Terms and Conditions of Business Contract Between Thyme In Catering and the client
An Agreement to Ensure Quality Service and Clear Expectations
Introduction
This document outlines the terms and conditions governing the business relationship between the Thyme In Catering and the client (hereinafter referred to as "The Client"). By engaging Thyme In Catering services, The Client agrees to adhere to the following stipulations, which ensure clarity, accountability, and mutual respect between both parties.
1. Services Provided
Thyme In Catering shall provide catering services as agreed upon in the proposal and contract agreed by both parties. These services may include but are not limited to:
Food preparation and delivery
Beverage service
Service staff for the event
Event setup and cleanup
Any additional services requested by The Client must be agreed upon in writing and may incur additional costs.
2. Booking Process
2.1 Initial Inquiry
The Client is required to submit an inquiry outlining the details of their event, including date, location, guest count, and preferred menu options.
2.2 Confirmation and Deposit
A booking is considered confirmed upon receipt of a signed contract and the payment of a non-refundable deposit, amounting to 50% of the total estimated cost.
Where The Client confirms the booking via electronic mail, this action will be accepted in place of a signed contract agreement and the Client and Thyme In Catering will be legally bound in respect of the supply of catering service as laid out in the schedule agreement on these terms and conditions.
3. Cancellation Policy
3.1 Client-Initiated Cancellation
The Client may cancel the contract by providing written notice via email. The booking is only considered cancelled once Thyme In Catering confirms receipt in writing. The following charges apply:
More than 30 days before the event: No penalty. Any payments made (excluding deposit) will be refunded.
30 to 7 days before the event: The 50% deposit is non-refundable.
Less than 7 days before the event: 100% of the total event cost is payable.
For corporate contracts, this schedule applies based on the weekly or monthly value of the agreement.
3.2 Thyme In Catering-Initiated Cancellation
Thyme In Catering reserves the right to cancel the booking due to force majeure or circumstances beyond their control (e.g. natural disaster, illness, unsafe venue conditions). In such cases, any payments made will be refunded in full, minus reasonable costs already incurred.
Thyme In Catering also reserves the right to cancel if The Client becomes insolvent, bankrupt, or otherwise unable to meet their financial obligations.
4. Changes to Event Details
Any changes to the event details, including guest count, location, or menu, must be communicated in writing no later than 10 business days prior to the event. Changes made after this deadline may incur additional costs or may not be guaranteed.
5. Food and Beverage
5.1 Quality Assurance
Thyme In Catering guarantees the use of fresh, high-quality ingredients in all food and beverages prepared.
5.2 Allergies and Dietary Restrictions
It is The Client's responsibility to inform Thyme In Catering in writing of any allergies or dietary restrictions at least 14 days prior to the event. Thyme In Catering shall make every effort to accommodate these requirements but shall not be held liable for any allergic reactions or dietary issues if proper notice is not provided.
5.3 Alcohol Service
For events involving alcohol service, The Client must ensure compliance with local liquor laws and have any permits in place. Thyme In Catering reserves the right to refuse service to minors or individuals exhibiting intoxication.
6. Event Timing
Thyme In Catering shall deliver services at the agreed-upon time, as outlined in the contract. Delays caused by The Client, including late access to the venue, may result in additional charges.
7. Food Service
7.1 Thyme In Catering have a statutory ‘risk assessment’ policy in force (HACCP) which sets out food preparation, delivery and service procedures. This policy restricts the service of foodstuffs to a maximum of 4 hours after being removed from the refrigerator. Notwithstanding, it is our recommendation that all high-risk foods: meat, fish, eggs, dairy produce etc to be consumed within 3 hours of service, particularly during summertime and periods of hot weather.
7.2 In the event Thyme In Catering delivers food to The Client and is not present for the duration of the service, an advice note outlining the permitted non-refrigerated service period will be given to the client and Thyme In Catering will relinquish all responsibility for the consumption of food to The Client.
7.3 All items on Thyme In Catering’s menus are subject to availability of produce and other ingredients. Where it is not possible to supply an agreed item, The Client will be notified at the earliest possible time where a replacement item will be offered. Prices are fixed at the time of signing. If supplier or cost changes outside of our control occur, The Client will be notified immediately and offered alternative options.
7.4 Thyme In Catering will endeavour to leave as clean as possible all equipment and areas of the premises used in the provision of the catering service. This relates specifically to the kitchen area and to any catering equipment used and not the function areas or equipment organised by The Client.
7.5 All prices are as at the time of signing the contract, but if changes arise that are out of Thyme In Catering’s control, The Client will be informed immediately.
7.6 All Intellectual Property created by Thyme In Catering during the execution of the catering service provided shall remain the property of Thyme In Catering.
7.7 Thyme In Catering may use material created during the catering service for their own publicity campaigns, providing consent has been given by any persons images included within.
8. Liability and Insurance
8.1 Liability
Thyme In Catering shall not be held liable for any damages or injuries occurring during the event unless caused by wilful negligence on Thyme In Catering’s part.
8.2 Company Insurance
Thyme In Catering has and will maintain sufficient public liability insurance and product liability insurance in each case not to exceed £1,000,000. A copy of the certificate (or scanned PDF image) is available on request.
Thyme In Catering and its proprietors and employees follow all government guidelines and requirements with respect to food safety and hygiene as set out by the food standards agency and the local council. Its premises are regularly inspected by the environmental health agency in order to ensure that Thyme In Catering operates in line with all relevant regulations. Thyme In Catering currently holds a 5 star rating.
8.3 Client Insurance
The Client is encouraged to secure event insurance for broader coverage.
9. Client Obligations
9.1 The Client grants to Thyme In Catering the right to supply the catering service to the premises on the function date as laid out in the schedule agreement. The Client will be responsible for providing the utilities, running portable tap water, sewerage and refuse facilities, first aid and fire fighting equipment where applicable, all cleaning except that laid out in clause 7.4 and all other facilities and equipment laid out in the schedule agreement.
9.2 To pay Thyme In Catering the cost of any catering services provided in accordance with the schedule agreement as per the terms laid out in section 10 of this document.
9.3 To notify Thyme In Catering of any changes to the number of attendees no later than 14 days prior to the event date. Any cancellations received after this time will be charged. Thyme In Catering will endeavour to accommodate any increases in the number of attendees after this period of time, however, this cannot be guaranteed. Reductions in attendee numbers received after this time will not be eligible for refund or cost reduction.
9.4 The Client is responsible for acquiring all permits and necessary permissions for all locations on which Thyme In Catering will be performing services.
9.5 Any kitchen that The Client requires Thyme In Catering to use must be clean, tidy and ready to use on the date of the event. It is The Client’s responsibility to inform Thyme In Catering how the kitchen equipment works, including turning on electrical appliances, what equipment may be used including pots, pans, electrical equipment, crockery, cutlery and glassware if necessary. Any faulty equipment must be removed from the kitchen prior to cooking.
9.6 Personal Safety – Thyme In Catering reserves the right to terminate coverage and leave the location of the event(s) if Thyme In Catering experiences inappropriate, threatening, hostile or offensive behaviour from person(s) at the event(s): or in the event that the safety of Thyme In Catering’s personnel is in question.
10. Payment Terms
The following applies to all clients unless otherwise specified by client type.
10.1 Private Clients – a deposit of 50% of the quoted total cost is required upon confirmation of the booking or 30 days prior to the event, whichever comes first. The 50% deposit becomes non-refundable if cancellation occurs less than 30 days before the event.
10.2 Full payment is due no later than 7 days prior to the event, unless otherwise agreed in writing.
10.3 Any outstanding costs incurred (extended hours etc) on the day of the event will be settled within 7 days of the event.
10.4 Corporate clients – a deposit of 50% of the quoted cost is required upon confirmation of the booking or 30 days prior to the event, whichever comes first. The 50% deposit becomes non-refundable if cancellation occurs less than 30 days before the event.
10.5 In the event of an ongoing corporate contract, a deposit of a month’s supply will be required. This will be followed by a weekly invoice (for short term contracts) or monthly invoice (for longer term contracts) and full settlement will be required within 7 days to ensure continuation of the service.
10.6 Failure to pay any overdue charges shall entitle Thyme In Catering to suspend any unexecuted or future catering services without further notice and at their sole discretion.
11. Force Majeure
Neither party shall be held liable for failure to perform obligations due to events beyond their control. This includes, but is not limited to, pandemics, extreme weather events, terrorism, public health emergencies, or government-imposed restrictions. In such cases, both parties will make reasonable efforts to reschedule the event where possible.
12. Privacy and Confidentiality
Thyme In Catering shall not disclose any personal information about The Client or event details to third parties without prior consent, except as required by law.
13. Governing Law
This agreement shall be governed by the laws of the jurisdiction where the event is held. Any disputes shall be resolved through mediation before pursuing legal action.
14. Amendments
Any amendments to this contract must be made in writing and signed by both parties.
Conclusion
By signing this agreement, both parties acknowledge their understanding of and commitment to these terms and conditions. This contract serves to protect the interests of both Thyme In Catering and The Client while ensuring the success of the event.