The Fine Print...
1) Booking Your Date with Bookstern Catering Limited
a) All event bookings must be confirmed by email by the client. A non-refundable deposit of 25% is required to secure Bookstern Catering Limited for the date of your event.
b) All large event bookings are subject to minimum guest numbers and these will be confirmed by email by Bookstern Catering Limited to the clients.
a) A deposit figure will be provided to the client by email by Bookstern Catering Limited once your booking confirmation is received.
b) This deposit will be deducted from the total event costs which will be issued to the Client no later than 15 working days prior to the event (please see our payment terms below).
c) Payment methods - We take bank transfer, debit/credit card, cheque, cash (subject to anti money laundering regulations).
3) Booking Confirmation
a) Once the Clients deposit has been received a confirmation email will be sent by Bookstern Catering Limited together with an invoice detailing the deposit and balance due date.
4) Variations to the Price
a) All large bookings are subject to minimum guest numbers of 60 unless otherwise confirmed by Bookstern Catering Limited at the time of booking.
b) 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. Any variation to menu selections for children must be discussed with Bookstern Catering Limited as soon as possible for our menus to be revised accordingly.
5) Payment of Total Event Costs Prior to Event
a) Payment in full is required for all catering services to be provided by Bookstern Catering Limited prior to the event. Final guest numbers must be confirmed to Bookstern Catering Limited no later than 10 working days prior to the event.
b) The information provided at this point will be used to produce your total event cost invoice, arrange staff and coordinate with your venue. Once our invoice is received by the client payment must be received no later than 7 days before the event.
c) Should Bookstern Catering Limited be advised of any changes to event requirements (including the reduction of guest numbers) at a date less than 10 working days prior to the event, Bookstern Catering Limited reserve the right not to accept these changes and reduce our invoice value, however should increases occur due to additions once full payment have been received Bookstern Catering Limited will raise an additional invoice following the event for these guests or extra food needed, payment will then be due for immediate settlement by the client.
6) Cancellation Charges
a) In the unfortunate event of a booking having to be cancelled confirmation by email and over the phone or in person will be needed by the client. Your deposit will be retained and the following charges will be incurred.
i) Cancellation received within 60 working days of event – 50% of total event cost
ii) Cancellation received within 10 working days of event – 100% of the total event cost
b) The total event cost will be based on the numbers of guests scheduled, at the agreed price per head.
c) Any additional costs incurred by Bookstern Catering Limited 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 Bookstern Catering Limited for administration costs, travel, supplies etc. and will be discussed fully in event of cancellation.
7) Dietary Requirements and Allergies
a) Bookstern Catering Limited 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 10 working days prior to the event). Although every effort will be made in the case of a severe allergen Bookstern Catering Limited can not 100% guarantee there won’t be traces of the allergen in question. This is because we prepare all our food in a professional kitchen where other allergens are used.
8) Clients Own Food and Drinks
a) We accept no liability for any food supplied to the client by another caterer (or food products supplied by the client themselves) in additional to those arranged by Bookstern Catering Limited.
b) Bookstern Catering Limited will happily serve a client’s arrival drinks, table wines etc. during their event subject to waitress fees and corkage fees, please ask for further details.
9) Client’s use of Bookstern Catering Limited’s Property and Clients Personal Property or Gifts
a) The Client agrees to pay for any loss or damage to any equipment, crockery, cutlery or glassware supplied by Bookstern Catering Limited for the event, including any damages caused by the client's guests.
b) Bookstern Catering Limited will not be held responsible for the theft, loss or damage to any personal effects of the client or gifts brought onto premises by the clients’ guests.
10) Liability of Bookstern Catering Limited
a) Bookstern Catering Limited accept no liability under any claim whatsoever arising (be it by negligence or otherwise) for any loss over the figure of the existing Bookstern Catering Limited 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.
11) Exceptional Circumstances Beyond Our Control
a) Bookstern Catering Limited shall incur no liability to the client if performance of the contract is prevented or hindered by any case whatsoever beyond Bookstern Catering Limited’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.
12) Event Over Runs
If a staffed event should over run and any staff are required to stay beyond the agreed time the client agrees to pay Bookstern Catering Limited additional staff costs at the previously agreed rate.
13) Clear Down of Event
Bookstern Catering Limited will clear away for the previously agreed staffed time period. The client must ensure that the venue is advised on previously agreed staff hours of Bookstern Catering Limited and that they are suitable with their closing down procedures. Bookstern Catering Limited will collect any outstanding glassware or equipment at a previously agreed time.
a) We occasionally may have to add a delivery charge to your order if you fall outside our free delivery radius or outside our usual delivery hours of 8am - 4pm Monday to Friday. We will always check this is acceptable with the client before we proceed with your order.
b) Although every effort is made to arrive before your requested delivery time Bookstern Catering Limited cannot be held responsible for a delayed delivery due to unforeseen circumstances.
This Agreement shall be construed according to the laws of England and Wales whose courts shall be the exclusive courts of jurisdiction over any claim or matter arising under or in connection with this Agreement
Bookstern Catering Limited reserve the right to change our Terms and Conditions when necessary due to the continual evolving nature of our business. It is your responsibility to ensure that you are up to date with our Terms and Conditions which are available on request or printable via our website at
Client Full Name_____________________________________________________________________
Signed on behalf of Bookstern Catering Ltd Date