TERMS & CONDITIONS ​

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Confirmation:

1. Confirmation of a booking must be given in writing (including email or electronic acceptance) and will be taken as acceptance of the quotation and the Terms & Conditions set by KM Catering, including payment, cancellation, and liability policies.

2. A booking will not be considered to be confirmed until: 

3. Standard & Private Catering Orders.

• A booking will be considered confirmed once:

  • The required deposit has been received by KM Catering; or

  • Where no deposit is required, payment has been received as agreed on the invoice.

  • By paying the deposit, the Customer confirms acceptance of the quotation and these Terms & Conditions

 4. Large Events, Weddings & Corporate Functions

• For large events, weddings, and corporate functions where a Catering Service Agreement is required, a booking will not be considered confirmed until:

  • the required deposit has been received by KM Catering;

  • the Customer has accepted and signed the Catering Service Agreement and Terms & Conditions (where applicable), and these have been received by KM Catering; and

  • the agreed charges and payment schedule specified in the Catering Service Agreement have been accepted.

  • Failure to make payments in accordance with the agreed payment schedule may be considered a material breach of contract.

  5. Orders:

• A minimum order of £350 is required for all standard catering services.

• For grazing tables, a minimum order of £400 applies.

• Bookings outside our standard delivery area (Manchester, Liverpool, Warrington, Chester, St Helens, and Preston) are subject to a higher minimum order value.

Booking:

1. Provisional bookings will be held for 7 days. After this period, the date may be released unless the required deposit has been received.

2. For bookings requiring a Catering Service Agreement, the booking will only become confirmed once both the deposit and the signed Agreement have been received.

3. If another customer wants to book an event on the same date before you have paid any deposit, we will inform you and ask that you pay the deposit within 48 hours to secure your provisional date.

4. For short notice bookings KM Catering will make reasonable efforts to accommodate short notice requests but cannot guarantee availability. For event booked at short notice, which shall be determined by the KM Catering based on the type and size of event, the Customer will be invoiced for all Charges .

5. For bookings requiring a Catering Service Agreement, the Customer must sign the Agreement and make payments in accordance with the agreed payment schedule.

6. For all other bookings, payment terms will be as stated on the quotation or invoice.

7. The Customer must notify KM Catering of the final attendee numbers for the Event no later than 14 days prior to the Event date.

8. In addition to the final headcount, the Customer must confirm all other provisional details, including any special dietary requirements or specific requests.

9. Changes to the final attendee numbers after this deadline may result in additional charges or limitations on service availability.​

 

Menu selection:

1. All our menus have been thoughtfully crafted to offer a balanced selection. This selection is based on seasonal availability, ensuring a harmonious ratio of fish, meat, and vegetables.

2. We consider factors such as cooking processes, and a variety of textures to create an appealing dining experience.

3. At KM Catering, we are committed to using only the freshest ingredients in all our dishes. Our commitment to quality ensures that every meal not only tastes exceptional but is also of the highest standard.

4. We strive to accommodate a wide range of dietary requirements. Our team can provide meals that are vegan, gluten-free, dairy-free, ensuring that all guests can enjoy our offerings. Please notify us of any specific dietary needs at least 14 days prior to the event.​

 

Dietary Requirements and Allergies

1. KM Catering will endeavour to provide suitable adaptation to the Customer menu for any guests with special dietary requirements or allergies. KM Catering  cannot however take responsibility for any guest unless advised no later than 14 days in advance.​

 

Payments:​

1. A deposit equal to 30% of the original estimated Event value is required to secure the booking.

2. The deposit is non-refundable in all circumstances and will be retained by KM Catering in the event of cancellation.

3. Full payment is required no later than 10 days prior to the day of the event, less deposit. KM Catering reserves the right to cancel any catering service if the client fails to meet the agreed terms and conditions, including full payment prior to the event. All balances must be settled by the specified due date. Failure to do so may result in cancellation without further notice and loss of any deposits paid.

4. Payment shall be made by bank transfer (BACS) or by card payment. Where payment is made by card, a secure payment link will be provided by KM Catering for completion of the transaction.

5. The Customer shall be responsible for any breakage, loss, or damage to KM Catering’s equipment, tableware, cutlery, or any other items supplied for the order or Event. Any such costs may be charged to the Customer in addition to the agreed charges.

6. KM Catering reserves the right to charge the Customer for any such damages incurred during the Event, provided that notification of the breakage or damage is communicated to the Customer within 14 days following the Event. The charges for damages will be based on the replacement cost of the item(s) or the cost of repairs as necessary.

Customer Liability:

1. The Customer shall be liable for the cost of breakage, loss, or damage to KM Catering's equipment, tableware, cutlery, and other items only if such damage is caused by the Customer, their employees, agents, or any attendees at the Event.

2. This liability includes, but is not limited to, intentional damage, negligence, or any act that results in damage to KM Catering property.

3. The Customer agrees to indemnify and hold KM Catering harmless from any claims, losses, or damages arising from such breakage, loss, or damage. 

Inspection and Reporting:

1. The Customer is encouraged to inspect all equipment and items provided by KM Catering upon delivery and setup. Any discrepancies, damages, or issues should be reported immediately to KM Catering.

2. KM Catering will conduct an inventory check and visual inspection of all items after the Event. This will be documented and shared with the Customer.

Dispute Resolution:

1. In the event of a disagreement regarding damages or charges, the Customer must submit any disputes in writing to KM Catering within 7 days of receiving the notification of charges. Both parties agree to negotiate in good faith to resolve the matter amicably.

Limitations of Liability:

1. KM Catering will not be held responsible for any indirect, incidental, or consequential damages arising from the loss or damage to any items during the Event. The Customer’s sole remedy for any damage claims shall be limited to the actual costs of the damaged items as specified herein.

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Cancellation and Reduction Policy:

1. The Customer is liable for cancellation charges, should they fail to comply with the notice periods.

2. The Customer acknowledges and understands that KM Catering must procure food and other consumables in advance of the Event. Therefore, in the event of cancellation or a reduction in the number of attendees, the Customer agrees to adhere to the following terms:

• Notice Period: The Customer must provide written notice of cancellation at least 28 days before the Event or reduction in numbers at least 14 days before the Event date to minimize potential losses. Any reduction in attendee numbers notified less than 14 days before the Event date cannot be accepted. The Customer will remain liable and will be charged based on the most recently confirmed attendee numbers provided to KM Catering.

• Financial Responsibility: The Customer recognizes that any cancellations or reductions in the number of attendees may incur costs for food and consumables already ordered. KM Catering reserves the right to charge the Customer for all costs incurred, including food, consumables, and ingredients already purchased or committed based on the most recently confirmed attendee numbers.

  3.The following charges shall apply in the event of cancellation:

• More than 28 Days Before the Event - No further charges will apply. The 30% non-refundable deposit will be retained by KM Catering.

• Between 14 and 28 Days Before the Event- The Customer shall be liable for 50% total value of the Event based on the most recently confirmed attendee numbers and agreed per-person charges. Any deposit already paid shall be credited towards this amount.

• Between 10 and 14 Days Before the Event- The Customer shall be liable for 90% total value of the Event based on the most recently confirmed attendee numbers and agreed per-person charges. Any deposit already paid shall be credited towards this amount.

• Less than 10 Days Before the Event- The Customer shall be liable for 100% total value of the Event based on the most recently confirmed attendee numbers and agreed per-person charges

 4. KM Catering shall incur no liability to the Customer if the performance of the contract is  prevented or hindered by any event beyond

     KM  Catering's control. Such events include, but are not limited to, strikes, acts of God, fire, flood,accidents, acts of war, government                     restrictions, or any other unforeseen  circumstances.

 5. In the event of such a force majeure occurrence,  KM Catering shall have the right to cancel the Event with immediate notice to the Customer.

 6. Upon cancellation, KM Catering will refund all payments received, less any reasonable preparation and administration costs incurred, and less       any non- refundable costs already committed to third-party suppliers in preparation for the Event. Any such costs may include, but are not limited       to, ingredients, staffing, equipment hire, and deposits.

 7. The Customer acknowledges that KM Catering is required to procure food, ingredients, and other consumables in advance of the Event based         on the most recently confirmed attendee numbers, and that such procurement may occur prior to the Event date. Therefore, in the event of               cancellation or a reduction in the number of attendees, the Customer agrees to adhere to the following terms.

 

 

Supplier requirements:

Access for Setup:

1. KM Catering requires access to the Location for the setup of equipment and services, ideally the day before the Event. If this is not possible, access should be provided in good time on the morning of the Event.

Access During Service:

1. KM Catering will require continuous access to and from the Location while providing catering services throughout the Event.

Entry and Exit Conditions:

1. The Customer must ensure that KM Catering can enter and leave the Location without excessive restrictions or delays.

Facilities Access:

1. The Customer must ensure that KM Catering has access to:

• A sink with both hot and cold-water supply.

• Clean drinking water.

• Appropriate cooking and preparation facilities.

Power Supply and Parking:

1. KM Catering must have access to an uninterrupted power supply that is sufficient to cover all of KM Catering's needs during the Event.

2. The Customer must also provide access to parking space and/or a parking permit for the duration of the catering services, as well as toilet facilities.

Parking Information:

1. Any relevant parking information, including restrictions or permits, should be provided to KM Catering in advance.

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Food Safety and Liability

1. In line with Food Standards Agency (FSA) food safety guidance, all cold food should be consumed within 4 to 6 hours of delivery. Hot food should be consumed within 2 hours. After these timeframes, the Customer is responsible for the safety of any food left unattended or stored, as this is not covered under KM Catering’s Public Liability Insurance.

2. KM Catering accepts no responsibility or liability for food consumed or stored outside of these recommended timeframes.

Excess Food Disposal:

1. All excess food remaining at the Location at the end of the Event will be removed and disposed of by KM Catering.

Customer Responsibility for Excess Food:

1.  For food or drink supplied by the Customer, the Customer shall be responsible for the removal of excess food, drink, and empty bottles at the conclusion of the Event.

Liability for External Food Supplies:

1. KM Catering accepts no liability for any food or beverages supplied to the Customer by another caterer or food product suppliers that are chosen or arranged by the Customer, or by the Customer themselves, in addition to those arranged by KM Catering.

• No Responsibility for External Supplies: KM Catering shall not be responsible for any issues related to the quality, safety, or suitability of food and beverages that are not provided by KM Catering, including but not limited to allergies, spoilage, or contamination.

• Compliance with Regulations: The Customer is responsible for ensuring that any external food supplies comply with all applicable health and safety regulations and standards.

• Indemnification: The Customer agrees to indemnify and hold KM Catering harmless from any claims, damages, or liabilities arising from the use of external food supplies, including any claims made by guests or third parties.

• Right to Withhold or Cease Service
  KM Catering reserves the right to withhold, delay, or cease services if access, facilities, staffing safety, or working conditions are deemed unsafe, inadequate, or not in accordance with the requirements set out in this agreement. In such circumstances, KM Catering shall not be liable for any loss, delay, or failure to provide services.

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Price change:

1. KM Catering reserves the right to amend quotations where necessary. Prices quoted are based on current supplier costs and availability and may be subject to change. The Customer will be notified of any price increase as soon as reasonably practicable. KM Catering will always endeavour to keep quotations accurate at the time of issue.

 

Privacy Policy

We use the information you provide to help manage your booking and deliver the event or service you have requested. This may include using information about your food preferences and dietary requirements to prepare a menu that meets your needs.

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Where payment is required, we use your payment information solely to process your booking. Payment card details are processed securely and are not stored by us unless this is necessary and done in accordance with applicable security standards and legal requirements. If payments are processed by a third-party payment provider, your payment information will be handled in accordance with their privacy and security policies.

Your personal information is treated as confidential and will not be shared with third parties without your consent, except where this is necessary to process your booking (for example, payment service providers), where required by law, or where otherwise permitted by applicable data protection legislation.

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If you would like more information about how we collect, use and protect your personal information, please contact us.

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Photography & Marketing Use

The Client grants KM Catering permission to photograph food presentations, buffet setups, and related event décor for marketing, promotional, and portfolio purposes. Images will be used in a professional manner and will not include identifiable guests or personal information without explicit consent.

The Client may opt out of photography or image use by notifying KM Catering in writing prior to the event. Where no opt-out notice is received, consent will be deemed granted.

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​KM Catering reserves the right to update or amend these Terms & Conditions from time to time to reflect changes in business operations or legal requirements. The latest version will always be available on our website at www.kmcatering.co.uk. It is the Customer’s responsibility to ensure they are aware of the current Terms & Conditions prior to booking.

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