Location | Jl. Beraban No.47a, Kerobokan Kelod, Kec. Kuta Utara, Kabupaten Badung, Bali 80361 |
| Area | 1500 m² |
| Bedrooms | 12 Bedrooms with maximum occupancy up to 35 guests |
| Aspects | Central Seminyak |
| Event Capacity | Up to 50 guests |
A Guest Party is an exclusive social gathering limited to the Maximum Number of Guests specified for the respective villa or villas.
Guest parties
Guest party fee
If your guest party does not involve external suppliers, no event fees or security deposit will be necessary. Only the standard villa charge or a villa service fee (typically 20%) will apply to the actual cost of any additional food, drinks, equipment or services requested by the guests, such as birthday cakes, decorations or dance performances.
Guest party guidelines
Guest parties can be accommodated using the existing equipment and the in-villa chef, cooks and staff. This is usually done buffet or family style with a specific number of set dishes.
For guest parties exceeding the standard number of guests permitted at the villa, seating for all guests may not be feasible, which makes a cocktail-style arrangement necessary, and fees may then apply.
We recommend telling us at least one month before your arrival so we can organise any arrangements, as certain items (cakes, for example) take time to organise. The local villa manager or butler will be your primary contact for all guest party arrangements.
Guest parties with external suppliers
For any guest party or event involving external suppliers such as caterers, DJs or celebrants, the fees and security deposit will apply, as set out below. This is due to the increased risk of damage to the villa and the added complexity of organisation when external contractors are involved.
Events
An event is a private social gathering or celebration where the total number of guests exceeds the villa’s maximum capacity, or where external equipment (a sound system, for example) or contractors (external catering, dancers or DJs) are required or involved.
Each event requires prior approval from the owner and management, and must follow the standard booking conditions of the villa, including advance payment.
Event fees
An event fee is charged for hosting an event. The fee varies with the expected number of guests. It is included in the villa booking invoice and must be paid on the standard payment terms: a 50% deposit on confirmation, and the remaining 50% due 30 days before arrival.
| Event type | Fee |
|---|---|
| Small event (Villa guests only) | Rp 10,000,000 / US$600 |
| Standard event (<50 guests) | Rp 15,500,000 / US$950 |
Local permit fee
The Banjar fee, a local permit fee, is an additional charge required by the local community, known as the Banjar. It covers the cost of security and parking assistance provided on the day of the event.
| Event type | Local permit fee |
|---|---|
| Banjar fee, all events up to 50 guests | Rp 4,500,000 / US $250 |
Based on previous events, this is our expectation; the Banjar or the police may alter their stance. They might impose a fee, especially for events with loud music, or waive it for smaller gatherings and those without loud music. Fireworks require Banjar approval and may incur an additional fee for a police-issued permit. Thai fire lanterns are prohibited.
Security deposit
Hosting an event with external guests or contractors increases the risk of stains, breakages, cigarette burns and other damage, so a security deposit is required. The deposit, along with the relevant Banjar fee, must be paid on arrival at the villa. We aim to return the security deposit as soon as possible after the event, ideally before check-out and no later than 5 working days afterwards.
| Event type | Security deposit |
|---|---|
| All events up to 50 guests | Rp 8,000,000 / US $500 |
The event organiser (EO) is responsible for documenting any existing damage at the villa before the event. After the event, our local villa manager will carry out a full inspection to identify any new damage.
Guests are liable for any damage incurred at the villa during the event in accordance with our Standard Terms and Conditions. Compensation covers the cost of repairing or replacing any damage or breakage, and these amounts are deducted from the security deposit first.
Any damage caused by the EO’s staff, vendors or caterers is the sole responsibility of the EO. Should we be unable to recover these costs from the EO, the expenses will be deducted from the guest security deposit. It is therefore advisable for guests to check that the EO has suitable arrangements to cover any potential damage.
Event process
Boutique Villas will designate a single contact person for the entire duration of an event, from first contact to completion, and will inform the event organiser (EO) and guests accordingly.
Guests must appoint an experienced EO before confirming an event booking. The EO is responsible for coordinating all aspects of the event with Boutique Villas and the local villa staff.
The EO is required to submit an Event Plan at least 4 weeks before the event date. This plan should include an Event Summary, a Run Sheet and a Site Plan. Boutique Villas will review the Event Plan and provide feedback no later than 14 days before the event. Failure to submit the Event Plan on time may result in event cancellation.
The Event Plan should ensure that all preparations and deliveries before the event, and all cleanup and equipment removal afterwards, are completed within the agreed check-in and check-out times.
During and after the event, the EO must
- Be onsite for the entire duration, including setup, the event itself and cleanup. Local villa managers may deny entry to contractors until the EO is present.
- Provide all necessary staff for the event, including setup, equipment handling, event management and venue cleanup. Villa staff will continue to look after the villa and its guests.
- Arrange all required facilities and services, including:
- Catering and drinks
- Glassware and crockery
- Entertainment
- Decorations
- Celebrant
- Independent power source
- Use local community services where possible, such as flower girls, rindik and gamelan.
- Ensure EO staff and vendors do not smoke, eat or sleep on villa premises, except in designated areas approved by the local villa manager.
- Prevent vendors from entering guest areas without permission from the local villa manager.
- Restore the villa to its original condition as soon as practicable after the event, and within 24 hours, including cleaning all areas used and removing all rubbish and equipment.
Structures, music and power
Structures
Events often require structures that can cause long-term damage, particularly to lawns and swimming pools. To minimise damage, the EO must ensure:
- Structures such as marquees, service bars, pool platforms, dance floors and DJ booths are included in the Site Plan for Boutique Villas approval.
- Marquees are freestanding where possible.
- Staging and platforms have protective drop sheets before painting.
Music
Guests and EOs must be mindful of local community (Banjar) noise regulations. For The Urban Retreat Villas, the restrictions are:
- Live music (band) and DJ permitted until 11 pm.
- iPod music and the in-villa music system permitted until midnight.
- Reasonable house stereo system permitted after midnight, with appropriate sound levels determined by the villa manager.
Power
The villa’s electrical supply, including power, cabling and lighting, is generally insufficient for events. To avoid damaging the supply and to protect the villa from fire hazards, please follow these guidelines:
- Do not draw power from the villa supply.
- Supply a generator with a minimum of 40KVA.
- Avoid digging cables into lawns.
- Where possible, route cables along the edges of concrete or grass.
- Install cable traps in high-traffic areas, or where cables could pose a safety risk.
- Electric lanterns may be hung from trees using existing nails only.
- Secure heavy lighting with metal braces rather than hooks and nails.
Fireworks and paper lanterns
Parking and weather
Parking
The parking area at The Urban Retreat Villas is reserved for guest arrivals and departures, drop-off and pick-up only. There is no on-site parking for event organisers or suppliers. Paid parking is available nearby at Beraban Square, and guests are encouraged to use drivers or taxis for events wherever possible.
Weather
The best conditions for events run from April to October, though onshore trade winds peak in July. EOs should plan for rainy season conditions, November to March, and make appropriate arrangements. A marquee is compulsory for large or very large events during the rainy season months in Bali (November to March) to protect against adverse weather. The Urban Retreat Villas does not have sufficient indoor space to accommodate all guests for large events. The marquee should have clear plastic side curtains and proper flooring, and a professional vendor must ensure the quality of the structure.
The Urban Retreat specifics
Event space
The Urban Retreat Villas is a 3 villa complex set on 1500m² of land in the centre of Seminyak, a short walk from Eat Street.
Villa Satu
350 sqm, 3 bedroom villa. The first of the three villas and the smallest of the Urban Retreat trio. We recommend the kitchen and surrounding area be used for preparation and storage, as there are no large spaces available for gathering or groups in this villa.
Villa Dua
450 sqm, 5 bedroom villa. The largest of our three villas can be used for gathering or set up for the event. Please note that access to the roof is via the living space of the villa and there is no guest bathroom on this floor, so a bathroom attached to a bedroom on the first floor, or the guest bathroom on the ground floor, would need to be coordinated.
Villa Tiga
400 sqm, 4 bedroom villa. This villa has the largest pool area as well as the roof terrace available. A semi-seated gathering could be arranged in the pool area, or alternatively on the roof terrace. The guest bathroom is accessible at the bottom of the stairs from the roof terrace.
Kitchen and bar
All three villas have a stove top and large fridge and freezers. As these are designed for the occupants of the villa only, we recommend that all catering is prepared off site, and only plating and set ups arranged at the villa.
Guest toilets
All villas have a guest toilet available in the living areas.
Force majeure
Neither party shall be considered in default of this agreement, nor shall it hold the other party responsible for any cessation, interruption or delay in the performance of its obligations (excluding payment obligations) due to causes beyond its reasonable control, including but not limited to earthquakes, floods, fires, storms, natural disasters, acts of God, war, terrorism, armed conflict, labour strikes, lockouts, boycotts or similar events. The hirer is responsible for obtaining event insurance.
Cancellation policy
Our standard cancellation policy for accommodation applies to all event bookings at The Urban Retreat Villas:
- For cancellations made more than 30 days before check-in during low and mid season, and more than 90 days before check-in during high or peak season, we will refund the full deposit amount (50% of the total booking) minus a US$50 administration fee and any relevant bank charges or exchange rate differences.
- For cancellations made more than 30 days before arrival, we will waive the obligation to pay the remaining 50% of the booking amount.
- For cancellations made within 30 days of arrival, payments are non-refundable unless otherwise agreed by Boutique Villas Bali.
In the event of cancellation, any additional payments, including event fees, Banjar payments and extra guest payments, will be refunded in full provided the cancellation is made at least 7 days before check-in. If cancellation occurs within 7 days of check-in, we reserve the right to deduct any costs already incurred, such as Banjar fees, food, drink and decorations at the villa.
We strongly recommend that all guests buy travel insurance to cover any unforeseen emergencies that may affect their stay.
Planning an event at The Urban Retreat
Send us your dates and guest numbers and we will confirm which villas you need, which fees apply, and what your event organiser has to submit.
