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Terms and Conditions – from October 2017

  1. Booking Your Date with Cloverdale Catering
    1. All event bookings must be confirmed in writing by the Client.
    2. A non-refundable deposit is required to secure Cloverdale Catering for the date of your event.
    3. All bookings are subject to minimum guest numbers, these will be confirmed in writing by Cloverdale Catering to the Client.
  1. Booking Deposit
    1. A booking deposit figure (subject to the inclusion of VAT) will be provided to the Client in writing by Cloverdale Catering once your booking confirmation is received. This deposit will be deducted from the total event costs which will be issued to the Client no later than one month prior to the event (please see our Payment terms below).
    2. Payment methods available include bank transfer, debit card, credit card, cheque and cash. Note that credit card transactions will incur a 3% admin fee (from 13th January 2018 credit card transaction fees will not apply).
  1. Additional Deposit
    1. An additional deposit will be required for all non-service bookings when black trays, glassware, crockery or utensils etc. are provided by Cloverdale Catering for use by the Client during their event.
    2. £100.00 will be added to the total event costs (and processing with the booking deposit above) and refunded via bank transfer or debit card following the return of all items (in full and undamaged) to Cloverdale House. Any items not returned will be chargeable and the additional deposit will not be refunded.
  1. Booking Confirmation
    1. Once the Clients deposit/s have been received a receipt will be issued by Cloverdale Catering together with a formal confirmation letter which will include your draft menu, event summary and estimated costs based on the number of guests and selections made by the Client.
    2. Once a date has been secured a client tasting session is possible for bookings with a minimum of 80 guests. Sessions can be arranged mid-week only from 1pm-2.30pm and are subject to the event type and menu selected.
  1. Variations to the Price
    1. All bookings are subject to minimum guest numbers which will be confirmed by Cloverdale Catering at the time of booking.
    2. Where children are attending – if over 7 years of age they are payable at the same rate as adults, if under 7 years of ages they are chargeable at half the adult price (subject to minimum numbers mentioned above). Children under 3 years will be free of charge.
    3. Any variation to menu selections for children must be discussed with Cloverdale Catering as soon as possible so menus can be revised accordingly.
  1. Payment of Total Event Costs Prior to Event
    1. Payment in full is required for all catering services to be provided by Cloverdale Catering prior to the event. Final guest numbers must be confirmed to Cloverdale Catering no later than one month prior to the event.
    2. The information provided at this point will be used to produce your total event cost invoice, arrange staff and co-ordinate with your venue. Once our invoice is received by the Client payment must be received no later than three weeks before the event.  After final numbers have been provided to Cloverdale Catering we are happy to accept any increases in requirements however no reduction will be possible.
    3. Should Cloverdale Catering be advised of any increases following payment and less than two weeks prior to the event, Cloverdale Catering reserve the right to accept these and will raise an additional invoice following the event for these guests or extras food needed, payment will then be due for immediate settlement by the Client.
  1. Cancellation Charges
    1. In the unfortunate event of a booking having to be cancelled confirmed in writing will be needed by the Client. Your deposit will be retained and the following charges will be incurred
      1. Cancellation received with less than two months notice prior to the event – 50% of total event cost.
      2. Cancellation received less than one month prior to the event – 100% of the total event cost.
    2. The total event cost will be based on the numbers of guests scheduled, at the agreed price per head + VAT.
    3. Any additional costs incurred by Cloverdale Catering in preparation of the event up until the time of cancellation will be charged to the Client. This is to cover any losses caused to Cloverdale Catering for administration costs, travel, supplies etc. and will be discussed fully in event of cancellation.
  1. Dietary Requirements and Allergies
    1. Cloverdale Catering will endeavour to provide suitable adaptions to the Clients menu for any guests with special dietary requirements or allergies. We cannot however take responsibility for any guests unless advised in advance (no less than 25 working days prior to the event).
  1. Clients Food and Drinks
    1. We accept no liability for any food supplied to the Client by another caterer (or food products suppliers by the Client themselves) in additional to those arranged by Cloverdale Catering.
    2. Where the Client has made additional arrangements (for example an evening hog roast) Cloverdale Catering will require a Food Disclaimer Form will be completed and returned no later than 25 working days prior to the event.
    3. Cloverdale Catering will happily serve a Clients arrival drinks, table wines etc. during their event subject to waitress fees or corkage, please ask for further details.
  1. Client’s use of Cloverdale Catering’s Property and Clients Personal Property or Gifts
    1. The Client agrees to pay for any loss or damage to any equipment, crockery, cutlery or glassware supplied by Cloverdale Catering for the event, including any issues caused by the Client guests.
    2. The use of candles by the Client for centre pieces or decoration where Cloverdale Catering have supplied table linen is strictly prohibited.
    3. Any damaged linen because of the use of felt tip pens will result in an additional charge payable by the Client after the event (a separate area for colouring can be arranged with suitable table coverings, please ask for details)
    4. Cloverdale Catering will not be held responsible for the theft, lost or damage to any personal effects of the Client or gifts brought onto premises by the Client guests.
  1. Liability of Cloverdale Catering
    1. Cloverdale Catering accept no liability under any claim whatsoever arising (be it by negligence or otherwise) for any loss over the figure of the existing Cloverdale Catering Public Liability Limit of Indemnity. Note that this figure which may change from time to time, is available upon request together with a copy of our Certificate.
  1. Force Majeure
    1. Cloverdale Catering shall incur no liability to the Client if performance of the contract is prevented or hindered by any case whatsoever beyond Cloverdale Catering’s control and in particular but without prejudice to the generality of the foregoing, by act of fire, flood, subsidence, sabotage, accident, strike, or lock out and shall not be liable for any loss or damage resulting there from suffered by the Client.
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