It covers the food and service I’m providing for your date, along with the practical handovers that keep timing steady: access, setup, service flow, clearing, and pack-down.
If you have an accepted proposal or booking email from me, that sits alongside this agreement for the menu, schedule, and pricing. If anything conflicts, I’ll flag it and I won’t assume. The work runs on the terms below so you always know what happens next and what I need from you.
What you get
I provide full-service catering for your event on the date and at the location set out in the accepted proposal or booking email. That includes planning the run sheet with you, checking access and facilities, preparing the food, delivering it, setting up on site, running service, and clearing down so the space is left in good order.
Your proposal lists the exact deliverables for your booking. In practice, that normally includes:
* Delivery and load-in * On-site setup * Food service * Drinks reception support * Clearing and reset * Pack-down and departure
Holding the date
I can only hold your date once two things have happened: you’ve signed this agreement and you’ve paid the 30% retainer. Until then, I may still talk through menus and logistics with you, but I can’t promise the slot will stay open if another confirmed booking comes in.
The retainer is what reserves the date and protects the prep time I block out for you. If you cancel, whether any of the retainer comes back depends on the cancellation timing for your event. I set those cut-offs in writing for your date so you can see them before you commit.
Payment
The price is paid in two parts. A 30% retainer is due when you sign this agreement. Once it’s paid, your date is reserved in my calendar and I start locking in the planning and prep.
The remaining 70% is due before the event, once final numbers are confirmed. I’ll set the due date on the balance invoice so I can shop, prep, and schedule service properly. I invoice the retainer and the balance separately. Every invoice is payable within 14 days of its date.
Final numbers
Before I can order and prep with confidence, I need your final guest count and your confirmed dietary needs. I’ll give you a final-numbers deadline for your date in writing. By that deadline, you’ll send me: the headcount, any children’s counts if it affects portions, a list of allergies and dietary requirements, and any access notes that affect timing (load-in time, lift use, stairs, parking, power, fridge space, oven or hob access).
After the deadline, I plan and buy to that number. Even if fewer people attend on the day, the balance is charged on the final number you confirmed, because the food and prep time are already committed.
Changes
If you want to change the plan after signing, tell me in writing (email is fine). Common changes are guest numbers, service timing, the menu, adding a drinks reception, or changing the space layout. I’ll look at what the change does to shopping, prep time, equipment, and service flow, then I’ll price it. I only act on a change once you’ve confirmed it in writing so the run sheet and the invoice stay aligned.
Some changes stop being realistic close to the date, even if you’re happy to pay, because suppliers, prep time, and service timing have limits. I’ll be straight with you about what I can still do and what I can’t, and I’ll suggest the simplest alternative that keeps food landing on time.
Food and allergens
I’ll send you a menu and allergen plan to approve. You’ll give me dietary requirements and allergy information in writing by the final-numbers deadline I set for your date. I can only plan safe food handling and clear labelling from the information you give me, so please don’t rely on messages passed through guests on the day.
On the day, I label dishes and serving items so guests can identify what they’re taking at the table. Once service is finished, any food I’ve put out is considered time-limited. If you want to keep leftovers, tell me before service ends. I’ll pack down what’s suitable to take, and once it’s handed over, storage, reheating, and consumption are your responsibility.
Other suppliers
If your event includes other suppliers such as a venue coordinator, planner, florist, rental company, bar team, band, or photographer, I’m happy to work alongside them. To keep timing tight, I may ask for one named contact on the day who can make quick calls on room access, speeches, and schedule changes.
Unless we agree otherwise in writing, you book and pay other suppliers directly and their terms sit between you and them. If you ask me to hire in service staff or specialist kit as part of your catering, I can do that and include the cost in your quote. If the schedule changes and staffing needs change, I’ll update the invoice before the day.
Extra time
Your booking covers the service window and the tasks set out in the proposal. If the schedule runs late or you ask me to keep serving beyond what was booked, that is additional time. I charge extra time at my own rate, and I’ll tell you what that rate is in writing for your date.
I’ll always try to flag a likely overrun before it happens, so you can decide whether to extend service, switch to a simpler finish, or start clearing earlier. If the event runs over unexpectedly and I’m already committed on the floor, I’ll keep things safe and orderly first, then I’ll confirm the extra time with you by email afterwards and invoice it.
Moving the date
If you need to move the date, tell me as soon as you know. I’ll check availability and talk through what has already been ordered or prepped. If I can move the booking to a new date that works for both of us, I’ll confirm the new date in writing and I’ll tell you whether the retainer moves with it or whether any part needs to be topped up because costs or scope have changed.
Sometimes something outside anyone’s control stops the event going ahead as planned, such as a venue access issue, travel disruption, or a sudden restriction that makes the event impractical. In that situation, I’ll work with you on the simplest workable option: reschedule if possible, or scale the service to what can run safely. Any money already spent on food, hire items, or staffing that I can’t recover still needs to be covered.
What I’m responsible for
I’m responsible for providing the food and service described in your booking, and for running it in a safe, organised way based on the information you give me. I’m not responsible for problems caused by missing or incorrect details from you, such as unreported allergies, wrong headcounts, or access limitations that stop me setting up when planned.
I’m also not responsible for venue services I don’t control, like power supply, refrigeration on site, lift access, heating, or kitchen equipment availability. If something on site puts food safety or service timing at risk, I’ll tell you straight away and we’ll agree the safest workable adjustment.
Cancellation
If you need to cancel, tell me as soon as you can in writing. Cancelling affects real costs because I’m holding the date, turning down other work, and committing to orders and prep time as the day gets closer.
The amount I keep depends on how close the cancellation is to the event date. I set the cut-offs and the amounts for your date in writing so you can see exactly what applies. In general, the closer you cancel, the more I’ll need to keep to cover work already done and costs I can’t unwind. If I’ve already paid for food, hire items, or hired-in staff that can’t be refunded, those costs still need to be covered even if they fall outside the cut-off steps.
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