e: info@sinclairskitchen.co.uk ​  t: 01307 818 080 

EVENT CATERING BOOKING TERMS & CONDITIONS

Please see below our standard terms and conditions below.


TERMS AND CONDITIONS

A written confirmation from The Client to proceed with the Booking is subject to acceptance of our quotation and terms & conditions.

BOOKING

All dates remain as open and book-able until such time as a 40% deposit payment and written confirmation has been received.
Where menu prices have been quoted for a specific number of guests or are based on a minimum number of guests, any changes in final guest numbers may affect the final menu price. The Client agrees to confirm the final menu requirements, service requirements and final catering numbers 10 working days prior to the event date, after which time any decrease in numbers cannot be accepted and the full charge will be payable. If final catering numbers are lower than the required minimum guest numbers as quoted on the menus, the price for the required minimum guest numbers remains payable in full.
At times it may be necessary due to seasonal or supplier circumstances beyond our control to vary the menu. Substitutes will be of equal value and we will endeavour to inform you of any changes prior to your event.
Where staff fees are applicable, the quotation provided will be based on the estimated length of time staff are required. Where events extend beyond the estimated time an additional charge will be made at the appropriate hourly rate.

All pricing is inclusive of VAT unless otherwise stated. VAT is chargeable on all services provided within the UK.

 

PAYMENT

A non returnable deposit of 40% of the total contract price is payable to secure your booking for the specified date. The remaining balance will be adjusted as per final confirmed requirements and is payable by 10 working days prior to the specified event date and within 14 days of the invoice date. Payable by online BACS transfer. Cheque and card payments cannot be accepted.
A final invoice for any monies outstanding for elements of the Contract which are to be charged on consumption, which cannot be foreseen ahead of the specified event date or which pertain to additional goods or services added during the event itself, will be issued post-event and is payable within 14 days of invoice date.
All payments must be made in GBP sterling.

 

CANCELLATION

The Client(s) may only cancel the Contract (whether in whole or in part) with Sinclair’s Catering Ltd ’s previous written consent, which shall be given or withheld at Sinclair’s Catering Ltd ’s sole discretion and upon such terms as Sinclair’s Catering Ltd deems fit.

Upon receipt of deposit & signed Booking Agreement you have accepted the terms. The following charges will apply in the event of a cancellation:

  • Less than 14 days notice – 100% of the balance charged
  • Between 14 and 30 days notice -  75% of the balance charged
  • More than 30 days notice – 40% of the balance charged


Although the deposit may not be sufficient to cover the above charges, accepting these terms you are contractually bound to honour the cancellation policy. In the event of a cancellation, an invoice will issued for the relevant amount, and payment will be required within 14 days.

Without prejudice to any other rights or remedies you may have, Sinclair’s Catering Ltd reserves the right to cancel any booking and will use all endeavours to provide you with at least 3 months written notice of the cancellation (and where reasonably possible such notice period will be increased).  Upon such cancellation, Sinclair’s Catering Ltd will promptly return all monies paid to Sinclair’s Catering Ltd by you, without further compensation.
You must ensure that you have adequate cancellation insurance or other such contingency insurance in place in respect of the Booking.

 

POSTPONEMENT

The Client(s) may only postpone the Contract (whether in whole or in part) with Sinclair’s Catering Ltd ’s previous written consent, which shall be given or withheld at Sinclair’s Catering Ltd ’s sole discretion and upon such terms as Sinclair’s Catering Ltd deems fit.
In the event that postponement of the contract is agreed by Sinclair’s Catering Ltd, the Company agrees that a new specified date for the fulfilment of the contract will not be unreasonably withheld and will offer a similar date (same day of the week and same time of year) with no extra fees being applied. 
If the Client wishes to change the specified date to that on a different day (eg. from weekday to weekend day) or to a peak time of year (eg. from Oct/Nov or Jan-Mar to a date in April – September or December), or in the event that the delay in fulfilling the contract results in additional costs being incurred by Sinclair’s Catering Ltd, including but not limited to increases to food, beverage and other supplier costs, changing availability of suppliers in order to provide like for like provisions and services as previously agreed with the Client(s), staff costs as a result of increases in National Minimum Wage and National Living Wage, inflation, government taxes, government intervention or requirements, Sinclair’s Catering Ltd reserves the right to apply a postponement fee to cover additional costs. 

 

EQUIPMENT HIRE

Crockery, cutlery, glasses and linens are available for hire. The client is responsible for any loss or damage to hired equipment. All losses or damages caused by the Client or their guests will be charged the full replacement cost. £100 refundable damages deposit (less replacement costs for damaged/lost items) will be charged on all bookings and must be reclaimed by The Client within 30 days post event date. Where loss/damages replacement costs exceed the £100 damages deposit, The Client remains liable for the full replacement costs and will be invoiced post event.
The Client is strongly advised to take out full insurance cover for the event and particularly for any breakage, damage or loss of hired equipment as no claim can be accepted by Sinclair’s Catering Ltd. No responsibility can be accepted for injury caused by the use of hired equipment. Waiting staff hired at an event will be responsible for all clearing and packing of equipment provided by us. If none of our staff have been engaged, hired equipment should be scraped clean and left packed for collection.

 

SAFE WORKING ENVIRONMENT

The Client(s) agree(s) to ensure the appropriate behaviour of all attendees at the event, and additionally agree(s) to undertake best efforts to ensure that all parties involved in the event, including but not limited to The Client(s), hired vendors, all guests and all attendees, behave in a manner that provides Sinclair’s Catering Ltd staff with a safe work environment. Any threatening, hostile, inappropriate, or offensive behaviour of any kind, and any other behaviour that compromises the safety or well-being of Sinclair’s Catering Ltd staff, results in damage to equipment or constitutes a hostile work environment (including, but not limited to verbal or physical abuse, threatening behaviour, unwelcome sexual advances, verbal or physical conduct of a sexual nature) will not be tolerated.
In the event of circumstances deemed by either Sinclair’s Catering Ltd staff, or a bystander, to present a threat to safety or implied threat of injury or harm to staff or equipment, Sinclair’s Catering Ltd reserves the right to cancel all services remaining under this Agreement and leave the event. At Sinclair’s Catering Ltd discretion, Sinclair’s Catering Ltd staff may enact a three-strike policy. After the first offense, Sinclair’s Catering Ltd will make reasonable efforts to notify the Client(s) or a responsible party. If the Client(s) is/are able to respond to the threatening or situation in a reasonable amount of time (maximum of 15 minutes), Sinclair’s Catering Ltd shall resume work in accordance with the original terms of this Agreement. If the threatening behaviour occurs for a second time or staff safety remains under threat, the Client(s) will agree to remove the offending person for the remainder of the event. If the behavior occurs a third time, Sinclair’s Catering Ltd will immediately leave the event and the Client(s) expressly agree to relieve and hold Sinclair’s Catering Ltd harmless as a result of incomplete fulfilment of this contract, or for a lapse in the quality of the Sinclair’s Catering Ltd provisions or services as a result, and the Client(s) remain responsible for payment in full and no refunds will be given.
The Client(s) agree to undertake best efforts to ensure that all parties involved in the event, including but not limited to The Client(s), hired vendors, all guests and all attendees, comply with all current UK government requirements and recommended guidelines for COVID-19 or any other situation requiring compliance of the population, including but not limited to limiting to maximum guest numbers for large gatherings, ensuring social distancing guidelines, use of personal protective equipment, collection and sharing of personal data for NHS test and trace.
Sinclair’s Catering Ltd will maintain Health & Safety Risk Assessments, a general Health & Safety Policy and Covid-19 Risk Assessment and  Covid-Safe Procedures Policy and agree to undertake best efforts to ensure that all Sinclair’s Catering Ltd staff operate in line with these policies and in a manner to ensure the safety of all parties involved in the event.

 

LIMITATION OF LIABILITY

All warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the Contract. Nothing in the Contract limits or excludes our liability for: (i) death or bodily injury caused by Sinclair’s Catering Ltd ’s negligence; or (ii) any fraudulent misrepresentation by Sinclair’s Catering Ltd or any fraud perpetrated by Sinclair’s Catering Ltd .

Sinclair’s Catering Ltd’s total liability to you arising out of or in connection with the Contract shall not exceed the Contract price. Sinclair’s Catering Ltd shall not be liable to you for any indirect or consequential loss, damage or expense arising out of or in connection with the Contract, including but not limited to any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses and loss of use.
Sinclair’s Catering Ltd will maintain a general liability insurance policy.


The Booking is made on the understanding that Sinclair’s Catering Ltd is made available to you on the Specified Event Date. Sinclair’s Catering Ltd does not accept any liability for non-completion of the contract or delays of the event caused by any “Force Majeure” event or circumstances beyond the reasonable control of Sinclair’s Catering Ltd including but not limited to failures in the facilities of the host venue provided by The Client, adverse weather conditions, traffic accident or road closure, civil riots or strikes, war. fire, flood or any other act of God or natural disaster, pandemic, epidemic, interventions or restrictions imposed by UK government (including but not limited to the closure of the venue under schedule 22 of the Coronavirus Act 2020, national or local government restrictions or restrictive guidelines of large gatherings due to COVID-19, or for any other reason), interruption or failure of utility services, any other event which is beyond the reasonable control of Sinclair’s Catering Ltd. Such an event does not constitute cancellation of the contract. Both Sinclair’s Catering Ltd and The Client(s) agree to resume their contractual obligations once the adverse event no longer prevents us from doing so and a new specified date for the fulfilment of the contract has been agreed by both parties.


You must ensure that you have adequate cancellation insurance or other such contingency insurance in place in respect of the Booking.