Terms & Conditions

NUMBERS BOOKED

Provisional numbers will be asked for at the time of booking and the caterer reserves the right to stipulate a minimum number to be charged for the event. Final numbers and final details must be confirmed 10 working days prior to the event (not including the day of the event) and, subject to any minimum number, this will be the number you will be charged for.

PAYMENT

For payments, Pinkerton’s prefers BACS, with bank details included on the pro forma invoice. Payments are due by the specified date typically within 2 weeks after your event, and interest may be charged at 5% above base rate for overdue amounts. All prices are exclusive of VAT.

Pinkerton’s will endeavour to ensure there are no sudden price increases dependent on the lead time to the original quote, but we hold the right to re-cost your original quote 2 months prior to your event taking place to cover any supplier increases due to the current fluctuations in food prices.

Remaining balance and any extras ordered on the day of your event will automatically be added to the final invoice which will be required within 14 days after your event.

When pre-arranged timings have been set and through no fault of Pinkerton’s, an over run occurs, charges may be applied to cover additional staffing costs.

GENERAL NOTES

The party you are contracting with is Depends on The Day ltd (Pinkerton’s) which operates as the caterer at the venue referred to above.

Pinkerton’s will always require potable water to within 5m of the catering area (hosepipes are not potable water)

There must be good access to the marquee or venue to allow catering vans and or trailers to be located next to the catering marquee/kitchen

The client agrees to pay for any loss or damage to any equipment, crockery, cutlery or glassware supplied by Pinkerton’s Catering for the event, including any issues caused by the Client’s guests.

If there are any delays in access or setup (e.g., late arrival of vehicles) this may incur additional charges.

The use of candles by the Client for centre pieces or decoration where Pinkerton’s Catering have supplied table linen may result additional charges should the wax damage the tablecloths.

CANCELLATION

All cancellations must be received in writing and will be deemed to take effect from the date when received by the caterer. Any additional costs incurred by Pinkerton’s Catering 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 Pinkerton’s Catering for administration costs, travel, supplies etc and will be discussed fully in the event of cancellation.

There will be no charges if this event is cancelled more than 1 month prior to the event date.

Any cancellations received within 1 month of the event will be charged as follows:

50% of estimated costs if cancelled 3-4 weeks before the event date

100% of estimated costs if cancelled 1-2 weeks before the event date

Guaranteed Minimum Numbers

The client is required to provide an initial estimated guest count upon booking and confirm a final guaranteed guest count 10 working days before the event. This final count cannot be less than the initial estimated count.

Reductions in Guest Numbers

Notification of Reductions: Any request to reduce the number of guests must be made in writing at least 10 days prior to the event date.

Charges for Reductions:

Reductions Before Deadline: If the guest count is reduced by more than 50% before the 10-day deadline, the client will be charged for either the original Guaranteed Minimum or a cancellation fee equal to 25% of the per-guest cost for the reduced number, whichever is higher.

Reductions After Deadline: Reductions in guest numbers after the 10 working day deadline will not result in a reduction in charges. The client will be charged based on the Guaranteed Minimum Increases

Increases in Guest Numbers

Notification of Increases: The client may request an increase in guest numbers up to 10 working days before the event, subject to availability and the approval of Pinkerton’s.

Charges for Increases:

Increases Before Deadline: If the client increases the guest count before the 10 working day deadline, the additional guests will be charged at the agreed per-guest rate.

Increases After Deadline: Any increase in guest numbers after the 10 working day deadline may be subject to an additional surcharge of 5% per guest, and Pinkerton’s cannot guarantee the availability of the same menu items for the additional guests.

By the Caterer

The caterer may cancel the booking at any time and without any obligation to you in any of the following circumstances:

If the caterer or any part of the venue is closed due to fire, alteration or re-decoration, by order of any public authority, or due to any reason beyond the caterer’s control.

If you become bankrupt or insolvent or enter into liquidation or have an administrative receiver or receiver appointed over all or a substantial part of your assets.

If you are more than 30 days in arrears with payment to the Caterer for previously supplied services.

If the event may, in the Event Manager’s reasonable opinion, prejudice the reputation of the caterer.

Adverse Weather Conditions

In the event of adverse weather conditions (such as heavy snow, flooding, or storms) that may impact travel safety or the ability to fulfil the event, the caterer reserves the right to postpone, reschedule, or cancel the event. This includes situations where the weather makes travel unsafe or unfeasible, as determined by the caterer.

Caterer’s Right to Cancel or Reschedule Due to Weather:

If the caterer determines that travel to the event location is unsafe due to weather conditions, the client will be notified as soon as possible, and the event will be rescheduled or postponed to a mutually agreed-upon date, based on availability.

If rescheduling is not possible, a full refund for any services not rendered will be provided.

Client’s Responsibility:

If the event is cancelled or rescheduled due to adverse weather conditions, the client agrees to the rescheduling and understands that standard cancellation fees and terms will apply if the event cannot be rescheduled.

Travel Delays or Issues:

In cases where the weather affects the timing of the event (e.g., late arrival due to traffic or weather-related delays), the caterer will make reasonable efforts to mitigate delays but cannot be held responsible for any delays caused by weather conditions beyond their control.

Global Pandemic

If the caterer is not able to honour the booking due to Scottish Government Regulations at the time then an alternative date or full refund will be offered. However if we the caterer are allowed to continue with your booking and you would like to cancel anyway the above cancelation by the client terms and conditions apply.

LIABILITIES

Please safeguard your property. The caterer will not accept any liability for loss or damage to property or death or illness of or injury to persons unless caused by the Company’s negligence.

Event Insurance: We strongly recommend that the client arranges appropriate event insurance to protect against unforeseen incidents such as cancellations, property damage, or personal injury during the event. The caterer will not be liable for any losses or damages that fall under the scope of the client’s insurance coverage.

Unless the Company is liable as referred to in (a), you will indemnify the Company from and against any and all liability for loss of or damage to property or death or illness of or injury to persons and against any and all claims, costs, demands, proceedings and damages arising there from as a result of the event.

The client agrees to ensure the orderly conduct of its guests and to take reasonable steps to prevent any harm or damage caused by their actions. Any damage caused to Pinkerton’s equipment or property by the client or the client’s guests will be charged to the client.

Where the caterer is requested to book facilities and/or services on behalf of its clients or their guests with third parties, it will do so in good faith but cannot be held liable should the standard of those services prove deficient, nor for the acts or omissions of such third parties. e. You are advised to consider your insurance cover in respect of above.

DELIVERIES

Arrangements for delivery of packages should be made through your designated event manager. Receiving, handling and shipping charges may apply. No packages will be accepted by us that require us to pay shipping costs. Deliveries will only be accepted within 48 hours prior to your event date, unless otherwise agreed by us in advance. All deliveries must be correctly labelled as per our guidelines. To the fullest extent permitted by applicable law, we shall not be responsible for any damage to or loss of your packages.

The collection of packages must also be arranged as we cannot agree to store packages longer than 3 working days after your event.

CATERING

The Company will make every effort to provide the menu chosen, however, if seasonal change or unavailability of produce etc. makes this impossible, we will inform the Client as soon as possible and discuss a substitute. Such reasonable substitute menu shall not entitle the Client to cancel their order.

Dietary Requirements

Please advise us of any dietary requirements at least 10 working days prior to your event.

Pinkerton’s catering will endeavour to provide suitable adaptions to the clients’ menus for any guests with special dietary requirements or allergies. We cannot however take responsibility for any guests unless advised in advance. A surcharge will apply if more than 10% of the final guest count has dietary requirements outside the standard menu, and this will be communicated prior to the event

Allergen Policy

Disclosure of Allergies

Client Responsibility: Clients are responsible for informing Pinkerton’s in writing of any food allergies, intolerances, or specific dietary requirements at the time of booking. Failure to disclose such information may result in limited options or the inability to cater to specific dietary needs.

Changes and Updates: Any changes to allergen or dietary requirements must be communicated to Pinkerton’s at least 10 working days prior to the event.

Allergen Identification and Management

Ingredient Information: Pinkerton’s will provide, upon request, a list of ingredients used in each dish, identifying any of the 14 major food allergens (including but not limited to peanuts, tree nuts, gluten, dairy, eggs, fish, shellfish, soy, sesame, and mustard).

Cross-Contamination Prevention

Best Practices: Pinkerton’s follows strict procedures to minimise the risk of cross-contamination, including dedicated preparation areas, thorough cleaning protocols, and staff training.

Limitation of Liability: Despite our best efforts, Pinkerton’s cannot guarantee that any dish is completely free from traces of allergens due to potential cross-contamination in our kitchen or from supplier ingredients. By booking with us, the client acknowledges this risk.

Allergen-Free Requests

Custom Menu Options: We offer allergen-free alternatives upon request. However, these requests must be made in advance and confirmed in writing. Pinkerton’s reserves the right to adjust the menu or pricing based on specific dietary needs.

Client Verification: It is the client's responsibility to verify that any allergen-free options provided meet their specific dietary requirements.

Emergency Preparedness

Emergency Procedures: Pinkerton’s staff are trained to handle food safely and are aware of basic procedures for managing allergic reactions. However, it is the client’s responsibility to ensure that guests with severe allergies carry any necessary medications (e.g., epinephrine auto-injectors) and are aware of the potential risks associated with consuming food prepared outside their own home.

Indemnification

Client Indemnity: The client agrees to indemnify and hold harmless Pinkerton’s from any and all claims, liabilities, damages, or losses related to food allergies or intolerances arising from the consumption of food provided by Pinkerton’s.

Review and Acceptance

Acknowledgment:By confirming a booking with Pinkerton’s, the client acknowledges that they have read, understood, and accepted the terms of this allergen policy.

Clients food and drinks

Pinkerton's Catering cannot accept liability for any food brought by the client or guests, in addition to the food arranged and provided by us.

Pinkerton’s Catering will happily serve a client’s drinks during their event subject to service and handling charges agreed prior to the event.

Please be aware that in accordance with the local licensing authority, Pinkerton’s staff are trained to implement the CHALLENGE 25 policy, whereby guests over the age of 18 but under 25 will be required to show photo ID if requested by our staff. Please note, the ‘CHALLENGE’ is entirely at our discretion and any guests who cannot produce the required ID on request will not be served. We thank you for understanding and co-operation in this matter.

Leftover food

It is our standard practice to remove all leftover food from the site, unless agreed otherwise in advance. Once removed, we cannot accept liability for food safety or any related health issues that may arise

Equipment

If our waiting staff are present for the function, they will be responsible for all clearing and packing of equipment. If no Pinkerton's staff have been engaged, hired equipment should be scraped clean and left packed in the appropriate boxes ready for collection. We regret that a charge will be made if drivers' time must be spent packing boxes.

Table linen

PLEASE NOTE ~ tablecloths, particularly round table cloths are very expensive to replace. Therefore we strongly recommend that you do NOT use any kind of candles and/or naked flames as table decorations unless the tablecloths are fully protected from ‘stray’ candlewax. Problems have arisen in the past from wax on cloths that cannot be removed. The same applies to FRESH PETALS, as the colour can often run into the linen. Dried petals are usually safe.

The client agrees to bear full responsibility for any damage caused by candles or naked flames to Pinkerton's table linen or other supplied equipment.