THE FARMHOUSE AT HOME

BOOKING & SERVICE TERMS AND CONDITIONS

Essex Provisions Ltd t/a The Farmhouse at Home
Company No. 13125607

1. GENERAL AND BOOKING CONFIRMATION

These Terms & Conditions apply to all quotations, bookings, orders and services (“Services”) provided by Essex Provisions Ltd trading as The Farmhouse at Home (“the Company”, “we”, “us” or “our”).

By making a booking or placing an order, the Client agrees to these Terms & Conditions. A booking is confirmed only when the Company has accepted it, these Terms have been accepted, all required payments have cleared, and any requested booking forms or information have been supplied. Enquiries, quotations and provisional dates do not constitute confirmed bookings. The Company may decline a booking before acceptance.

The Client must provide accurate and complete information, including the event date, venue, guest numbers, access, dietary requirements and contact details.

Nothing in these Terms excludes or limits any statutory rights or liabilities which cannot lawfully be excluded or limited.

2. QUOTATIONS, PRICING AND COST INCREASES

Quotations are subject to availability and valid for the period stated. Prices may change before confirmation.

Following confirmation, where a significant, demonstrable increase in direct costs materially affects the cost of providing the Services, the Company may make a reasonable and proportionate price adjustment. This may include increases in food, ingredients, suppliers, staffing, energy, equipment, transport, insurance, taxation, duties or other material operating costs. The Company will notify the Client as soon as reasonably practicable and explain the reason where appropriate.

Additional Services, guest numbers, staffing, equipment, extended service time, venue requirements and Client-requested changes may incur additional charges.

3. DEPOSITS AND PAYMENT

Unless otherwise agreed:

• A 35% deposit is required for standard bookings.

• A 50% deposit may be required for peak periods, including Christmas.

• Full payment may be required for certain services, dates, deliveries or orders.

Deposits secure the booking date and allow the Company to commit resources, staff and purchasing. The final balance is normally due 14 days before the event.

Payment must be made using a method accepted by the Company. Any applicable payment processing charge will be disclosed at booking and applied only where lawful.

The Company is not obliged to provide Services until all sums due have cleared.

4. LATE OR NON-PAYMENT

If payment is overdue, the Company may request immediate payment and suspend preparations or Services until payment clears. Failure to pay may be treated as cancellation by the Client, with any resulting charges or recovery of losses subject to these Terms and applicable law.

For business customers, the Company may claim statutory interest and compensation under applicable commercial debt legislation.

5. CANCELLATION BY THE CLIENT

Cancellation must be made in writing and takes effect when received by the Company.

The Client acknowledges that cancellation may cause losses beyond expenditure already incurred, including the loss of a date, staff allocation, purchasing commitments and the opportunity to accept another booking.

Where the Client cancels, the Company may retain payments or seek further payment to the extent reasonably necessary to compensate for losses directly resulting from the cancellation. The Company will take reasonable steps to mitigate its losses and will account for costs saved and replacement bookings where relevant. It will not recover the same loss twice.

Any credit, voucher or alternative date offered instead of the normal cancellation arrangements is at the Company’s discretion and must be agreed in writing. It is not an automatic entitlement.

Mandatory statutory cancellation rights, where applicable, remain unaffected.

6. CANCELLATION OR CHANGES BY THE COMPANY

The Company may cancel, postpone, modify or suspend Services where reasonably necessary due to non-payment, venue or access problems, unavailable facilities, health and safety concerns, threatening or unlawful conduct, unacceptable risks, a Force Majeure Event, or circumstances making performance impossible or unlawful.

If the Company cancels for reasons attributable to the Company, rather than the Client or a Force Majeure Event, it will refund payments for Services not provided, subject to applicable law. For a Force Majeure Event, the Company may offer an alternative date or reasonable alternative arrangement.

Changes requested by the Client after confirmation are subject to availability and may incur additional charges. The Company need not accept changes that materially affect service quality, cost, safety or operational feasibility.

7. GUEST NUMBERS

The Client should book for the minimum number of guests reasonably expected to attend. Pricing, purchasing, food quantities, preparation, staffing and equipment are based on the confirmed numbers.

Once confirmed, guest numbers cannot be reduced and the booking price will not be reduced if fewer guests attend, including due to illness, individual cancellations, travel disruption or changed circumstances.

Increases are subject to availability and should normally be requested at least 14 days before the event. Additional guests will be charged at the applicable rate, together with any additional staffing, food, equipment, transport or other costs. The Company is not obliged to accept late increases.

8. MENUS, DIETARY REQUIREMENTS AND THIRD-PARTY FOOD

Menu selections should be finalised as early as possible and normally no later than 14 days before the event. The Company does not guarantee the availability of additional dishes requested on the day. Where an ingredient becomes unavailable, the Company may make a reasonable substitution of comparable nature and quality.

Additional charges may apply for specialist, substitute or additional ingredients required to accommodate allergies, intolerances or dietary requirements. Such charges will be communicated before the relevant requirement is confirmed.

Unless agreed in writing in advance, all food prepared, cooked, plated, presented or served as part of the Company’s Services must be supplied by the Company. Company staff must not cook, prepare, plate, display or serve food supplied by the Client or another third party without prior written agreement.

The Company may refuse to handle or use third-party food where it considers this may create a food safety, allergen, hygiene, quality, insurance or liability risk. Third-party food must not be mixed with, placed alongside or displayed using the Company’s food, serving dishes, platters, crockery, equipment or serviceware unless expressly agreed in advance.

The Client is responsible for the sourcing, ingredients, allergens, storage, temperature control, preparation, cooking, contamination, shelf life and safety of food not supplied by the Company. Such food must remain clearly identifiable and separate from the Company’s food and service operation. Any agreed additional work may incur charges.

The Company accepts no responsibility for the quality, safety, condition, provenance, allergen content or suitability of food it has not supplied, except where liability cannot lawfully be excluded.

9. ALLERGENS AND FOOD SAFETY

The Client must disclose all known allergies, intolerances and dietary requirements as soon as known and, unless otherwise agreed, no later than 14 days before the event. This includes requirements the Client considers minor or unlikely to cause a problem.

The Company will take reasonable care in food preparation, handling and service and provide allergen information where required. Menu descriptions may not list every ingredient; guests with allergies must obtain appropriate allergen information before consuming food.

Food may contain or come into contact with allergens, including nuts, peanuts, gluten, milk, eggs, fish, shellfish, soya, sesame, celery, mustard, lupin and sulphites. Although reasonable precautions will be taken, an allergen-free environment cannot be guaranteed. Buffet and self-service arrangements carry a risk of cross-contact between dishes.

The Company accepts no responsibility for allergen issues arising from food supplied by the Client, venue or another third party, subject always to liability which cannot lawfully be excluded.

10. SERVICE TIMES AND STAFFING

Delivery and service times are estimates unless expressly confirmed as fixed in writing. The Company is not responsible for delays caused by traffic, weather, parking, access restrictions, venue or guest delays, third parties or other circumstances outside its reasonable control. Delays caused by the Client, guests or venue may incur additional charges.

Only the service level specified in the booking is included. Serviced event fees start from £300, depending on guest numbers, requirements and staffing. Standard food service normally lasts up to two hours from the agreed start time. Additional time may be charged at £100 per hour per member of staff, or another rate agreed in writing.

11. VENUE, ACCESS AND FACILITIES

The Client must ensure the venue is suitable, clean, safe and accessible, and provide or arrange suitable tables and seating, kitchen and preparation facilities, electricity, refrigeration where required, hot and cold water, washing-up facilities, waste disposal and parking/loading access.

The Company may require access up to two hours before the agreed service time and up to one hour afterwards. Larger events may require additional access. Delayed or restricted access may incur charges.

Where applicable, the Company may require at least two suitable 13-amp electrical supplies, access to ovens, refrigeration, sinks or other equipment. Where the venue kitchen is unsuitable, an equipment hire charge of at least £150may apply, depending on requirements.

If essential facilities are unavailable, the Company may modify, suspend or cancel Services. If the working area is dirty or unsafe and Company staff must clean or prepare it, additional charges may apply.

Kitchen and preparation areas may be restricted to Company staff. Pets must be kept away from food preparation and service areas, and work areas must remain clear.

12. EQUIPMENT, DAMAGE AND HIRE

Unless agreed otherwise, tables are not provided. Company equipment, crockery, cutlery and glassware remain Company property and must be treated with reasonable care.

Indicative replacement charges are:

• Glasses/cups: £8 each

• Plates/platters: £12 each

• Cutlery: £3 each

Where actual replacement costs are higher, reasonable actual replacement costs may be charged. Larger equipment may incur reasonable repair or replacement costs. A £50 refundable equipment deposit may be required. Deductions will be explained where applicable, and any remaining balance will normally be returned within 3–5 working days.

The Client is responsible for damage to Company property caused by the Client, guests or persons attending the event. The Company is not responsible for damage arising from defects or unsuitability in Client or venue equipment, except where caused by the Company’s negligence or other liability that cannot lawfully be excluded. An independent inspection or professional report may be requested where damage is disputed.

13. FUEL, TRAVEL, DELIVERY AND COLLECTION

A fuel and travel charge starting from £15 may apply. Charges depend on location, distance, vehicles and reasonable travel costs and may change in response to national fuel prices or other material transport costs. Charges will be communicated in the quotation or booking confirmation where reasonably possible. Changes to the venue or delivery address may incur additional costs.

Collection, where offered, is normally from:

Unit 3, Parkside Business Centre, Plumpton Road, Hoddesdon, EN11 0ES

Collection must take place within the allocated collection slot.

14. BEVERAGES, MUSIC AND THIRD-PARTY SUPPLIERS

Beverage and alcohol packages must be agreed and paid for in advance unless otherwise agreed. Surplus stock remains Company property unless agreed otherwise. The Company may refuse to serve alcohol where reasonably necessary for safety, legal compliance or welfare.

The Company is not responsible for music equipment, DJs or entertainment unless expressly contracted to provide these Services. The Company may use employees, contractors, delivery providers, equipment suppliers and other third parties. Third-party supplier terms and charges may apply.

15. CLIENT AND GUEST CONDUCT

The Company has zero tolerance for violence, threats, harassment, discrimination, abuse, intimidation, deliberate damage, unlawful activity or conduct creating an unsafe working environment.

The Company may refuse, suspend or terminate Services where reasonably necessary to protect staff, guests, property or third parties, including where reasonable health and safety requirements are repeatedly ignored. Where Services are terminated due to the Client’s or guests’ conduct, the Company may retain payment for Services that cannot then be provided to the extent permitted by law and seek reasonable additional costs or compensation for damage caused.

The Client must nominate a responsible person aged 18 or over who is available and contactable during the event, and notify the Company in writing of any change. The Client remains responsible for communicating relevant requirements to the venue and guests.

16. COOK-AT-HOME PRODUCTS AND UNATTENDED DELIVERIES

Product images are illustrative. Products, ingredients and packaging may vary where reasonably necessary. Customers must inspect orders promptly, report missing, incorrect or damaged items as soon as reasonably possible, and follow all storage, handling, preparation and cooking instructions. Chilled and frozen products must be stored appropriately immediately after delivery.

Where an unattended delivery is authorised, the Customer must provide a suitable location and promptly collect and store the products. The Company or courier may refuse to leave food unattended where this could compromise food safety or product condition.

The Company is not responsible for illness, loss or damage caused by incorrect storage, handling, preparation or cooking by the Customer, except where caused by the Company’s negligence, breach of contract or other liability which cannot lawfully be excluded. Allergen information will be provided on applicable labels and/or the Company’s website.

17. SERVICE CHARGE AND PEAK PERIODS

A 12.5% service charge, additional to the standard booking or quoted price, applies to serviced events taking place on any bank holiday, public holiday or recognised observance day, including but not limited to Mother’s Day, Father’s Day and Easter.

The charge will be identified in the quotation or booking confirmation wherever reasonably practicable. Peak periods, including Christmas, may also be subject to minimum spends, increased deposits or other commercial requirements. Mandatory additional charges will be communicated before confirmation.

18. GIFT VOUCHERS, PHOTOGRAPHY AND INTELLECTUAL PROPERTY

Gift vouchers are valid for 12 months from issue unless stated otherwise. They are non-refundable and cannot be exchanged for cash, subject to applicable law. Any additional restrictions will be communicated at purchase.

Photographs, images, menus, designs, written content, branding and other materials created or supplied by the Company remain its intellectual property unless agreed otherwise. The Company may use photographs of food, equipment, venues and staff for marketing, subject to applicable law. Identifiable customers or guests will not knowingly be used for marketing without appropriate consent.

19. COMPLAINTS

Issues should be raised as soon as reasonably possible and, where practical, during the event to allow the Company an opportunity to investigate and remedy them. Formal complaints should normally be made in writing within seven days of the Service and include relevant details and supporting evidence. This does not limit statutory rights.

20. LIABILITY

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or limited.

Subject to the above, the Company is not liable for indirect or consequential loss, loss of profit, business, anticipated savings or opportunity, except where such liability cannot lawfully be excluded. The Company is not responsible for loss or damage caused by circumstances outside its reasonable control or by the acts or omissions of the Client, guests, venue, contractors, suppliers or other third parties, except where the Company is legally responsible.

21. BUSINESS BOOKINGS

Where the Client books in the course of business, specific written commercial terms may apply to payment, cancellation, minimum spend, staffing, liability, venue requirements, equipment, travel, additional Services or credit arrangements. Specific written commercial terms agreed with the business Client take precedence over inconsistent provisions of these standard Terms. The person making the booking confirms they have authority to bind the business.

22. GENERAL AND GOVERNING LAW

The version of these Terms accepted at booking applies to that booking. The Company may update the Terms for future bookings; changes will not retrospectively alter an existing booking unless agreed or required by law.

These Terms, together with the quotation, booking confirmation and any specific written agreement, constitute the agreement between the parties. A specific written agreement takes precedence where it conflicts with these Terms. If any provision is invalid or unenforceable, the remainder continues to apply. Failure to enforce a provision is not a waiver of it.

These Terms are governed by the laws of England and Wales, and the courts of England and Wales will have jurisdiction, subject to mandatory consumer rights and protections.