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1.1 What these terms cover. These are the terms and conditions on which we agree to supply our services to you (“Services”) in relation to your wedding reception (“Event”) at the Oaks Farm Weddings venue (“Venue”)(“Terms and Conditions”). These Terms and Conditions apply only if you are buying services from us as a consumer (i.e. for purposes outside of your business, craft or profession).
1.2 Why you should read them. Please read these terms carefully before you submit your signed Booking Form to us. These terms tell you who we are, how we will supply the Services to you, how you and we may change or end the Contract, what to do if there is a problem, and other important information.
1.1 Who we are. We are 10 Flavours Catering Limited, registered in England and Wales with company number 10225633 whose registered office is at School Cottage, High Street, Edenbridge, TN8 7JJ, our VAT number is 268812374 (“we”, “us” or “our”).
1.3 How we may contact you. If we have to contact you, we will do so by phone, or by writing to you at the email address or postal address listed in your Booking Form.
1.4 Writing. When we use the words “writing” or “written” in these terms, this includes emails.
3.1 Providing a quotation. We will provide you with a quotation for the Services based on the information you have provided to us and based on the current pricing shared with you via email or over the phone before you are provided with a quotation. All quotes are valid for a period of 30 days after which they are subject to change. A quotation does not reserve your booking.
3.2 How we will accept your booking. Once you have accepted a quotation, we will provide you with a Booking Form. Please read the terms set out in the Booking Form, together with these Terms and Conditions and if you are happy with their contents, please sign and return the Booking Form to us. Our acceptance of your booking will take place on the date when we have received a copy of the signed Booking Form and payment of the Deposit (which shall be 10% of the Catering Fee, as detailed in the Booking Form) (“Booking Date”), and we will confirm our acceptance to you by email. At this point a legally binding contract will come into existence between you and us.
3.3 If we cannot accept your booking. If we are unable to accept your booking, we will inform you of this in writing and we will return your Deposit. This might be, for example, because of unexpected limits on our resources which we could not reasonably plan for, because we have identified an error in the Catering Fee (as detailed in the Booking Form) or in the description of the Services, or due to reasons outside of our control (including, without limitation, due to any legal or regulatory change, or due to any Government restrictions imposed).
4.1 In consideration of the Catering Fee, we agree to provide the Services as set out in the Booking Form in accordance with the terms of this Contract.
4.2 In relation to our provision of the Services, the parties agree that:
4.2.1 Catering Services at the Venue. you will comply with all of our instructions, guidelines and/or requirements relating to the provision of the Services at the Venue and/or the Event;
4.2.2 Equipment. except where otherwise provided in this Contract, we will not supply any equipment for your Event unless agreed in writing with us in advance.;
4.2.3 Timings. the ceremony at the Venue is usually expected to last around 30 minutes. This is followed by a drinks reception which is usually 90 minutes, before you and your guests are called for dinner. We request that you please allow around 3 hours for the wedding breakfast and speeches. This timeframe may be shorter for some smaller weddings;
4.2.4 Providing us with the final details of your booking. all delivery dates, timings, menu choices, table plans and confirmation of guest numbers must be agreed with us in advance. You agree to provide us with full details and information in relation to the Event (including such confirmation of timings, menu choices, any dietary requirements, a table plan, our template food spreadsheet and guest numbers) at our request and in any event no later than 4 weeks before the Event Date;
4.2.5 Catering Services. in order to maintain and ensure compliance with food safety hygiene, and health and safety legislation and regulations you will not engage any third party supplier to provide catering services at the Venue on the Event Date. You agree and acknowledge that no other food may be brought to the Venue, other than your wedding cake and/or confectionary for a pick ‘n’ mix sweet table. We accept no responsibility for any of the preparation or the ingredients used in your wedding cake or confectionary. For further information on our allergens policy, please see clause 5 below.
4.2.6 Food and drink (including alcohol consumption). food will only be served by us and is to be consumed in such areas of the Venue as we agree with you in advance. Drinks will be served by us from the start of the wedding reception up to the end of the wedding breakfast. We will not serve alcohol (i) to any person under the age of 18 during the wedding reception (with proof of age checks being carried out where a person appears to be under the age of 18); (ii) to any person who appears to be intoxicated; (iii) before the reception; or (iii) after the end of the wedding breakfast on the Event Date. Once the wedding breakfast has finished, all drinks must be purchased from the designated bar at the Venue. You and your guests are not permitted to take any wine bottles outside of the designated eating areas of the Venue after the wedding breakfast;
4.2.7 Access. you, your guests and your suppliers will not be allowed access to any of our work or food preparation areas without our prior consent. If access is expressly permitted by us, all relevant health and safety rules and any additional instructions provided by us, must be strictly complied with.
4.2.8 Photographs and filming. you may take photographs of, and film, any of the Services (including the food) provided by us at the Event at the Venue and use and disclose such photographs and film for private purposes. Film must not be used for commercial purposes unless we have provided our prior written consent. You must inform us if we are not allowed to take photographs of the Event, which we may use in future publications and promotional activity by, or on behalf of, us.
5.1 We may use, prepare and provide menu items in a kitchen or other work space where allergens are present. Whilst we endeavour to keep certain food products separate, we cannot guarantee that any item will be allergen free, even after ingredients have been removed on request and certain ingredients may be purchased from third party suppliers where such ingredients may have been processed or prepared where allergens are present.
5.2 Allergens. In particular, menu items may contain or come into contact with; cereals containing gluten, eggs, peanuts, tree nuts, pine nuts milk, crustaceans, fish, celery, celeriac, molluscs, lupin, mustard, sesame, soya, sulphur dioxide and sulphites.
5.3 Allergen records. We keep detailed allergen and ingredient information on all menu items and these can be provided to you upon request.
5.4 Your responsibility to notify us. Should you, or any of your guests have any specific allergies or intolerances, it is your responsibility to notify us prior to the menu selection to arrange an alternative and we take no responsibility for failing to make suitable adaptations if you fail to notify us of such allergies or intolerances.
5.5 Whilst we have put in place various measures, we cannot guarantee that allergens will not be present in the food that may be prepared for the Event as we may use ingredients and shared equipment and so we are unable to guarantee that any food is allergen free due to the risk of cross-contact. Where any vegan food is prepared, it is made to a vegan recipe but we cannot guarantee that it will be suitable for those with (without limitation) milk or egg allergies.
5.6 You should ensure that you contact us prior to the Event if you require any further information in respect of the provisions set out in this clause 5.
6.1 You will:
6.1.1 Event set up. be responsible for providing the Venue provider as well as us with the relevant place settings and table decorations.
6.1.2 Use of our equipment. use any equipment provided by us or our suppliers in a safe manner and return the same in good working order;
6.1.3 Your Event contact. designate an individual as our contact on the Event Date who must be available to effectively communicate with our Catering Coordinator;
6.1.4 Food and allergens. notify in advance of the Event (and in any event no less than 4 weeks prior to the Event) if you or any of your guests have any specific allergies or intolerances. In addition to our allergen policy set out in clause 5, you should ensure that you contact us prior to the Event if you or any of your guests require any further information in respect of our food preparation or allergen policy.
6.1.5 Health and safety. observe all or our health and safety regulations that apply to our provision of the Services at the Event. You will immediately notify us of any health and safety incidents. For the avoidance of doubt, you are responsible for the behaviour and welfare of all personnel of any supplier booked by you for the Event;
6.1.6 Compliance with applicable laws. comply with all applicable laws, regulations, licences and other rules of any local or other competent authority.
7.1 Changes to the Services. If you wish to make a change to the Services agreed in your quote, please contact us. We will let you know if the change is possible. If it is possible we will let you know about any changes to the Catering Fee or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with such change.
7.2 Changes to the Event Date. If you wish to make a change to your Event Date, you must notify us as soon as possible. We will let you know if the change is possible. If it is possible:
7.2.1 if the new Event Date requested is in a new calendar year, the prices for our Services which are applicable to such new calendar year will apply to your booking. We will provide you with details of such price changes as a result of your request and ask you to confirm whether you wish to go ahead with the change; and
7.2.2 we will confirm the new Event Date in writing.
8.1 Changes to the Services. We may make the following changes to the Services provided, but if we do so we will notify you in writing:
8.1.1 alterations to Services, including our provision of the equipment, which does not significantly change the appearance of the Event; and
8.1.2 alterations to the Services provided (including, without limitation, our provision of the equipment and menus) due to availability from third parties (including third party food suppliers) or other events outside of our control.
9.1 We are not responsible for delays outside of our control. Please note that timings can be affected by any number of reasons during the day. If our supply of the Services is delayed:
9.1.1 by an event outside of our control then we will let you know as soon as possible and we will take steps to minimise the effect of the delay where possible. We will not be liable for delays caused by such event;
9.1.2 as a result of any acts or omissions of the Venue provider (or any third party suppliers) we will not be liable for delays caused by such events.
9.2 What will happen if you do not provide us with required information? We need certain information from you so that we can supply the Services to you. We will contact you in writing to ask for this information. If you do not give us this information within 4 weeks of the Event Date, or if you give us incomplete or incorrect information, we may either end this Contract (see clause 12.1) or apply an additional charge of a reasonable sum to compensate us for any extra work that is required as a result. We will not be responsible for supplying the Services late or not supplying any part of them if this is caused by you not providing us with the required information within a reasonable time of our request.
9.3 Your rights if we amend the supply of the Services. We will contact you in advance to tell you if we will be amending supply of any part of the Services, unless the problem is urgent or an emergency on the Event Date. If we have to amend any part of the Services we will either allow you to amend your booking to allow for an appropriate replacement or adjust the Catering Fee so that you do not pay for those services forming part of the Services that cannot be supplied.
9.4 The process for dealing with problems on the Event Date. In the unfortunate event of any problems or concerns about the Services arising on the Event Date, you are required to immediately bring these to the attention of the Catering Coordinator provided so that they can be resolved. We are under a legal duty to supply services that conform with this Contract, and nothing in this Contract will affect your legal rights.
9.5 Menu and Guests. You take full responsibility for providing the number of guests to attend the Event, any seating/table plans and any menu choices within 4 weeks from the Event Date. It is not possible to reduce your guest numbers or amend your menu choices after this point. If guest numbers fall to 30 adults or below, then we reserve the right to increase the fee per head of the wedding breakfast to cover our costs in providing the Services.
9.6 Responsibility for your guests. You are responsible for your guests’ conduct towards our staff and we do not tolerate foul, verbally and/or physically abusive behaviour towards our staff. If a problem arises we will notify you immediately in order to resolve the issue as quickly as possible. If the foul, verbally and/or physically abusive behaviour continues, we reserve the right to refuse to serve the guest in question until such time as the issue has been resolved. We may (at our option) prevent access to, or remove, any guest acting in a way which in our reasonable opinion may cause a breach of the peace or may be considered to be abusive, harmful, offensive or likely to cause damage, injury and/or death.
10.1 Where to find the price for the Services? The price for our Services will be the Catering Fee set out on your Booking Formand agreed quote. We take all reasonable care to ensure that the Catering Fee is correct. However please see clause 10.4which applies if we discover an error in the Catering Fee.
10.2 Pricing. All prices are in pounds sterling (£) (GBP) and include VAT at the applicable rate.
10.3 We will pass on changes in the rate of VAT. If the rate of VAT changes between your Booking Date and the Event Date, we will adjust the rate of VAT that you pay, unless you have already paid for the Services in full before the change in the rate of VAT takes effect.
10.4 What happens if there is an error in the pricing? It is always possible that, despite our best efforts, some of the Services we sell may be incorrectly priced. We will normally check prices before accepting your booking so that, where the Services’ correct price at your Booking Date is less than the Catering Fee stated, we will charge the lower amount. If the Catering Fee specified on the Booking Form is higher than the price stated in our written quotation, we will contact you for your instructions before we accept your booking.
10.5 Payment of deposits and the balance. Upon submission of your Booking Form payment of the Deposit is required to secure your booking with us. The Deposit is payable within 30 days of your signing of the Booking Form (which will include our quote) to secure the date and current pricing of the Services. All other amounts payable under this Contract are payable in accordance with the Payment Schedule (as detailed in the Booking Form) or, where not expressly referenced in the Payment Schedule, within 14 days of the invoice date.
10.6 You may be liable for damage. We may invoice you for additional costs such as loss or damage (over £50) to any equipment or other items supplied by us, or for any specialist cleaning and/or treatment required, whether caused by you, your guests or your suppliers. An invoice will be issued for the additional amounts.
10.7 Late payments. If we do not receive payment to us by the due date we cannot guarantee that we can provide your choice of menu on the day.
10.8 What to do if you think an invoice is incorrect. If you think an invoice is incorrect please contact us promptly to let us know. You will not have to pay any interest until the dispute is resolved. Once the dispute is resolved we will charge you interest on correctly invoiced sums from the original due date.
11.1 You can always end the Contract for the supply of Services before it has been completed. You must contact us to request to cancel your Contract for the Services in writing as soon as possible before the Event Date, but we may charge you for doing so, as described below.
11.2 Exercising your right to change your mind. If you have made a booking over the phone or by exchange of emails you have a legal right to change your mind within 14 days of the Booking Date and receive a refund. If you change your mind and wish to end the Contract you are required to notify us of this by phone as soon as reasonably practicable and no later than the 14 day cooling-off period.
11.3 What happens if you have a good reason for ending the Contract? If you are ending the Contract for a reason set out at clauses 11.3.1 to 11.3.3 below the Contract will end immediately and we will refund you for any Services which have not been provided and you may also be entitled to further compensation but you will be responsible for the cost of Services which have been properly provided. The reasons are:
11.3.1 we have told you about an error in the price or description of the Services you have booked and you do not wish to proceed;
11.3.2 there is a risk that supply of the Services may be significantly delayed because of events outside of our control such that they will not be substantially provided on the Event Date; or
11.3.3 you have a legal right to end the Contract if we materially breach the Contract.
11.4 Where you end the Contract for a reason set out at clause 11.3, we may deduct an amount from the refund due to you, or if applicable, charge you, for Services which we have already provided you, which includes, for example:
11.4.1 costs incurred by us for any face to face meeting at the Venue or any other premises to discuss and/or provide menu choices and tasting sessions for your Event; or
11.4.2 an appropriate sum to reflect our costs incurred in connection with communicating with you between the Booking Date and the Event Date.
11.5 What happens if you end the Contract without a good reason? If you are not ending the Contract for one of the reasons set out in clauses 11.2 or 11.3, then the Contract will end immediately and the following amounts may also be charged:
11.5.1 if you cancel more than 6 months before the Event Date, we will retain the Deposit;
11.5.2 if you cancel between 6 months and 1 month before the Event Date, we will retain the Deposit and charge you an additional 20% of the Catering Fee to cover all costs incurred by us as a result of cancellation; and
11.5.3 if you cancel less than 1 month before the Event Date we will retain the Deposit and charge you an additional 50% of the Catering Fee to cover all costs incurred by us as a result of cancellation.
11.6 All cancellation charges will be calculated on the Catering Fee. Any amount paid to us in advance for the Services will be deducted from any eventual cancellation charge.
12.1 We may end the Contract if you breach it. We may end the Contract for Services at any time by writing to you if:
12.1.1 you do not make any payment to us when it is due and you still do not make payment within 14 days of us reminding you that payment is due; or
12.1.2 you do not, within a reasonable time of us asking for it, provide us with information that is necessary for us to provide the Services.
12.2 You must compensate us if you breach the Contract. If we end the Contract under clause 12.1 we will refund any money you have paid in advance for Services we have not yet provided but we may deduct (or charge you if the amounts have not yet been paid by you) a cancellation charge in accordance with clause 11.5.
12.3 Events outside of our control. We reserve the right to terminate this Contract in the event that an event wholly outside of our control arises which prevents us from providing the Services. Such events may include (but are not limited to) any acts or omissions of the Venue provider, any restrictions imposed in relation to any pandemic, act of God, disease, war, riot, civil commotion, malicious damage, fire, flood, or storm. If, however, it is possible to agree an alternative Event Date, both parties will make every effort to agree to this and will only consider ending the Contract if the parties are unable to agree an alternative Event Date.
12.4 Effect of ending the Contract. Any ending of this Contract (for whatever reason) shall not affect the rights and remedies of either party accrued immediately prior to the Contract being ended (such as our right to receive any money which you owe us under this Contract).
13.1 You are responsible for loss and damage caused by you, your guests and your suppliers. You will be responsible for the reasonable cost of any loss or damage to any equipment supplied by us for the Event and caused by you, your guests or any of your other suppliers at the Venue on the Event Date (excluding damage caused by our employees, agents or suppliers).
13.2 Your responsibility to notify us. You will be responsible for notifying us of any loss or damage to the equipment or any other items supplied by us on the Event Date.
13.3 Measures to prevent loss or damage. You are responsible for adhering to our advice in relation to the management of the Services at the Event and you will be responsible for any loss or damage resulting from the failure to adhere to such advice.
13.4 How will we recover the costs of remedying any such loss or damage? Payment for any loss or damage to any of our equipment or other items provided by us at the Venue, including loss or damage to any furniture, equipment or other items belonging to us or our suppliers, will be invoiced to you after the Event and will be payable within 14 days of the invoice date.
14.1 We are responsible to you for foreseeable loss and damage caused by us. Except for any legal responsibility that we cannot exclude in law (such as for death or personal injury caused by our own negligence) or arising under applicable laws relating to the protection of your personal information, we are not legally responsible for any:
14.1.1 losses that were not foreseeable to you and us when the Contract was formed;
14.1.2 losses that were not caused by any breach on our part (such as losses or damage to your property, the property of your guests or the property of your suppliers that is caused by you, your guests or your suppliers);
14.1.3 business losses; or
14.1.4 losses to non-consumers.
16.1 Nobody else has any rights under this Contract. This Contract is between you and us. No other person shall have any rights to enforce any of its terms. Neither of us will need the agreement of any other person in order to end the Contract or make any changes to the Contract.
16.2 We may transfer our rights and obligations to someone else with your consent. We may transfer our rights and obligations under this Contract to another organisation with your prior consent. We will ensure that the transfer will not affect your rights under the Contract.
16.3 You need our consent to transfer your rights to someone else. You may only transfer your rights or obligations under this Contract to another person if we agree to this in writing. We understand that payment might be made by someone on your behalf but the responsibility and obligations contained in this Contract will remain with you at all times.
16.4 What happens if there’s a dispute? We will try to resolve any disputes with you quickly and efficiently. If you are unhappy with the Services we have provided or any other matter, please contact us as soon as possible using the contact details set out at the top of this Contract.
16.5 If a court finds part of this Contract illegal, the rest will continue in force. Each of the paragraphs of these Terms and Conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
16.6 Even if we delay in enforcing this Contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under this Contract, or if we delay in taking steps against you in respect of your breach of this Contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the Services, we can still require you to make the payment at a later date.
16.7 Which laws apply to this Contract and where to bring legal proceedings? These terms are governed by English law and you can bring legal proceedings in respect of the Services in the English courts. Although, if you are resident elsewhere you will retain the benefit of any mandatory protections given to you by the laws of that country, and you may choose whether to bring a claim in the English courts or in the courts of another part of the UK in which you live.