
TERMS AND CONDITIONS
Pricing/Quotes
All quotes are based on current pricing advertised on menus, and are valid for a 12 month period. Should a client wish to confirm a booking following a 12 month period from the date of the initial quote, this may then be subject to a change in pricing. Pricing of our menus and services are reviewed by Vanilla Blue Catering generally on an annual basis and Vanilla Blue Catering reserve the right to change/update menu pricing as and when they see fit. All pricing is per head.
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Confirmation
Once the client confirms acceptance of an estimate, this becomes a contractual agreement and this is the point where our Terms and Conditions come into full effect. All Terms and Conditions must be read and understood by the client as this is the basis of the contractual agreement with Vanilla Blue Catering upon confirmation of booking.
Payment
Upon confirmation of booking, the following process will commence –
First payment – a deposit invoice will be raised for a non-refundable deposit of 25% of the gross balance (£250 will be due on bookings between £250 and £1000, and the full balance being due if the gross balance is £249 or less). Once the deposit is paid, the booking and date is confirmed with Vanilla Blue Catering. At this point, a pro forma invoice will be also be issued which will show full details of the booking, as per the quote agreed.
Second and final payment – All final details will start to be collated approximately 4 weeks prior to the event date, and these must be confirmed no later than 2 weeks prior to the event date, which is the point when the final balance for catering services is due in full.
A final invoice will be issued upon confirmation of all final details and the balance due in full no later than 2 weeks prior to the event date.
The client is responsible for all final details and the settlement of the account, with any queries regarding the invoice being raised immediately.
Payment is preferred via BACS, credit/debit cards are accepted.
Please do not pre-pay any monies based on a pro-forma invoice, for accounting reasons we cannot accept any payment against a pro-forma until the final details are confirmed, and final invoices are raised. Please note, no refunds will be given for any decrease in numbers once final details have been agreed and the final balance paid.
Final Details
All final details including numbers, dietary requirements and timelines are to be provided when requested, approximately 4 weeks prior to the event date. Any subsequent changes should be notified as soon as possible and will be due for payment immediately, although Vanilla Blue Catering are under no obligation to accommodate these changes. The deadline for confirmation of any details is 2 weeks prior to the event and no extension will be given on this deadline. Please note, no refunds will be given for any decrease in numbers once final details have been agreed and the final balance paid.
Cancellation
The customer acknowledges and recognises that Vanilla Blue Catering needs to purchase food and other consumables in advance of the Event at the time of a cancellation or a reduction in numbers of persons attending the Event the Supplier may have already purchased the food and other consumables and may not be able to use the food for any other Event, or the food may not be appropriate for any other Event that the Supplier is undertaking or food will deteriorate or become unfit for human consumption if not used by a particular date or by any given ‘use by’ dates.
Also when equipment and hired labour is needed to cater the Event. In the event of a cancellation or reduction in the number of persons attending the Event, we will still be required to pay for hire of equipment and hired labour whether or not the Event takes place or whether it takes place with fewer persons attending.
All deposit payments are non-refundable and this payment will be retained by Vanilla Blue Catering.
Any cancellation should be advised in writing to Vanilla Blue Catering as soon as possible.
If Client requests cancellation of this Contract 30 days or less days before the Event, Caterer shall be entitled to 100 percent of the Total Cost including the £250 deposit payment.
Non-payment prior to any event may be taken as a cancellation. Vanilla Blue Catering may take the decision to cancel an event should the client be in arrears of payment or be in breach of any of our Terms and Conditions.
Vanilla Blue Catering reserves the right to receive payment after termination of a contract/completion of an event subject to agreement.
Vanilla Blue Catering strongly recommends clients purchase wedding insurance independently where applicable upon booking for their own peace of mind.
Menus, Range and Availability
All goods and ingredients are offered subject to availability. If an item becomes unavailable or it is of insufficient quality for a client’s function, Vanilla Blue Catering reserves the right to make a substitution. Wherever possible the client will be notified of any changes in advance. Children under the age of 3 will not be charged for (subject to the menu being a sharing platter/buffet option only), and children aged between 3 and 9 will be charged at a proportion of the adult’s cost for a half sized adult meal or a set children’s menu. All other guests will be charged at full adult price. No supplements are offered for children’s menu, they are based strictly on a single choice only. All dietary requirements will be accommodated, and it is the client’s responsibility to outline the details of the requirements, including a full table plan showing where those people will be seated. Our Chefs will then adapt the menu choices to suit the requirement, or provide an alternative dish if necessary.
Access/Set Up
Vanilla Blue Catering will require reasonable access to the area of the event in order to deliver, set up and collect our equipment. This will include the use of lifts to upper and lower floors, the use of loading bays and vehicular access. Any access issues for events are to be advised to Vanilla Blue Catering in advance of the event. Set up details will be confirmed in advance with the client and will either be on the day of the event, or in advance if agreed. A set up charge will be outlined on each quote, and this is subject to change should a set up the day prior be required/requested.
Quality Assurance
Under the Government Food Hygiene regulation all cold food should be consumed with FOUR hours of delivery, Hot food should be consumed within 2 hours, thereafter it is your responsibility when food which is left unsupervised by the consent of the client is NOT covered under our Public Liability Insurance.
Damage or loss, plus items left behind
The client is responsible for any damage, breakages, or loss of any property belonging to both Vanilla Blue Catering, or any property hired for the clients function, however caused, and will be charged at the full replacement value. This applies to the period between delivery and collection. The client will report any damage to any equipment or structure to a representative of Vanilla Blue Catering as soon as possible.
Waste
Vanilla Blue Catering will remove all waste from site which has been created by Vanilla Blue’s team only and is not responsible for any other waste created by other suppliers.
Staffing
All service staff will be fully trained and in the correct Vanilla Blue Catering branded uniform. The number of staff required for each event will be detailed on each quote and we work from standard ratios for this allocation. Vanilla Blue Catering do not hire out catering or bar staff solely, without us providing any food or drink.
Data Protection
Vanilla Blue Catering strictly adheres to all current GDPR regulations and all data collated from each client or enquiry will be stored in the correct manner and not disclosed to any other party.
Liability
The client is responsible for all loses, damages and expenses at any venue we are required to cater at, arising from the behaviour or actions of either themselves or their guests, along with any contractors bought onto site etc. Vanilla Blue Catering will not be responsible for, and the client will indemnify the company, against all claims for injury to persons or loss of, or damage to the property and any of the garden areas howsoever caused, unless it is proven that such injury or damage be caused by fault material or workmanship, or negligence by the company. Should damage occur to client property caused by a member of the Saffron team, this should be reported immediately and followed up in writing, for our management team to discuss and review, potentially undertaking a full investigation.
Complaints
In the unlikely event of a complaint, the client should raise this in writing to Vanilla Blue Catering with a full explanation of the issue, within 7 days of the event. This will be acknowledged within 24 hours and an estimated timescale for any investigation will be provided at this point.
Vanilla Blue Catering reserve the right to amend and update these Terms and Conditions periodically. (Feb 25)