Event Booking Terms and Conditions

1. General Agreement

1.1 By booking catering services with Derventio Catering Ltd, you agree to abide by the following terms and conditions. These terms form a binding contract between you (the "Client") and us (“Derventio Catering Ltd. Trading as Derventio Wood Fired-Pizza Co.”)

2. Booking Confirmation

2.1 All bookings are subject to minimum contracted numbers and are based on catering for 100 guests.

2.2 Should you require catering for your event for less than 100 guests, Please contact us for a quote, however the minimum fee applies.

2.3 All bookings must be confirmed to us in writing by the client.

2.4 To secure your booking on your chosen date, a non-refundable deposit of 25% of the total quoted cost is required upon confirmation.

2.5 The deposit is due within 7 days of us sending you the quote.The date remains free and available until the deposit is received.

2.6 Payment of your deposit secures your event and is deemed agreement in full to our terms and conditions.

2.7 Once the deposit has been received by our bank, you will receive an email from us as official confirmation of your booking.

2.8 All prices quoted will be based upon initial requirements outlined by the Client. The Client accepts that changes to guest numbers, start time, location or menu may incur additional charges once agreed requirements have been confirmed in writing.

2.9 The client agrees to confirm all final numbers, special dietary requests and all service requirements to us no later than 36 days prior to the event.

3. Prices and Payment Terms

3.1 All prices are exclusive of VAT.

3.2 Payment in full is required for all events no less than 28 days prior to your event date.

3.3 All short notice/last minute (less than 28 days) bookings must be paid for in full at the time of booking,

3.4 Acceptable payment methods are: Bank transfer (BACS) and Credit/Debit Card and Cash. Cheques are not accepted. All payments must be made in £GBP Pounds Sterling.

3.5 The final balance must be paid in full no later than 28 days prior to the event date. This allows for any additional charge due to any increase in numbers or additional or upgraded services.

3.6 Non-payment will result in cancellation of services and we will retain your non-refundable deposit.

3.7 We reserve the right to change any packages, prices and service options on our website at any given time.

4. Final Guest Numbers

4.1 We request that the final number of guests, along with any allergen and dietary information, be confirmed in writing at least 36 days prior to the event date. This allows us ample time to prepare, order supplies, and make any necessary adjustments. Once we receive this information, we will send your final invoice, which must be paid in full at least 28 days before your event.

4.2 Adjustments to the guest count may be made up to 36 days prior to the event. After this deadline, no decreases in the count will be accepted, but increases may be accommodated based on availability. We will charge for the additional guests at the prevailing rate, provided we can accommodate them and we have been informed in a reasonable amount of time.

4.3 The final invoice will reflect the guest count provided by the client on the deadline. Any changes made after this date may result in additional charges.

4.4 If fewer guests attend than originally booked, the Client will be charged for the existing agreed final number confirmed in the final package. The client understands that we will prepare food based on the confirmed final numbers provided. Unfortunately, we cannot issue refunds for no-shows.

4.5 In the event of cancellation, the client may be subject to fees as outlined in our cancellation policy.

4.6 By confirming the final guest count, the client acknowledges understanding and acceptance of these terms.

5. Services Provided

5.1 Only services specified in the final confirmed catering package will be provided. Any additional requests must be agreed upon in writing prior to final payment. Any additional requests made on the day may not be accommodated.

5.2 Additional charges may apply for the hire of specialised equipment, which if required, will be specified in your catering package.

5.3 Travel charges may apply for events outside of our specified radius of approximately 50 miles.

5.4 Some venues allow external caterers to operate on a self-catering basis, while others may charge a fee. This fee varies by venue, so we recommend checking with your preferred location in advance. It’s common for venues with a list of preferred caterers to have such practices in place. The cost of fees for external caterers can vary widely depending on the venue. Typically, you might see fees ranging from £100 to £500 or more, depending on factors such as the size of the event, the venue's policies, and the services provided. Some venues may charge a percentage of the total catering cost instead. For an accurate estimate, it's best to contact specific venues directly and inquire about their policies regarding external catering fees.

5.5 If the food service must start much later than the agreed time for reasons beyond our control, a fee of £100 per hour for each whole hour over the original start time may be charged to cover any additional staffing costs.

5.6 The client will be responsible for the full replacement cost of any equipment lost or damaged by them or their guests.

5.7 Our contract with you for the provision of services will be entered when you pay your deposit invoice and therefore agree with the catering package.

6. Cancellation, Postponement and Rescheduling an Event

6.1 In the event that the client needs to cancel a booking due to unforeseen circumstances, they must inform us promptly in writing. Derventio Catering Ltd. will acknowledge the cancellation and provide confirmation in a reply email.

6.2 The following cancellation charges will be applied, which reflect the costs and expenses we may incur on your behalf as the event date nears, and the reduced time available to us to obtain any alternative bookings.

6.3 Cancellations made once the booking has been confirmed in writing and is at 60 days or more before the event, will result in the loss of the paid deposit of 25 % of the total event cost, unless the event can be re-booked on a mutually agreeable date, in which case the deposit will be transferred to the new booking date. This will incur an admin fee of £50. If no mutually agreeable future date can be found, the non-refundable deposit 25% of the agreed total quoted cost will be retained.

6.4 Cancellations made less than 60 days before the event will incur a charge of 50% of the total event cost, unless the event can be re-booked on a mutually agreeable date, in which case the deposit and balance paid up to the value of 50% of the total event cost will be transferred to the new booking date . This will incur an admin fee of £50. If no mutually agreeable future date can be found, the non-refundable deposit 25% of the agreed total quoted cost will be retained and an invoice sent for the remaining balance up to the value of 50% of the total final agreed price.

6.5 Cancellations made less than 28 days before the event will incur a charge of 100% of the total event cost, unless the event can be re-booked on a mutually agreeable date, in which case, all monies paid can be transferred to the new date. this will incur an admin fee of £50. Any increases to numbers already paid will be revisited at the time of the new booking date and new deadlines for final numbers and dietary requirements will apply.

6.6 The Client understands that if Derventio Catering Ltd. has already purchased food, consumables, and hired equipment and staff in advance of the cancelled event, the Client may still be charged for these costs. If required, a full invoice will be provided. Payment terms are on receipt of the invoice.

6.7 We “Derventio Catering Ltd.” reserves the right to cancel any event for any of the following reasons:

(a) If the client or Derventio Catering Ltd becomes insolvent or enters into liquidation or receivership.

(b) If the event may prejudice the reputation or cause damage to Derventio Catering Ltd.

(c) If any other unavoidable circumstances should arise outside of our control.

(d) On the Grounds of Safety: If proceeding with an event would endanger the lives or safety of our staff, clients, or guests, we reserve the right to cancel or postpone the event.

6.8 In the unlikely event that Derventio Catering Ltd. needs to cancel your event due to being unable to attend for any reason, we will give as much notice as possible, refund the non-refundable deposit along with any other payments made. We will also do our best to help you find another pizza caterer, but we will not be liable for any further costs or obligations to the client.

6.9 In the unlikely event that Derventio Catering Ltd. needs to cancel your event due to safety issues or extreme weather conditions, then our normal cancellation and rescheduling policy will apply.

7.0 Clients may reschedule their event without penalty if notice is given at least 60 days in advance of the original booking date. The new date must be within 18 months of the original event date.

7.1 If the client needs to postpone/re-arrange a booking for a different date, the client must notify us immediately in writing or by email.

7.2 Derventio Catering Ltd. will acknowledge the postponement and confirm in a reply email.

7.3 All monies paid will be retained by Derventio Catering Ltd. and used as payment for the re-arranged booking.

7.4 Any increase in guest numbers or addition to services will be charged accordingly.

7.5 In any event of a postponement/reschedule, unless outside of 60 days notice, an admin fee of £50 will be charged.

7.6 If the booking is re-arranged for after 12 months from the original booking date, a price increase of 5% will be added to the total final balance to allow for increases in costs.

7.7 All cancellation/postponement requests should be directed to info@derventiowoodfiredpizzaco.co.uk and confirmation of cancellation will be provided

8. Insurance

8.1 Clients are strongly advised to obtain Event & Cancellation Insurance to safeguard against potential risks, such as cancellation fees, unexpected costs, inclement weather, damages, and public liability. This insurance offers essential protection and peace of mind in the event of unforeseen circumstances that could affect your event. Be sure to review the policy details to ensure it aligns with your requirements.

8.2 Derventio Catering Ltd. is fully insured with the following coverage limits:

8.3 Public Liability: £10,000,000

8.4 Product Liability: £10,000,000

8.5 Employers Liability: £10,000,000

8.6 This comprehensive insurance ensures protection against various risks related to our catering services. If you have any specific questions or need further information, feel free to ask!

9. Food Allergies and Dietary Requirements

9.1 Allergen Disclaimer: At Derventio Catering Ltd., we take food allergies, intolerances, and dietary needs very seriously. We strive to provide accurate information about allergens in our food; however, we cannot guarantee the complete absence of allergens due to potential cross-contamination during preparation, cooking, and serving.

9.2 Client Responsibility: It is the client's responsibility to inform us of any allergies or dietary requirements of their guests before placing an order. Please provide detailed information about any specific allergies or dietary needs.

9.3 Menu Options: While we offer various menu options to accommodate different dietary requirements, we cannot guarantee that all items are free from allergens. Please contact us for specific allergen information and suitable menu choices.

9.4 Gluten Awareness: We prepare fresh dough, which means flour is present in our prep kitchen and our wood-fired oven. Although we practice thorough cleaning, airborne flour particles may still be present. Therefore, we cannot claim to serve completely gluten-free products. We offer a gluten-free pizza option prepared on a separate tray in our oven, but please be aware that gluten may still be present. We take appropriate hygiene measures, but the decision on whether our pizza is suitable for gluten-sensitive individuals lies with the consumer.

9.5 Allergen Control: Other allergenic ingredients are easier to manage, and our allergen information for each event will list all known allergen ingredients and any "may contain" ingredients. We encourage discussions with your guests to determine if our food is suitable. Please be aware that for all allergen and dietary requirements, we use separate preparing, cutting and serving equipment.

9.6 Policy Updates: We reserve the right to update our allergen policies and menu options at any time, particularly if ingredient substitutions are necessary. Customers are encouraged to check with us for the latest allergen information.

9.7 Advance Notice: All specific dietary needs must be communicated at least 28 days prior to the event.

9.8 Liability Waiver: Derventio Catering Ltd. is not liable for any allergic reactions or adverse health effects resulting from the consumption of our food. By consuming our products, you acknowledge that you have read and understood the risks associated with allergens and agree to hold Derventio Catering Ltd. harmless for any incidents related to food allergies or dietary restrictions.

9.9 If you have any questions or concerns regarding allergens or dietary requirements, please contact us at info@derventiowoodfiredpizzaco.co.uk. Thank you for your understanding.

10. Access, Setup and Breakdown

10.1 Reasonable access to the event area is required for the delivery and collection of our equipment, including vehicular access.

10.2 We will arrive at least two hours before the event to set up our gazebo and fire our oven to the required temperature and we will require access to the venue at this time.

10.3 The Client is responsible for ensuring that the venue is accessible to us two hours before the event and that setup areas meet our specified dimensions.

10.4 We require around 3 meters width of access for our vehicle and trailer, but can squeeze through smaller spaces if necessary and our Gazebo and pizza trailer set-up requires a flat, dry footprint of 5 meters by 7 meters for safety reasons. In certain circumstances, we could reduce the footprint down if an onsite risk assessment deems it safe to do so.

10.5 The average event requires around two to two and a half hours to produce and serve enough pizza to feed all of your guests. Larger Events May take longer. Breakdown of our equipment post-event can take up to two hours. All in all, from the time we arrive until the time we leave, we usually allow up to six hours per event.

11. Grassed Areas

11.1 During the course of providing catering services for your event, we may cause minor damage to grassed areas and the surrounding environment.

11.2 We will adhere to any posted signs and restrictions and will always use designated paths and other areas to reduce damage.

 11,3 Unfortunately, and especially during wet weather, we may leave: Footprints, Tire tracks, Trample marks, Visible signs of our structure.

11.4 Liability Waiver: By operating on the grass areas provided to us by our client, the client/venue agree to waive any claims against Derventio Catering Ltd. for damages arising from their activities on grassed areas and easily damaged surfaces.

12. Wood-Fired Oven Smoke

12.1 Please be aware that our wood-fired oven may produce some smoke during operation. This is a natural part of the cooking process and enhances the unique flavor of our food. While we strive to minimise smoke emissions, some may occur, especially during the initial firing of the oven. Windy weather conditions may temporarily exacerbate this.

12.2 We operate our wood-fired pizza oven in accordance with all local regulations and guidelines, following best practices for controlling smoke. We use the correct grade of wood with a moisture content of less than 20% to minimize smoke output.

12.3 Clients should note that smoke may irritate individuals with respiratory conditions or sensitivities. We advise seating such individuals away from our catering area if possible.

12.4 We are committed to maintaining our pizza oven in good condition and regularly clean it after use, including the removal of ash and soot residue.

12.5 Client Acknowledgment of Smoke Production: By using our services, the client recognises that the operation of wood-fired pizza ovens generates smoke, which may impact surrounding areas and individuals.

12.6 If you have any concerns or questions, please feel free to contact us.

13. Inclement Weather

13.1 Definition of Inclement Weather: Inclement weather includes, but is not limited to, heavy rain, thunderstorms, high winds, snow, or any severe weather conditions that could pose a safety risk or disrupt the service of an event.

13.2 Client Responsibility:

13.3 Clients are encouraged to monitor weather forecasts prior to their event. If inclement weather is anticipated, clients should communicate with us at least 24 hours in advance to discuss potential impacts on the catering service.

13.4 The safety of our staff, clients, and guests is our top priority. In the event of severe weather conditions, we reserve the right to postpone or cancel the catering service. If this occurs, we will notify the client as soon as possible. In such cases, our standard cancellation and rescheduling policy will apply.

13.5 In the event of serious inclement weather, Derventio Catering Ltd. cannot be held liable for any unsuitable weather conditions that may occur that prevent us from providing our service. In such cases, our standard cancellation and rescheduling policy will apply.

13.6 Contingency arrangement: Our professional Gazebo set-up, allows us to operate even in the worst of British weather, but on some occasions in extremely bad weather or high winds, it may be necessary to move the serving area indoors. We will still cook the Pizza in our wood fired oven outdoors, but may need access to a serving space indoors. If an event had to be cancelled due to serious weather issues, we would work with you to reschedule the event at our next mutual convenience. We will discuss this contingency on an event by event basis with each client as each venue/location is different.

14. Limited Liability

14.1 Our liability for any losses incurred as a result of our breach of this Agreement, including intentional breaches, is strictly limited to the total price of the contract package. We are only liable for losses that are a foreseeable consequence of the breach—those losses that both parties could reasonably have anticipated at the time the order was accepted.

14.2 To the fullest extent permitted by law, the liability of Derventio Catering Ltd. for any claim arising from this Agreement, whether in contract, tort (including negligence), or otherwise, shall be limited to the total amount paid by the client for the specific event in question.

14.3 This limitation does not apply to our liability for:

(a) death or personal injury resulting from our negligence;

(b) liabilities under section 2(3) of the Consumer Protection Act 1987;

(c) fraud or fraudulent misrepresentation;

(d) any intentional breaches of these terms that would allow you to terminate the contract; or

(e) any matter for which it would be unlawful for us to exclude or attempt to exclude our liability.

14.4 We are not responsible for any indirect losses that may occur as a consequence of the main loss or damage and that were not foreseeable to either party. This includes, but is not limited to:

(a) loss of income or revenue;

(b) loss of business;

(c) loss of profits or contracts;

(d) wasted management or office time, regardless of the cause, whether due to negligence, breach of contract, or otherwise, even if foreseeable.

(e) for any matter for which it would be illegal for us to exclude, or attempt to exclude, our liability.

14.5 Our liability for any losses due to inclement weather is limited to the total amount of the contract package. We are not responsible for any indirect or consequential losses resulting from weather-related cancellations or delays.

14.5 Additionally, we will not be liable for losses resulting from your failure to comply with UK tax, health, safety, or hygiene regulations, and you agree to indemnify us against such losses.

14.6 Derventio Catering Ltd. will endeavour to deliver your event requirements at an agreed time. We cannot be held responsible for abnormal traffic conditions or vehicle breakdowns outside of our control, leading to delayed event services. In the event of a vehicle breakdown, we will attempt to hire a suitable replacement vehicle at no additional cost to the client.

14.7 The client acknowledges that they have read and understood this limitation of liability and agrees to be bound by its terms.

15. Force Majeure

15.1 “Force Majeure Clause”

15.2 Derventio Catering Ltd. shall not be liable for any failure to perform its obligations under this agreement if such failure results from circumstances beyond its reasonable control, including but not limited to acts of God, war, terrorism, strikes, labor disputes, fire, floods, natural disasters, government regulations, pandemics, or any other events that are unforeseeable and unavoidable (collectively referred to as "Force Majeure Events").

15.3 In the event of a Force Majeure Event, the affected party shall promptly notify the other party in writing, specifying the nature of the event, the anticipated duration, and the impact on its ability to perform its obligations. The affected party shall make reasonable efforts to mitigate the impact of the Force Majeure Event and resume performance as soon as practicable.

15.4 If the duration of the Force Majeure Event exceeds 30 days, either party may terminate this agreement without penalty by providing written notice to the other party.

16. Food Safety

16.1 We source, prepare, transport, and serve all of our food, service equipment and utensils, in line with the highest food safety standards, ensuring quality and compliance with all relevant regulations.

16.2 To comply with UK Government Food Safety legislation, all foods served buffet style are categorised as follows:

16.3 (a). Cold Food. Examples: Salads, Charcuterie platters, etc. - Maximum time outside of temperature control: 4 hours. After 4 hours, any remaining cold food must be disposed of to ensure safety.

16.4 (b). Hot Food. Examples: Hot dishes, casseroles, etc. - Maximum time outside of temperature control: 2 hours. After 2 hours, any remaining hot food must be disposed of to ensure safety.

16.5 Client Responsibility: If the client insists on retaining any food past the specified time limits, and the food has left our control, a disclaimer waiving our liability must be signed, acknowledging that this food is NOT covered under our Public Liability Insurance.

16.6 We do not serve food provided or prepared by anyone other than ourselves with the exception of celebration/wedding cakes provided that we are in possession of a liability waiver and accurate allergen information to accompany the cake.

16.7 We will not be liable for any losses resulting from your failure to comply with UK health, safety, and hygiene regulations, and you agree to indemnify us against such losses.

17. G.D.P.R.

17.1 Please see our privacy notice.

18. Catering Event Waste Removal

18.1 Our Responsibilities: We take responsibility for any waste we generate while producing your event and will remove and dispose of these waste streams lawfully. However, any consumer waste produced from your event—such as paper plates, pizza boxes, recyclable/compostable cutlery, food waste, and paper products—will become the client's responsibility.

18.2 Client Responsibilities: The client is responsible for ensuring adequate provision for the disposal of all waste items supplied, including: paper plates, pizza boxes, recyclable/compostable cutlery, food waste, and paper products.

18.3 We recommend liaising with the venue to confirm designated waste disposal areas and to ensure these locations are accessible.

18.4 Our team will manage waste during our agreed hours of operation, which includes: Collecting and disposing of food waste in accordance with local regulations, separating recyclables from general waste whenever possible, Providing and maintaining waste containers throughout the event.

18.5 Post-Event Clean-Up: After the event, our team will conduct a thorough clean-up of the catering area only, including the removal of all our catering-related waste. The client is responsible for the final clean-up of the venue.

18.6 Additional Fees: If waste removal exceeds standard procedures due to the size or nature of the event, requiring additional resources, extra fees may apply. Clients will be informed in advance if such fees are anticipated.

18.7 Sustainability Practices: We encourage clients to engage in sustainability practices, such as composting food waste and utilizing biodegradable materials when possible.

18.9 By agreeing to the terms and conditions of this policy, the client acknowledges and agrees to adhere to these guidelines for effective waste management during the event.

20. Complaints

20.1 Any complaints must be submitted in writing within 7 days following the event for consideration.

21. Governing Law

21.1 These terms will be governed by and construed in accordance with the laws of the United Kingdom and shall be subject to the non-exclusive jurisdiction of the court of Great Britain.

22. Acceptance of Terms

22.1 By proceeding with your booking, you acknowledge that you have read, understood, and agreed to these terms and conditions of our business.

Derventio Catering Ltd. Registered in England and Wales No : 15824838

For further information or clarification regarding any terms and conditions, please contact us at info@derventiowoodfiredpizzaco.co.uk