1. Booking and Confirmation

1.1 A booking is not confirmed until the Client has accepted the quotation and paid the required booking fee.

1.2 Upon receipt of the booking fee, the Caterer will reserve the event date and commence planning and preparation for the event.

1.3 The Client is responsible for ensuring that all information provided regarding the event is accurate, including guest numbers, venue details, dietary requirements, and event timings.

2. Booking Fee

2.1 A non-refundable booking fee of 25% is required to secure the event date.

2.2 The booking fee reserves the Caterer’s services exclusively for the Client’s event date and compensates the Caterer for administrative work, planning, and the loss of alternative booking opportunities.

2.3 The booking fee is non-refundable under any circumstances, including cancellation by the Client.

3. Payments

3.1 The remaining balance must be paid no later than fourteen days before the event date unless otherwise agreed in writing.

3.2 Failure to make payment by the due date may result in cancellation of the booking by the Caterer.

3.3 Any additional services requested after confirmation may incur additional charges.

4. Cancellations

4.1 Any cancellation by the Client must be made in writing.

4.2 The booking fee is non-refundable and will not be returned in the event of cancellation.

4.3 In addition to the non-refundable booking fee, the following cancellation charges shall apply: • More than 60 days before the event date: No further charge. • 31–60 days before the event date: 25% of the remaining balance. • 15–30 days before the event date: 50% of the remaining balance. • 14 days or less before the event date: 100% of the remaining balance.

4.4 Any costs incurred by the Caterer prior to cancellation, including but not limited to special-order ingredients, venue fees, equipment hire, or third-party supplier charges, may be charged to the Client where such costs cannot be recovered by the Caterer.

5. Guest Numbers

5.1 Final guest numbers must be confirmed no later than fourteen days before the event.

5.2 Once confirmed, guest numbers cannot be reduced, and the Client will be charged based on the confirmed numbers.

6. Dietary Requirements and Allergies

6.1 The Client must notify the Caterer of any dietary requirements, allergies, or food intolerances before the event.

6.2 Whilst every reasonable effort will be made to accommodate dietary requirements, the Caterer cannot guarantee an allergen-free environment due to the risk of cross-contamination.

7. Product Availability and Substitutions

7.1 Whilst every effort will be made to provide the menu items specified in the quotation, the Caterer reserves the right to substitute ingredients, products, or menu items where necessary due to seasonal availability, supplier shortages, quality concerns, or circumstances beyond the Caterer’s reasonable control.

7.2 Any substitute item shall be of equal or greater quality and value than the item originally specified.

7.3 Where a significant menu change becomes necessary, the Caterer will endeavour to notify the Client as soon as reasonably practicable. 7.4 The Caterer will take reasonable steps to ensure that any substitutions continue to accommodate any dietary requirements, allergies, or food intolerances previously notified by the Client.

8. Buffet Service and Food Safety

8.1 In accordance with food safety guidelines, buffet food must not remain available for consumption for more than four (4) hours from the time it is set out for service.

8.2 The Caterer advises that buffet food should not be consumed after the four-hour service period. Where the Client nevertheless chooses to retain any food after service, such food is accepted entirely at the Client’s own risk. The Caterer accepts no liability for the quality, safety, or suitability for consumption of any food retained, stored, transported, or consumed after the Caterer’s service has ended.

8.3 The Caterer shall not be liable for any illness, injury, loss, or damage arising from food consumed after the four-hour service period or after the food has left the Caterer’s control.

9. Venue and Access

9.1 The Client must ensure that the Caterer has suitable access to the venue for delivery, setup, service, and collection. 9.2 Any parking charges, access fees, or venue-related costs incurred by the Caterer may be charged to the Client.

10. Equipment and Damage

10.1 The Client shall be responsible for any loss of or damage to catering equipment, crockery, cutlery, serving equipment, or other property belonging to the Caterer caused by the Client, guests, or venue staff.

10.2 The cost of repair or replacement may be charged to the Client.

11. Liability

11.1 The Caterer’s liability for any claim arising from the provision of services shall be limited to the amount paid by the Client for the event. 11.2 Nothing in these Terms and Conditions shall limit or exclude liability for death or personal injury caused by negligence, fraud, or any other liability which cannot be excluded under applicable law.

11.3 The Caterer shall not be liable for delays or failure to perform due to circumstances beyond its reasonable control.

12. Force Majeure

12.1 Neither party shall be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control.

13. Acceptance

13.1 The Client acknowledges that they have been provided with a copy of these Terms and Conditions prior to making payment of the booking fee.

13.2 Payment of the booking fee constitutes acceptance of these Terms and Conditions and forms a binding agreement between the Client and the Caterer.

13.3 These Terms and Conditions form part of the agreement between the Client and the Caterer.

By paying the booking fee, you confirm that you have read, understood, and agree to The Merry Widow Terms & Conditions.