Special Event and Wedding Catering terms and conditions contract

Between: hummingbird and co catering
And: ____wedding at ______ Event Date: _________

Details of quote and provision of services package inclusions on invoice to be entered below

CLIENT and/or VENUE to provide:

Two power points easily accessible by van site

water

Bar package:

CATERER to provide:

CLIENT to provide:

CATERER to provide:

The name of the person overseeing the staff and the backup in case he/she is sick or unable to make it the day of

Angelica 0481180658

Stuart 0428746185

The name of the person responsible for set up and clean up

Angelica 0481180658

Stuart 0428746185

The attire for servers and bartenders

Please review hummingbird and Co catering’s Special Event and Wedding Catering Contract. The following terms and conditions are established to assist you in arranging your event. These terms and conditions are intended to ensure the highest level of quality in your food & beverage services. Your event will be confirmed when you have supplied hummingbird and co catering with a 25% estimated non- refundable deposit. Please read and sign the following terms and conditions.

Guaranteed Attendance

Estimated guest count due on booking: Final guest count for an event must be received 6 weeks prior to the event. An increase or decrease to your booked number over or under 10% is subject to approval from the Event Coordinator and may incur an extra service charge.

Covid amendment: We are aware these are uncertain times final guest count is now required 2 weeks prior to event to account for changing circumstances.

Bookings

We encourage you to reserve and book your date as soon as possible. Dates will not be held or reserved until the estimated 25% non-refundable deposit is made. We reserve the right to refuse events that are requested late or exceed our capacity to provide service. Quotes are valid for 48 hours after which confirmation will be required.

Payments and Deposits

Billing arrangements for all events must be made in accordance with the policies set out below, unless otherwise negotiated. A 25% estimated non-refundable deposit is due at the time of booking. Balance of payment must be paid 6 weeks prior to service, unless otherwise specified and arranged.

Covid amendment: Balance of payment required 4 weeks prior to event or when final invoice issued

Cancellations

If the client cancels a contracted food and beverage event, Hummingbird and Co Catering will retain the non-refundable deposit as liquidated damages.

The client understands that upon entering into this Contract, the caterer is committing time and resources to this Event and thus cancellation would result in lost income and lost business opportunities in an amount hard to precisely calculate. Therefore, the following cancellation limitations will apply. If Client requests cancellation of this Contract 42 days or more before the Event, Caterer shall be entitled to retain non refundable deposit. If Client requests cancellation 41-15 days before the Event, Caterer shall be entitled to 50% percent of the Estimated Total Costs. If Client requests cancellation 14-7 days before the Event, Caterer shall be entitled to 75% of estimated total cost. Cancelation less than 7 days prior to the event will incur 100% total costs, less staffing costs and wages as invoiced.

Covid amendment: We will continue to work with other suppliers and clients for the best possible outcomes for events and remain as flexible as possible in these unprecedented times. Final payment and package adjustments will be required 14 days prior to event. Depending on restrictions 14 days prior to event, any adjustments to meet restrictions will be taken into consideration prior to issuing final invoice. If you need to consider rescheduling, we will continue to work with you to find the best outcome, however if this is less than 7 days prior to event, costs will be incurred. These costs will not be transferable to any rescheduled date. We recommend an open line of communication and have been working tirelessly to reschedule events. If you choose not to reschedule the above terms and conditions apply.

Unused Food

It is our policy that any unused food would be removed by hummingbird and co catering for public safety and general insurance liability purposes. If the client would like to retain any unused, arrangements must be made through the Event Coordinator prior to the event. However, due to the extended room temperatures and holding conditions that each event may present, we do not recommend keeping food, hence this is only possible in some circumstances and at the will of the food safety supervisor.

Equipment

Caterer has general liability insurance relating to Caterer’s services at the Event. However, Client will indemnify and hold harmless Caterer for any damage, theft, or loss of Caterer’s property occurring at the event, caused by any of Client’s guests.

We reserve the right to charge for missing and/or damaged equipment attributed to individuals attending a catered event. A final bill for any damaged and/or missing equipment will be sent to the client within 14 days following the event. Payment is due upon receipt.

Meal Service

Meals are served promptly as scheduled. We allow for 1.5 hours of service for festival catering dinner events when the guest count is over 100 people. Changes to service hours can be requested, but must be approved in advance.

Accounts

Hummingbird and co catering, reserves the right to apply finance charges on any amount unpaid when due at an interest rate of 1.5% per month. All accounts must be paid in full prior to event, failure to pay in full prior to the event hummingbird and co reserves the right to forfeit services. In the event that hummingbird and co catering must seek legal remedies to complete execution of this contract, the client agrees to pay for all attorney fees.

Cancellation by Acts of God and/or Failure to Provide Service

Hummingbird and co catering shall have no responsibility or liability for failure to supply any services when prevented from doing so by strikes, accidents, Acts of God (ie. Flood, fire, etc.) or any other cause beyond hummingbird and co caterings reasonable control.

Should hummingbird and co catering be unable to fulfill the contract due to some unforeseen event outside of the above mentioned every effort will be made to find a replacement caterer and client will receive a full refund, less 50% non-refundable booking deposit. Caterer will not be responsible for any additional damages or compensation under these circumstances.

Event Location

Client is solely responsible for all costs and/or deposits relating to use of the Venue, and for obtaining any necessary permissions, authorizations, or other requirement of Caterer providing services at the Venue.

The client assumes all responsibility for any damages/theft to the property rented to the client that may be caused by patrons, members, guests, or invitees. Rental of the location is the sole responsibility of the client and it is recommended that the client confirm with the location that all necessary equipment/rooms are included.

Hummingbird and co catering must be provided access to the kitchen/setup location upon specified arrival time. A point of contact must be provided to hummingbird and co catering for any access and/or service related matters on the day of the event.

Event Setup and Staffing

Our contract includes staffing for 1-2 hours of setup\pack down, any time over booked package will be invoiced at time and a half. No overtime will be incurred if the event ends on schedule. We reserve the right to increase or decrease the number of staff if the guaranteed guest count is 10% higher or lower than the number included in the contract. Our service includes all utensils required for serving of food, not including table settings, plates and cutlery ect. If you require specialized servingware this can be hired and must be arranged and hired with event co-ordinator.

Our package does not include the setup of tables and chairs or venue set up.

Bartender/Mobile Bar Service

Bar service packages include wine and champagne glasses up to 80pax. Full set up of bar and supplies for bar-related items such as drink dispensers, icebuckets, ice, etc. Specialized glassware needs to be hired seperately. Cocktail glasses can be provided at an additional fee. All drinks are to be provided cold due to time restrictions for chilling, for events over 100pax a mobile cool room is required.

Alcohol

Hummingbird and co catering reserves the right to request identification and/or refuse the service of alcohol at any event according to the standards of responsible service of alcohol. Hummingbird and co catering reserves the right to close the bar service due to patron interactions. All liquor permits if necessary and any additional event insurance coverage is up to the client to purchase and organize and must be obtained and posted for perusal at the event location.

Pricing Guarantee

Hummingbird and co catering can only guarantee pricing for events for up to one year from the date of the signed contract. Hummingbird and co catering reserves the right to make adjustments or offer alternative selections when unforeseen market conditions cause the price of goods or supplies to increase by more than 10% from the date of the original quote.

Service Charge GST

Hummingbird reserve the right to charge 10% service charge which is added to the final total for all catered events if applicable.

Travel Fee

Based on the location of your event, an additional travel fee may be applicable. Please speak with the hummingbird and co catering Event Coordinator to determine whether a travel fee is applicable for your event.

Signatures

Client 1 _____________________________________ Date____________

Client 2 ______________________________________ Date____________

Financially Responsible Client ___________________ Date____________

Hummingbird and co catering_____________________________ Date____________