1. About these terms
These terms apply to consumer bookings made with Affie & Co for private catering, private dining and event catering. Separate written terms may apply to business or corporate bookings where agreed in the quotation.
2. Quotes and booking confirmation
Every event is quoted individually based on the agreed menu, guest numbers, location, staffing, equipment and other event requirements. A booking is not confirmed until the client has accepted the quotation or booking summary and the required booking payment has been received.
3. Booking payment
A 25% booking payment normally secures the agreed event date. This payment forms part of the total event price. If the client later cancels, any amount retained or additionally charged will be limited to a fair amount that reflects Affie & Co’s genuine losses and costs caused by the cancellation, after taking reasonable steps to reduce those losses.
4. Final balance
Unless otherwise agreed in writing, the remaining balance is due no later than the day before the event. The booking confirmation or invoice may set an earlier payment date for larger or more complex events.
5. Guest numbers, menus and final details
Final guest numbers, dietary information, allergy information and other key event details should normally be confirmed at least 7 days before the event, unless a different deadline is stated in the quotation. Changes requested after the final-details deadline are subject to availability and may affect the price. Reductions in guest numbers after costs, ingredients, staff or other commitments have been incurred may not result in a full price reduction.
6. Allergies and dietary requirements
Clients must provide complete and accurate dietary and allergy information before the final-details deadline. Affie & Co can adapt many menus, but cannot guarantee an allergen-free environment and may be unable to safely accommodate some requirements. If Affie & Co considers a request unsafe to fulfil, this will be discussed with the client before the booking proceeds or before the affected menu item is confirmed.
7. Client cancellation
If the client needs to cancel, they should notify Affie & Co in writing as soon as possible. Because catering bookings reserve a specific date and can involve advance planning, staff commitments and supplier costs, cancellation charges may increase as the event date approaches.
As a working cancellation schedule, the maximum charge will normally be:
• 28 days or more before the event: up to 25% of the total booking value.
• 14–27 days before the event: up to 50% of the total booking value.
• 7–13 days before the event: up to 75% of the total booking value.
• Fewer than 7 days before the event: up to 100% of the total booking value.
These percentages are maximums, not automatic penalties. Any amount retained or charged should reflect the loss Affie & Co actually expects to suffer. Where costs can be avoided, recovered or the date can reasonably be rebooked, the cancellation charge should be reduced accordingly. Affie & Co will not seek to recover the same loss twice.
8. Moving the event date
Requests to move an event are subject to availability. If the new date can be accommodated, payments already made can normally be transferred to the rearranged booking, subject to any reasonable additional costs. If the requested new date cannot be accommodated, the change may need to be treated as a cancellation under the cancellation terms above.
9. Changes requested by the client
Changes to the menu, event format, location, guest numbers, staffing or equipment may require a revised quotation. Affie & Co will explain any material price change before committing to the changed arrangements.
10. Venue access and facilities
The client should provide accurate information about the venue, kitchen facilities, access, parking and any venue restrictions that may affect the service. Where additional equipment, hire items or staffing are required because of the venue or event setup, this may affect the quotation and will be agreed before the event where reasonably possible.
11. Cancellation by Affie & Co
If Affie & Co has to cancel for reasons that are not caused by the client, the client will be offered a suitable rearrangement where possible or a refund of payments for services that will not be supplied. Nothing in these terms removes rights the client has under applicable consumer law.
12. Events outside either party’s reasonable control
If an event cannot go ahead because of circumstances outside either party’s reasonable control, both sides should try to agree a fair solution, such as rescheduling. Any refund or retained amount should take account of services already supplied and genuine, unavoidable costs that cannot reasonably be recovered. Affie & Co will not use this clause to keep payments where doing so would be unfair or unlawful.
13. Specific-date catering and cancellation rights
For catering booked for a specific date or period, the statutory 14-day cancellation right that applies to many distance contracts does not generally apply. The cancellation arrangements in these terms therefore form an important part of the booking agreement, while remaining subject to the client’s statutory rights and the requirement for contract terms to be fair.
14. Service standards and problems
Affie & Co will provide the agreed services with reasonable care and skill. If the client has a concern, they should raise it as soon as reasonably possible so that Affie & Co has a fair opportunity to address the issue. Nothing in these terms limits any legal rights that cannot lawfully be excluded or restricted.
15. Privacy
Personal information supplied for an enquiry or booking will be handled in accordance with the website Privacy Policy and used for managing the enquiry, booking and related communications.
16. Contact
Affie & Co
Bookings: bookings@affieandco.uk
Phone / WhatsApp: 07544 160978
Website: affieandco.uk
See also our Privacy Policy.