Terms & Conditions

These Terms & Conditions apply to catering services provided by Punjab Caterer Ltd (Company No. 11698370)

By confirming a booking and paying the required deposit, you (“the client”) agree to these Terms & Conditions.

1. Quotations and bookings

All quotations are based on the information provided to us at the time of enquiry, including the event date, location, estimated guest numbers, menu and services required.

A quotation does not secure your event date. Your booking will only be confirmed once we have received the required deposit and confirmed acceptance of your booking in writing.

2. Deposits

A deposit is required to secure your event date. Once we receive the deposit and confirm the booking, we will reserve the agreed date for your event. The deposit will be deducted from the final balance.

3. Final payment

The remaining balance must be paid 7 days before the event, unless alternative arrangements have been agreed with us in writing.

Bookings made within this period may require payment in full at the time of booking.

We reserve the right not to provide catering services where payment has not been received by the agreed due date.

4. Cancellation by the client

We understand that circumstances can change.

If you cancel your booking at least three months before your event date, your deposit will be refunded.

If you cancel within three months of your event date, your deposit will normally be retained to reflect work already undertaken, the date having been reserved and any reasonable costs or losses arising from the cancellation. We will not seek to retain amounts that would be disproportionate to our reasonable losses.

We understand that exceptional circumstances can arise. In cases such as bereavement or other serious unforeseen circumstances, we will always try to be flexible and may agree to transfer your deposit to an alternative event date, subject to availability.

Any cancellation must be communicated to us as soon as possible and confirmed in writing.

5. Changing your event date

If you need to postpone or rearrange your event, please contact us as soon as possible.

Where we are available on your new date, we will do our best to transfer your booking. Any deposit already paid may be transferred to the new date where agreed by us.

Prices may need to be adjusted where the new date results in changes to ingredient, staffing, travel or other costs.

If we are unavailable on the requested replacement date, the booking will be treated in accordance with our cancellation terms above.

6. Guest numbers

Estimated guest numbers should be provided when your booking is made.

Once final numbers have been confirmed, reductions may not result in a reduction to the final price where food, staff or equipment has already been ordered or allocated.

If guest numbers increase, please let us know as early as possible. We will accommodate additional guests wherever reasonably possible and any additional charges will be confirmed with you.

7. Menus and changes

Menus will be agreed with you before the event.

We prepare our food using fresh ingredients and occasionally an ingredient or product may become unavailable. Where this happens, we reserve the right to make a reasonable substitution of a similar standard and will let you know where the change is significant.

Any substantial changes requested by you after the menu has been agreed may result in additional charges.

8. Allergies and dietary requirements

Please tell us about any allergies, intolerances or dietary requirements as early as possible and no later than when final guest numbers are confirmed.

We will provide allergen information and work with you to accommodate dietary requirements wherever reasonably possible.

Our kitchens handle a range of ingredients and allergens. Where a guest has a severe allergy, you must make us aware so that we can discuss their requirements with you before the event.

9. Halal and non-halal catering

We use halal-certified meat as standard.

Non-halal options may be available by prior arrangement. Where both halal and non-halal food is requested, we will discuss the arrangements with you in advance.

Any specific religious, cultural or dietary requirements should be raised with us before the menu is finalised.

10. Venue and access

It is the client's responsibility to ensure that we have suitable access to the venue and sufficient space and facilities to provide the agreed catering service.

You should make us aware of any access restrictions, parking arrangements, loading restrictions, stairs, kitchen limitations, venue rules or time restrictions before the event.

Where additional staffing, equipment or time is required because of venue restrictions that were not disclosed beforehand, additional charges may apply.

Where relevant, we will work directly with your venue or other suppliers to coordinate catering arrangements.

11. Outdoor catering and BBQs

For outdoor catering, you are responsible for ensuring that the venue permits outdoor cooking and that appropriate space is available.

Weather conditions may affect the way outdoor catering can safely be provided. Where necessary, we may alter the setup or cooking arrangements to protect our staff, guests and equipment.

Where extreme weather makes the agreed service unsafe or impractical, we will work with you to identify a reasonable alternative wherever possible.

12. Event timings

The timings agreed with us form part of your catering plan.

If your event is significantly delayed, we will do our best to accommodate the change. However, additional staffing or service charges may apply where our team is required to remain at the venue substantially longer than agreed.

Food quality and safety can also be affected by significant changes to serving times, so please let us know as soon as possible if your schedule changes.

13. Client-provided food and drink

Where food, desserts, drinks or other products are supplied by the client or another supplier, Punjab Caterers cannot accept responsibility for their quality, safety, storage or allergen information.

Responsibility for those items remains with the person or business supplying them.

14. Equipment and damage

Any catering equipment, serving equipment or other items supplied by us remain our property unless otherwise agreed.

The client may be responsible for the reasonable cost of repairing or replacing equipment that is deliberately damaged, misused or removed during the event.

Normal wear and accidental breakages will be handled reasonably.

15. Circumstances outside our control

Occasionally, circumstances outside either party's reasonable control may prevent or materially affect an event. This could include severe weather, major transport disruption, venue closure, government restrictions, serious illness or other exceptional events.

If this happens, we will contact you as soon as reasonably possible and work with you to find an appropriate solution, which may include rearranging the booking.

Neither party will be responsible for a failure to perform obligations where this is genuinely caused by circumstances outside their reasonable control, although this does not affect any rights you have under applicable consumer law.

16. Cancellation by Punjab Caterers

It is extremely unusual for us to cancel a confirmed event.

If we have to cancel because of circumstances within our control and cannot provide a suitable alternative, any payments made to us for services we have not provided will be refunded.

This does not affect your statutory rights.

17. Liability

We will provide our catering services with reasonable care and skill.

Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence.

We will not be responsible for losses that could not reasonably have been anticipated when the booking was made or losses arising from information, instructions or circumstances outside our control.

18. Complaints

If you have any concerns about our service, please speak to a member of our team at the event wherever possible so that we have an opportunity to resolve the issue.

If you wish to make a complaint after your event, please contact us at hello@punjab-caterer.co.uk as soon as reasonably possible with details of your concern.

We will review your complaint and respond as soon as we can.

19. Personal information

Any personal information you provide to us will be handled in accordance with our Privacy Policy.

Please refer to our Privacy Policy for further information about how we collect, use and protect personal information.