Standard Terms and Conditions for Corporate Hospitality and Family Celebrations
Confirmation of booking
To secure a booking, a cleared deposit payment of £350.00 per service is required (catering, marquees or mobile loos). Upon confirmation of a booking, you are accepting our terms and conditions and the contents of our written quotation includin prices therein.
Cancellation of booking
Should you decide to cancel the booking subsequent to deposit payment, no deposit will be returned regardless of the reasons you decide to cancel the booking.
Subsequent to deposit payment, should you decide to cancel the booking for any reason whatsoever, with less than 90 days notice of the planned event date, payments totalling 50% of the anticipated invoice total must be paid. For cancellation within 14 days up to the day of the function, 100% of the balance is payable and non-refundable, regardless of the reason for cancellation.
Prices quoted
Prices quoted are valid for the number of guests attending in the written quotation to you. An increase or decrease in the prospective or actual numbers attending your event may effect (i) menu price per head (ii) overall waiting and equipment prices. As a guide, any fluctuation of less than 10 guests on the original price quoted will not affect the price per head, with any decrease in numbers in excess of 10 attracting a surcharge in the price per head.
Final number of guests
Final number of guests must be confirmed by letter, fax or e-mail, a minimum of fourteen days prior to the event taking place. The number of guests confirmed will be the minimum number of guests that will be charged for. We will make every effort to accommodate requests for an increase in numbers at short notice.
Final Payment
A final checklist will be forwarded for completion 6 weeks prior to the event, requesting final numbers, dietary requirements and confirmation of the services we are providing. We ask you to complete and return this checklist within 21 days of the event. On receipt of your completed checklist, we will prepare and forward a final invoice based on the information given.
Final full payment (cleared funds) will be required 14 days in advance of the event taking place. This payment will be based on the final number of guests confirmed 21 days prior to the event.
PLEASE NOTE, we are unable to accept any cancellations after receipt of your checklist, however we will endeavour to accommodate any last minute additions. Any additional expenses such as an increase in numbers or additional equipment required will be invoiced after the event and payable within 7 days.
Staff costs
The price that you have been quoted for your particular event includes the cost of staff as specified. However, your attention is drawn to the following: we will agree with you a planned dining time which includes a degree of flexibility, in as much as we are pleased to accommodate a later starting time of half an hour from the original agreed start time. A later start time will encounter staffing costs of £10.00 per hour per member of staff on duty.
Wedding packages, anticipating starter, main course, sweet and coffee together with champagne toast and cake cutting, are calculated on the basis of a complete period of two and a half hours from the agreed ‘sit-down’ time to the start of table clearance, including speeches. Any extension of this time will encounter staffing costs of £10.00 per hour per member of staff on duty. This is simply the cost of additional staffing time, including but not limited to, an occasion when a client books an event to start at 5pm, and in the final analysis does not start until 7pm, perhaps where photographs run on, or with very, very long speeches which contain slide shows or videos. In these instances, the whole period of foodservice is extended beyond our control and planned costs.
Bar services
Please note quotations for providing bar services include the bar staff & equipment only. All cases/boxes of alcohol should be transported to within 3m from the bar service area and staff will not be expected to carry heavy boxes from storage areas to the bar area itself.
Excess Food
PLEASE NOTE, it is our standard practise to remove all leftover food from site, unless by specific and prior agreement. This is in the interest of food safety, and once off site we can have no control over the safe storage of said leftover foodstuffs, and therefore would resolve ourselves of all responsibility appertaining to any consequential incidences of food poisoning. The signing of this document is taken as a disclaimer indemnifying us in advance from all liability should you wish leftover food to be left on site.
Table linen
PLEASE NOTE ~ tablecloths, particularly round table cloths are very expensive to replace at £50 each. Therefore we strongly recommend that you do NOT use any kind of candles and/or naked flames as table decorations unless the tablecloths are fully protected from ‘stray’ candlewax. Problems have arisen in the past from wax on cloths that cannot be removed. The same applies to FRESH PETALS, as the colour can often run into the linen. Dried petals are usually safe.
Damage/loss of equipment
You will be notified in writing within 48 hours of the event, of any table linen damaged (caused by burns, candle wax or petal staining) or substantial glass losses/breakages (exceeding 10) and invoiced post event.
PLEASE NOTE, any broken/missing glassware is charged at £1.00 per glass, and linen cloths at full replacement cost, (IRO £50.00), so it is therefore important you take this into account when planning your table decorations.
Power/water supply/food prep area
In the event of insufficient power and water supplies, for example, marquee functions, it is the responsibility of the client to ensure that an adequate catering tent with a sufficient power and water supply together with trestle tables for food preparation and plate clearance are made readily available and located within the food service area.
Rubbish removal
It is our standard practice to remove any food waste or packaging from site. Any empty bottles/cans resulting from the purchase of a drinks package will also be removed as a matter of course, however, empty bottles/cans resulting from clients’ own purchase of drinks will not be removed from site unless specifically agreed beforehand. Any waste removal WILL be chargeable pending the quantities involved.
Wedding cakes
We are pleased to set-up your cake, cut the cake, and distribute it to your guests with an evening buffet. However, any efforts that we make in this respect are those of goodwill and therefore cannot accept any liability as to the transportation of the cake, the set-up/ stability of the cake, and the consistency of the cake, more specifically, how it cuts.
PLEASE NOTE ~ the construction of individual cake boxes and subsequent cake cutting to size and packing into cake boxes is a not covered in our service and would therefore be a chargeable extra.
Spillages
In the event of any spillages of food or drink either directly or indirectly by our staff causing marking or staining to any garment worn by your guests, we will be pleased to cover any dry cleaning charges paid out by your guests to clean said garments as a gesture of goodwill. However, in the event that dry cleaning is not sufficient to remove any permanent staining, we cannot under any circumstances be held responsible for the replacement of said garments and would respectfully suggest that this is claimed for on the individual’s household insurance.
Equipment collection
Whenever possible, it will be agreed prior to the event that items of equipment eg. glassware, linen cloths etc may be left on site after our staff have left, to be collected in the following days. A collection charge will apply which may be costed into the original quotation. If, during the function, it is a clients’ express wish that items of equipment remain, or through no fault of our own, heavier items of equipment cannot be removed for safety reasons, a collection charge will be made and invoiced after the event. Equipment can be returned to our premises free of charge.
Barbecues and Spit Roasts
With prior notice, we can take precautions against possible oil/grease marks on patios and decking areas by using coconut matting. However, it should be noted that we cannot accept liability for any damage caused.
I/We the undersigned agree to the terms and conditions as stated
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(please keep one copy for your records and return the 2nd copy with your deposit)