1. Booking with South Downs Coffee Co. (SDCCo.) Ltd
    1. All bookings must be confirmed in email by the Client.
    2. A non-refundable deposit is required to secure SDCCo. for the date of your event.
  2. Booking Deposit
    1. A booking deposit of 25% (subject to the inclusion of VAT) is payable once your booking confirmation is received. This deposit will be deducted from the total costs (please see our Payment terms below).
    2. Payment methods available including bank transfer, debit card, credit card, PayPal and Applepay.
  3. Booking Confirmation
    1. Once the Clients deposit/s have been received a receipt will be issued by SDCCo. together with your draft menu and estimated costs based on the number of guests and selections made by the Client.
    2. Once a date has been secured a client tasting session is possible for bookings with a minimum of 40 guests. Sessions can be arranged mid-week only and are subject to the event type and menu selected.
  4. Variations to the Price
    1. All bookings are subject to minimum guest numbers which will be confirmed prior to booking.
    2. Any variation to menu selections for children must be discussed with SDCCo. as soon as possible so menus can be revised accordingly.
  5. Payment of Total Event Costs
    1. Payment in full is required for all catering services to be provided by SDCCo.. Final guest numbers must be confirmed to SDCCo. no later than 14 days prior to the event.
    2. The information provided at this point will be used to produce your final event cost and invoice. After final numbers have been provided to SDCCo. we are happy to accept any increases in requirements however no reduction will be possible as the team and all goods will have been booked and ordered.
    3. Once our invoice is received by the Client payment must be made no later than 2 working days from the date of the invoice.
  6. Cancellation Charge
    1. In the unfortunate event of a booking having to be cancelled confirmation by email will be needed. Your deposit will be retained and the following charges will be incurred
    2. Cancellation received with 14 – 8 days notice prior to the event – 50% of the total event cost
    3. Cancellation received 7 – 4 days prior to the event – 75% of the total event cost
    4. Cancellation received less than 3 days or less prior to the event – 100% of the total event cost
    5. The total event cost will be based on the number of confirmed guests attending at the agreed price per head and any other agreed costs + VAT. Should guest numbers be unconfirmed at the time of cancellation the total event cost will be based on the originally quoted/estimated guests numbers.
    6. Any additional costs incurred by SDCCo. in preparation of the event up until the time of cancellation will be charged to the Client. This is to cover any losses caused to SDCCo. for administration costs, travel, supplies etc. and will be discussed fully in event of cancellation.
  7. Dietary Requirements and Allergies
    1. will endeavour to provide suitable adaptions to the Clients menu for any guests with special dietary requirements or allergies. We cannot however take responsibility for any guests unless advised in advance (no less than 72 hours prior to the event).
  8. Clients Food and Drinks
    1. We accept no liability for any food or beverage products supplied by the Client themselves in additional to those arranged by SDCCo..
  9. Client’s use of SDCCo.’s Property and Clients Personal Property
    1. The Client agrees to pay for any loss or damage to any equipment, crockery, cutlery or glassware supplied by SDCCo. for the event, including any issues caused by the Clients guests or team.
    2. will not be held responsible for the theft, loss or damage to any personal effects of the Client or Clients guests or team.
  10. Liability of SDCCo.
    1. accept no liability under any claim whatsoever arising (be it by negligence or otherwise) for any loss over the figure of the existing SDCCo. Public Liability Limit of Indemnity. Note that this figure which may change from time to time and is available upon request together with a copy of our Certificate.
  11. Force Majeure
    1. shall incur no liability to the Client if performance of the contract is prevented or hindered by any case whatsoever beyond SDCCo.’s control and in particular but without prejudice to the generality of the foregoing, by act of fire, flood, subsidence, sabotage, accident, strike, or lock out and shall not be liable for any loss or damage resulting there from suffered by the Client.