Terms & Conditions

These Terms and Conditions, together with the final details in the Contract, form the entire agreement between the Client and Fresh Food Events, and are governed by the Law in England and Wales.

Confidentiality You agree that the Proposal and subsequent Contract is strictly confidential between you and Fresh Food Events. It must not be disclosed to any third party including your Venue. Remedy for any breach will be the total value of this proposal.

A General Terms

Fresh Food Events is the Trading Name of Fresh Food Event Catering Limited.
Registered Office; 4 Crown Street, Swansea, West Glamorgan, Wales, SA6 8BD
Company number 08907518. VAT Registration Number 225705813
The Client’s details are shown in the Proposal and will be included in the Contract.
Fresh Food Events contracts with you, as named in the Proposal, not your chosen Venue or any other Third Party. Where rules imposed by the Venue are contrary to those agreed in this Proposal, we will ask you to help resolve the position. Where requests are received from Family or Bridal Party Members, they will be referred back to you. Ultimately, we take our instructions from you, and you alone, our Client.
You will nominate a member of your party to be our liaison on the day. We will not accept instructions from anyone other than the Client or their nominated contact. For the sake of clarity, the nominated client cannot make substantive changes to the agreed contract but is able to help resolve queries.
These Terms will take precedence over any terms issued with a Purchase Order.
Errors and Omissions excepted.

B The Way We Will Work With You

Proposal - This proposal contains all the details you have given us and can be amended as many times as needed.
Order - When you are ready to place an order, you can do so at www.freshfoodevents.co.uk/order
Booking Fee - When we receive your order we will send you an invoice for 10% of the Proposal Value with a minimum value of £350.00. You pay the Booking Fee by Bank Transfer. Your date is then secure in our Diary.
Draft Contract - At this time we also send you your Draft Contract, which can still be amended up to the date shown in your Payment Terms.
Interim Paymen - We send you an interim invoice of £500.00, six months before your Big Day
Final Contract - In preparation for your Wedding or Event (on the date shown in your Payment Terms) we will send you the latest Version of your Contract. YOU CAN CHANGE ANYTHING AT THIS POINT BUT CHANGES MUST BE FINAL. You give us your final minimum numbers and dietary choices if required. We then send you the Final Contract to check with a final invoice that must be paid on the date as shown in your Payment Terms. This is the final contract between us. You can add to it but not reduce numbers.
Wedding or Event Day - Seating Plans must be with us 14 Days beforehand. We may meet at your Venue the Day Before to finalise details. Equipment may be delivered to your Venue the Day before. We arrive early on the day and lay tables etc
Payments - All payments must be made by Bank Transfer (BACS). Our Bank Details are shown on our invoices. Standard Payment Terms are 14 Days Late Payments will incur an administration Fee of £40.00 Payments more that 7 Days late may result in your event being cancelled.

C Proposal and Pricing

Proposal / Contract Amendment - The Proposal / Contract may be amended as many times as needed, even following your order, up to the point that final numbers and menus are agreed in the FINAL CONTRACT on the date shown in your payment terms. Such amendments may affect the final pricing.
Valuable Service - This process will do much to assist your planning (including such items as furniture etc if required) and as such you accept it delivers a valuable service
VAT - All pricing given will be shown inclusive of VAT unless otherwise stated.
Childrens Meals - Where Children between the ages of 4 and 12 are served the same menu as the Adults, they will be charged a reduced price. Otherwise, children’s meals are by quotation. This does not apply to finger buffets.
Price Amendments Pricing - is valid for 45 Days. Events are often planned a long time in advance and the cost of ingredients and staffing may increase between the time of order and delivery. We will always try to absorb any supplier price increases but reserve the right to pass on any such increases. This would be explained as part of your final balance.
Mileage Charge - Pricing will include a charge to cover transportation costs for one vehicle at £1.00 per mile. This is to cover the fuel charges and staff time costs that we will incur.
Overall Pricing - Pricing shown in this proposal is contingent on all options contained in the proposal being ordered. A subsequent reduction in numbers or scope may increase the per head price to ensure overheads are covered.
Pricing Scope - Pricing Shown is for the service shown in the proposal / contract. Should other services be requested either beforehand or on the day, we reserve the right to levy further charges. Pricing is based on a three hour window for the service of the Event.
Ingredient Availability - The Proposal is based on ingredients that are available at the time the proposal is written. Future supply issues may mean that ingredients may need to be varied. We will do this in consultation with you.
Images - Images included in the proposal are illustrative and may not represent the meal you have chosen.

D Order

Place an Order - To place your order, please complete and submit the online form found at https://www.freshfoodevents.co.uk/order. The submission must include acceptance of these Terms and Conditions.
Booking Fee - On receipt of your order form, we will invoice you for the Booking Fee as shown on the Pricing Page of the Proposal, 10% of the total order value, with a minimum value of £350.00.
VAT - VAT will be charged at the prevailing rate at the time of raising any invoice.
Securing the Date - Your date is secured when the Booking Fee is paid.
Payment by BACS - All payments should be made by Bank Transfer. Fresh Food Events does not accept card payments. Generally but subject to change where needed, Payment Terms are 14 Days from invoice.
Valid Order - Only when the Booking Fee is paid does Fresh Food Events accept your order. For the sake of clarity, the issue of a proposal or draft contract does not constitute a contract between the Client and Fresh Food Events.
Booking Cancellation - The Booking Fee is only refundable if the order is cancelled in writing within 14 days of the date on the Order Form submission.
Interim Payment - Fresh Food Events will issue an invoice to you for an Interim Payment of £500.00, payable Six Months before your Event / Wedding Date. This payment is non refundable. Should payment not be received by the invoice due date we will deem your booking to have been cancelled.
Final Payment - The Final Balance payable will be the amount shown in the Contract less the Booking Fee and any Interim Payment already made, so that you have an overall statement of pricing. Balances are payable strictly in accordance with your payment terms and are non refundable.
Insurance - We recommend you take out Wedding / Event Insurance and any costs incurred as a result of cancellation should be sought from your insurances.

E Final Contract

Final Contract: Final details of goods and services to be supplied will be recorded in the “Final Contract”.
Draft Document: The Draft Contract will be sent to you when you place your order and will replicate the contents of the Proposal. Your final definitive changes should be supplied in line with the date shown in your Payment Terms.
Amendments: You should then send us, within ONE WEEK, a definitive list of the amendments required.
Final Version and Invoice: The final Version of the CONTRACT will then be issued to you along with the invoice for the Balance of Fees due.
Final Contract: The Document will form the final Contract between us. Please ensure the Contract details are exactly what you expect as this is what will be delivered.
Amendments: Please read The Final Contract through carefully. Should errors need to be corrected please inform us with 24 hours of issue. When in doubt, please make contact with Fresh Food Events. A new Version will then be issued for your immediate agreement. Other amendments will incur additional charges.
Final Pricing: The Final Pricing will be shown in the Contract as pricing may have been varied from the Proposal, affected by final numbers, interim supplier pricing increases, interim food inflation, menu changes etc.
Calculation of Final Price: The Balance Payable will be that detailed in the Contract less the Booking Fee and if applicable the Interim Payment already made.
Final Invoice: The Final Balance Invoice will be based on the figures shown in the Contract and will be issued with The Final Contract.
Payment: The Final Balance Invoice must be paid by Bank Transfer on or before the date shown in your Payment Terms. Should payment not be received by the invoice due date we may deem your booking to have been cancelled.
Additions and Minimum Numbers: Meal Numbers and services may be added to after the final invoice has been raised but not reduced. Numbers can be increased up to 5 days before the Wedding or Event.
Document Acceptance: Payment of the Final Balance Invoice will confirm your acceptance of the Contract.
Balance Refund: The Balance is non-refundable in any event, unless the contract is frustrated by specific Government measures to combat any Outbreak/Epidemic/Pandemic.
Delivery vs Payment: Fresh Food Events does not contract to deliver the goods and services described in this proposal/ Contract until all invoices are fully paid.
Third Party Orders: No third party orders will be placed until the balance is paid.
Changes: Any major changes requested to the CONTRACT after the Final Balance Invoice has been raised may be subject to a £40 Administration charge and any last minute changes that result in time costs to Fresh Food Events will result in those time costs being re-charged to you.
Terms: The Contract will be subject to this set of Terms and Conditions unless agreed otherwise in writing.

F Third Party Suppliers

Supplier Terms and Liability: Hired In Items (including but not limited to Linen, Crockery, Cutlery and Tableware etc) are subject to the terms of the supplier(s). Having placed your order, you are liable for the full hire in charges as included in the Contract.
Supplier Invoices: Fresh Food Events will settle invoices for Crockery Cutlery and Linen Hire if we have placed those orders. Invoices for larger value items such as Furniture or Marquees will be passed to you for payment.
Third Party Management: Fresh Food Events will manage the order, delivery and collection of third party equipment on your behalf unless agreed otherwise.
Fees: A Fee to cover the management of Hire Ins and reasonable losses (£10.00) is included and is charged at 10% of the Hire in Fee, subject to a minimum of £80.00. Hire in Company Fees may increase between the time of your order and the wedding or event and any increases will be passed on and shown in the final contract.
Losses: Excessive amounts of unaccounted for, or damaged items on return, will be re-charged to you at cost.
Delivery: Hired In Items will be delivered wherever possible, and where appropriate, the day before to allow you to set up and dress tables etc.
Return: Fresh Food Events will gather together all hired in items at the end of service, (including Glassware) ready for collection by the Hire In Company. Glass hire does not extend beyond the meal service.
Your Responsibility: Where such items as furniture and linen (or any other items) need to be left in place, it will be your responsibility to gather them together with the other items ready for collection on the next working day by The Supplier.
Supplier Recommendation: Where Fresh Food Events provides details of third party suppliers for potential inclusion in your plans, you must satisfy yourself that their goods or services meet your requirements. Fresh Food Events will not be responsible for the performance of any third party supplier.
Following Day: Where Fresh Food Events is delivering and collecting 3rd Party equipment, we will agree collection arrangements with you. Should Fresh Food Events be required to return to the venue the following day to collect equipment, charges will be levied at £35.00 per hour and £0.45 pence per mile.

G Service

Day Before: Where agreed, we will meet with you at your Venue the Day before your event to finalise details. We will agree a timed appointment to do this. That timing must be adhered to otherwise we reserve the right to levy charges for waiting time at £25.00 per hour or part thereof. We will accept no complaint regarding service if you refuse this pre-meeting.
Arrival Service: Where Welcome Drinks and/or Canapes are to be served a significant distance away from the main dining area, we reserve the right to levy additional charges to cover the staff time required.
Time Limit of Service: On your Delivery Date, we expect to complete meal Service in three hours (including cleardown) from the agreed dining time. We reserve the right to levy further charges to cover staff costs should attendance be required beyond this time. In particular where third party services including but not limited to Singing Waiters are booked, we will levy charges to cover our staff costs for the delay incurred. Time charges are levied at £25.00 per hour or part thereof per person.
Additional Tasks: Any additional tasks requested during service but not included in the Contract will be subject to additional charges.
Force Majeure: Fresh Food Events will use all reasonable endeavours to ensure service is available at the times noted in the Contract but cannot be held liable for delays as a result of any and all third party activity, extreme weather conditions or any mechanical or electrical breakdown.
Evening Service: Where a secondary evening service is included, service will be provided for approximately one hour from the agreed service time as shown in the Contract. Evening Service will not commence later than 9.00pm.
Food Ownership: All food remains the property of Fresh Food Events until served.
Environmental Health: All food is prepared and delivered according to strict guidelines as set down by Monmouthshire County Council – Fresh Food Event Catering Limited’s pertinent Environmental Health Authority (MCCEHO). Specifically, food is prepared and maintained at the required temperatures for the times required by MCCEHO and is subsequently displayed and served in accordance with the same set of rules.
Your Hygiene Responsibility: Where any food moves away from FFE Management, (eg where the Client provides their own food as part of the event or takes away leftovers for later consumption), The Client accepts all responsibility for the hygiene of food and FFE cannot be held responsible for any issues arising from food hygiene matters as a result.
Allergies: FFE will make all reasonable endeavours to prepare food in line with any notified allergies. However, due to the nature of the kitchen and that other meals will be prepared in the same kitchen, we cannot absolutely guarantee the absence of an allergen in any food prepared.
Drinks Service: Where the drinks service is not ordered, FFE will have no involvement in the delivery, opening or serving of wines.
Supplier Meals: Where main course meals are to be provided for third party suppliers such as photographers or musicians they must be named in the Contract and you will be charged the same per head price as shown in the Pricing Table.
Staffing: All required catering and waiting staff will be supplied by Fresh Food Events from its experienced Team.
Named Individuals: The attendance of Named Individuals from Fresh Food Events cannot be guaranteed unless specifically agreed in writing in advance.
Abuse and Withdrawal: Fresh Food Events reserves the right to suspend or withdraw service should staff be subjected to abuse in any form. Fresh Food Events will be the sole arbiter of what constitutes “abuse” in any form. Service may also be withdrawn if we witness or become aware of any illegal activity.
Access to Kitchen: Fresh Food Events must be afforded exclusive access to the kitchen and preparation areas at your chosen location, for Health and Safety purposes. Our insurances may not be valid should guests or other people have uncontrolled / unsupervised access, during service, to the kitchen, which is not a risk averse area.
Kitchen Fees: Any fees for the use of kitchens or other facilities at your chosen venue must be borne by you.
Complaint: Any complaint or issues arising during service must be communicated to Fresh Food Events at the time, as it impossible to rectify issues after the event. Issues submitted after the Event may be summarily dismissed by virtue of this clause.
Kitchen Facilities: Where the kitchen area is tented, the floor must be level and workable (ie not muddy or slippery). On arrival we reserve the right to postpone service until this is rectified by you. In any event, FFE vehicles must have direct adjacent access to the kitchen area.

H Data and Marketing

Your Details: By submitting the order form, you agree that Fresh Food Events will hold your contact details for the purposes of service and contact with you thereafter.
Third Party: Your details will not be passed to any third party unless you ask us to introduce you to a specific third party supplier.
Photographic Images: You agree that Fresh Food Events can take photographic images of your event for marketing purposes and can publish details of the menu provided and the feedback you provide.
Social Media: Both parties undertake not to make any negative comments regarding the other on social media of any kind, at any time. This term will endure following the event.
Issue Handling: Any issues should be addressed immediately and directly to Fresh Food Events. We will do our utmost to resolve them at the earliest opportunity.

I Pandemic

These clauses outline the position should your Wedding or Event be cancelled / postponed due to UK or Welsh Government Guidelines regarding Epidemic / Pandemic;

Booking Fee is non Refundable: By booking with us you will pay a Booking Fee which guarantees our availability on the agreed date. By accepting your order, Fresh Food Events is then contractually bound to be available on that date and the price of this commitment is the Booking Fee. It is therefore non refundable. Legislation recognises that we have already delivered a valuable service by guaranteeing your date and helping to plan your event.
Alternative Date: Should you need to postpone your Wedding or Event because of UK or Welsh Government Guidelines, if we can agree mutually agreeable date, then your Booking Fee will carry forward to the new date without penalty or cost.
Refund Less Costs: If we cannot agree a new date, and the contract is frustrated because of UK or Welsh Government Guidelines, then the Booking Fee will be refunded less costs (including time costs) incurred. Any such costs will be detailed to you.
Restriction of Numbers: If your Wedding or Event can go ahead but is restricted in numbers and you want to re-schedule, then you are doing so by choice, and the new date will require a new Booking Fee. The original Booking Fee will be forfeit. Should we be able to re-sell your original date, then we will refund the Booking Fee paid for that date.
Balance Refunds: If your balance has been paid, and the Wedding or Event is postponed, if no staff and ingredient costs have been incurred, we will refund the balance or carry it forward to your new date. If costs have been incurred, and we cannot agree an alternative date, will refund the balance less those costs. We will provide an explanation of those costs. If we can agree a new date and have also incurred costs for your original date, you will be liable for all costs incurred and the costs for your new date.
Cancellation by Fresh Food Events: Should Fresh Food Events need to cancel your Wedding or Event because of epidemic / pandemic then we will refund the Balance as above.
Insurance: Any losses you incur because of Government enforced Restrictions, should be claimed from your Wedding / Event Insurance.