Booking Form and Terms and Conditions for Arens & Heriot Catering

FORMING PART OF THE CLIENTS ORDER FORM AND CONFIRMATION 2022 & 2023

This agreement shall come into force upon the signing of the form that contains the Terms and Conditions as set out below.

1: All prices are subject to fiscal and other increases which are outside the control of Arens & Heriot Catering.

2: KITCHEN FACILITIES:  The caterers do not supply ovens or kitchen equipment, if the ovens &/ or equipment are not adequate; we can hire from a third party at an additional cost, to supplement the kitchen facility. We require sole use of the kitchen until approximately one & a half hours after the service of coffee to facilitate clearing up and staff meals.

3: TABLES AND CHAIRS:  Tables & chairs must be erected & in position before the caterers arrive to coincide with your table plan.

4: “NO SERVICE” FUNCTIONS: “No service” means no service or coffee and collection from our preparation kitchen or we will deliver locally free. China, cutlery, tablecloths & glasses can be hired at a nominal cost.

5. OUR “WITH SERVICE” OPTION & SET TIMINGS:  Please note that Pre-Function time takes place before your guests are ushered into the main room for lunch or dinner. Drinks and Canapes are normally served during this point. This period is 45 minutes maximum and is included in all menus as long as Canapes &/ or drinks are ordered from Arens & Heriot. You can extend your pre-function time but you will incur staff waiting time charges at £10.00 + VAT per 30 minutes per member of staff. Please note that if you opt to have your speeches before the dinner or lunch you will incur staff waiting time charges at £10.00 + VAT per 30 minutes per member of staff.
Please note that our menu prices do not include extended staff travel time, kitchen equipment, setting up & breakdown of chairs and tables. Prices also do not include staff to remain after dinner or lunch to serve or clear the venue or client’s drinks.
Please note our menu prices do not include the decorating or placing of any extra paraphernalia supplied by the client or venue. For example, name cards, seating plans, Centre pieces, chair covers, party favours etc.

6: OUT OF AREA FUNCTIONS & TRANSPORTATION: For all destinations which are more than 25 miles from our production kitchen (HA4 7TP) will incur an extra cost. This is £80.00 + VAT per member of staff which covers travelling time & travelling costs.

8: BANK HOLIDAYS: Functions held on Bank holidays will carry an additional charge of £20.00 per hour per waiter or waitress supplied.

9: FINAL NUMBERS: Final numbers of guests are required 7-10 days prior to reception date, these are the numbers for which you will be charged, & cancellations or reductions are not accepted after this time.

10: CANCELLATIONS: Cancellations must be made In Writing to Arens & Heriot and will not become valid until you receive confirmation of cancellation from our company. Cancellations made before the function are chargeable as a percentage of the total order value as follows:
Up to 4 days beforehand: 100%/ 5-14 days: 50%/ 15-30 days: 25%/ Over 30 days = loss of deposit only
Arens & Heriot Catering may cancel the booking: –
(i) If the client becomes insolvent, bankrupt, has a receiver appointed or enters into a liquidation, bankruptcy, administration or receivership or compounds with its creditors.
(ii) If the client is in arrears of any payment due however arising to Arens & Heriot or has failed to pay a deposit within 7 days of the date required to do so, or failed to make the final payment, under the terms of this agreement.
(iii) On giving notice to the customer if it is prevented or hindered from carrying out its obligations herein, by circumstances beyond its own control including, without limitation, strikes, labour disputes, whether or not involving the employees of Arens & Heriot Catering, suspension of supplies, governmental or quasi-governmental intervention, accidents, acts of god or national or local disasters.

11: DURATION: Late sit down, or extended, or interrupted service, other than is stated on the booking form, will carry an additional charge of £18.00 per hour or parts thereof, for every catering staff member present.

12: BOOKING DEPOSIT FEE: Minimum £250.00. Strictly non-refundable, deemed to be taken against the main menu only, booked for the date on this form. It is not transferable and cannot be used as payment for any other goods or services supplied.

13: PAYMENT: Balance is due strictly TEN (10) working days prior to the event date. Failure to do so may result in penalty charges. Your final payment can be made in the form of cash, bankers cheque or online bank transfer. If you would like to pay by credit or debit card this can only be done at our head office. We cannot take payment by card over the phone. Please note that full payments must reach our bank account by no later than the seventh working day prior to your event. Cheques are accepted 14 Days prior only. WE DO NOT ACCEPT CREDIT CARD PAYMENTS, DEBIT IS FINE.

14: FACILITY FEES: The client will indemnify Arens & Heriot Catering. against any facility fees and/or deposits levied by the chosen venue and agree to pay to the venue any monies required by them.

15: DIETARY REQUIREMENTS: All dietary meals will have a supplement charge of £10.00 + VAT per person. This is to be added to the menu price.

16: HEALTH & SAFETY: Arens & Heriot Catering. have a statutory ‘risk assessment’ policy in force (H.A.C.C.P.) which sets out our food preparation, delivery and service procedures. This policy restricts the service of foodstuffs, to a maximum of four hours after being removed from refrigeration. (A copy of relevant information is available on request). Notwithstanding this, it is our recommendation that all high-risk food items (meat, egg, fish, dairy produce etc.) be consumed within 2 hours of service, especially during summertime or where there are warm ambient temperatures.

17: Arens Management Limited offer an initial chef’s choice tasting free of charge. Any further food tastings are chargeable and priced on application.

18: This agreement shall be governed by English law and subject to the sole jurisdiction of the English courts