Terms and Conditions In these Terms and Conditions “TopHat ” means Top Hat Catering Limited and “the Client” means the person or company booking the event. Quotations: Written quotations are valid for 3 months from the date of quotation and may be subject to change following a site visit or further information gathering. All prices are subject to VAT at the prevailing rate. All quotations contain fixed costs which will not be reduced if the final number of guests is less than originally quoted for. Confirmation: Verbal/email confirmation of any event will be taken as acceptance of TopHat’s Terms and Conditions. Menu, Prices and Numbers: Menu prices quoted by TopHat are prepared on the basis of specific numbers of guests; and are subject to a minimum of 8 guests. All prices are based on costs prevailing at the time of the quotation and are conditional upon market availability. Prices are subject to variation in the event of changes to numbers of guests. - Confirmation of final numbers must be given not later than 5 working days prior to the event, after which time any decrease in numbers cannot be accepted and the full charge will be made. TopHat will notify the Client promptly of any price changes or variations to the quotation. - We have a minimum spend of £1500 ex VAT Final Numbers: Invoices are based on the final numbers confirmed not later than 5 working days before the function, or on the numbers actually catered for, should this be higher. Should the numbers decrease within 5 working days the higher, original figure will be charged for. Should the numbers rise during this time, we reserve the right to charge a re- booking charge. This fee will be calculated on a 15% charge on all costs relating to the increase, i.e. staff, food, drinks and equipment. This is to take into account additional ordering and kitchen time and any penalties levied by our subcontractors. Deposit: A deposit of 70% of the quoted price is due no later than 30 days before the date of the event, or as soon as the booking is made, whichever is closest to the event date. Payment may be made by sterling cheque or direct transfer to TopHat’s bank account. Cancellation: Cancellation charges are payable, for cancellation of any event or part event which has been confirmed by the client and or where food, material and labour cost have already been incurred. The following charges will apply: Within 14 days of event 25% of the quoted price Within 7 days of event 50% of the quoted price Within 2 working days of event 100% of the quoted price Any liability to sub contractors or other direct costs or expenses incurred on behalf of the Client will also be charged to the Client. Final Invoice: The final invoice will be sent after the event, and is payable within 7 days of the date of issue. Payment may be made by sterling cheque or direct bank account transfer to TopHat’s bank account. TopHat reserves the right to charge interest at 8% above base rate per annum or the monthly equivalent on all outstanding balances. Loss or Damage: Except in the case of the negligent or wilful conduct of TopHat, its employees or agents, TopHat accepts no liability for any loss caused by TopHat’s failure to perform its obligations. The Client is responsible for any loss or damage to hired equipment, from the time of delivery until collection by TopHat, or its sub contractor, or returned by the Client. Any losses or breakages will be charged to the Client at full replacement cost. The Client should, in his own interest, ensure that all such equipment is insured. If the hire is kept at the Client’s venue past the set timings of the event the client is wholly responsible for packing all items back into the cases & cages. Any losses or breakages will be charged to the Client at full replacement cost above £10. Complaints: Any complaint shall be made promptly and in any event must be received at TopHat’s address in writing not more than 7 days from the date of the event concerned. Beverages: All unopened and undamaged wines, spirits and soft drinks (except non-stock items and fresh fruit juices) are provided on a sale or return basis. Tastings: All food and labour costs incurred in arranging food and wine tastings on behalf of the Client will be fully charged to the Client. Please speak with your dedicated event manager regarding the cost of your personal tasting as this will vary subject to number of guests attending and exact requirements. Charges will need to be paid in full by the Client prior to the tasting date. Following your tasting, if TopHat is appointed as your chosen caterer for your event, £150 will be deducted from the final invoice. Delivery: Any time or date stated by the Company for the delivery or removal of goods required in the provision of services is an estimate only and shall not be an essential term of the contract. Delivery and collection will be attempted to all reasonable areas at the venue or facility. However should the access be restricted or additional time, personnel or facilities required, any additional costs will be passed on to the client. Wines: Are subject to market availability, and vintages and prices may be altered. Staff Subsistence: Out mess meals for crew, venue staff or members of your team Menu – as per food price for event at a 50% reduced rate 2 course staff buffet £11 Outmess meals for crew, venue staff, or members of your team at £11/head. After six hours of work, the Client must allow for meals for service staff. Staff timings and Taxis: Staff are charged at a minimum of 4 hours. We ensure the safety of all our staff and for any staff asked to work after 11.30pm there will be a charge for taxi’s to take them home. The taxi fares will be included in the final invoice. Cloakroom Facilities: Cloakroom facilities can be provided at the clients request however TopHat does not accept responsibility for guests possessions. These are left at the owner’s own risk. Force Majeure: No liability is accepted by TopHat for failure of performance due to strike, lockout, hostilities or any other circumstances outside the control of TopHat