Terms & Conditions

Welcome to Nesan Catering. These Terms and Conditions ("Terms") govern your use of our catering services and website. By booking our services or using our website, you agree to be bound by these Terms. Please read them carefully.

1. General Terms

1.1 Definitions

• "We," "us," "our" refers to Nesan Catering
• "You," "your," "client" refers to the person or entity booking our services
• "Event" refers to the occasion for which catering services are booked
• "Services" refers to all catering services provided by Nesan Catering

1.2 Agreement

These Terms constitute a binding agreement between you and Nesan Catering. By booking our services, you confirm that:

• You are at least 18 years of age
• You have the authority to enter into this agreement
• All information provided is accurate and complete
• You agree to comply with all terms outlined in this document

2. Booking Policy

2.1 Booking Process

To book our catering services:

1. Contact us via phone, email, or our website contact form
2. Provide detailed information about your event (date, location, number of guests, menu preferences)
3. Review and approve the quote and menu proposal
4. Sign the booking agreement and pay the required deposit
5. Receive booking confirmation

2.2 Booking Confirmation

A booking is only confirmed once:

• We have received your signed booking agreement
• The required deposit has been paid
• We have sent you written confirmation (email or letter)

2.3 Booking Requirements

We recommend booking at least:

• Small events (under 50 guests): 2 weeks in advance
• Medium events (50-150 guests): 4 weeks in advance
• Large events (over 150 guests): 8 weeks in advance
• Wedding catering: 3-6 months in advance

Rush bookings may be accommodated subject to availability and may incur additional charges.

2.4 Guest Numbers

Final guest numbers must be confirmed at least 7 days before the event. You will be charged for the confirmed number of guests or the actual number served, whichever is greater.

3. Payment Terms

3.1 Deposits

• A non-refundable deposit of 30% of the total estimated cost is required to secure your booking
• The deposit must be paid within 7 days of receiving the quote
• Bookings are not confirmed until the deposit is received

3.2 Payment Schedule

• 50% of the total cost: Due 4 weeks before the event
• Final 20%: Due 7 days before the event
• Full payment must be received before the event date

3.3 Payment Methods

We accept the following payment methods:

• Bank transfer (preferred)
• Credit/Debit cards
• Cash (for deposits under £500)
• Cheque (subject to clearance)

3.4 Late Payments

If payment is not received by the due date:

• Your booking may be cancelled without refund of deposit
• Late payment fees may be charged (£50 per week)
• We reserve the right to refuse service

3.5 Price Changes

Prices are subject to change due to:

• Changes in guest numbers (increase or decrease)
• Menu modifications
• Additional services requested
• Changes in venue or event details

Any price changes will be communicated and agreed upon in writing before implementation.

4. Cancellation Policy

4.1 Cancellation by Client

If you need to cancel your booking, the following charges apply:

• More than 8 weeks before event: Loss of deposit (30%)
• 4-8 weeks before event: 50% of total cost
• 2-4 weeks before event: 75% of total cost
• Less than 2 weeks before event: 100% of total cost

All cancellations must be made in writing (email or letter).

4.2 Cancellation by Nesan Catering

We reserve the right to cancel your booking if:

• Payment terms are not met
• Information provided is false or misleading
• Circumstances beyond our control prevent us from providing services (force majeure)

In such cases, we will refund all payments received, but we are not liable for any additional costs or losses.

4.3 Postponement

If you need to postpone your event:

• Contact us as soon as possible
• Subject to availability, we will transfer your booking to a new date
• Postponements made within 4 weeks of the event may incur a £100 administration fee
• All other terms and payments remain unchanged

5. Menu and Dietary Requirements

5.1 Menu Selection

• Menus must be finalized at least 2 weeks before the event
• We specialize in South Indian and Sri Lankan cuisine
• Custom menu requests are subject to approval and pricing
• Seasonal availability may affect menu items

5.2 Dietary Requirements

We accommodate various dietary requirements including:

• Vegetarian and vegan options
• Gluten-free requirements
• Nut allergies
• Religious dietary restrictions (halal, kosher, etc.)

All dietary requirements must be communicated at least 2 weeks before the event. While we take all reasonable precautions, we cannot guarantee a completely allergen-free environment.

5.3 Food Safety

We maintain the highest food safety standards and comply with all relevant food hygiene regulations. However, once food has been served, we are not responsible for its storage or handling.

6. Venue and Event Details

6.1 Venue Requirements

The client is responsible for ensuring the venue has:

• Adequate kitchen facilities (if required)
• Access to electricity and water
• Suitable serving areas
• Appropriate loading/unloading access
• Parking facilities for our team

6.2 Site Visit

For events over 100 guests or at unfamiliar venues, we may require a site visit. This helps us:

• Assess facilities and requirements
• Plan logistics and service flow
• Identify potential challenges

6.3 Event Changes

Changes to event details (date, time, location, guest numbers) must be communicated in writing as soon as possible. Significant changes may require a revised quote and additional charges.

7. Service Delivery

7.1 Service Standards

We commit to:

• Arrive at the agreed time
• Provide fresh, high-quality food
• Maintain professional standards
• Service the agreed number of guests
• Clean up after the event (if included in package)

7.2 Delays and Circumstances Beyond Our Control

We are not liable for delays or inability to perform services due to:

• Severe weather conditions
• Natural disasters
• Transportation strikes or accidents
• Government restrictions
• Venue access issues
• Other circumstances beyond our reasonable control

7.3 Equipment and Rentals

If we provide equipment (tables, chairs, dishes, etc.):

• The client is responsible for any damage or loss
• Equipment must be returned in the condition provided
• Costs for damage or missing items will be charged separately

8. Service Limitations

8.1 Scope of Services

Our services include only those items specifically outlined in your booking agreement. Additional services or items not mentioned in the agreement are not included.

8.2 Third-Party Services

We are not responsible for services provided by third parties, including:

• Venue staff and management
• Entertainment providers
• Decorators
• Other vendors

8.3 Alcohol Service

If alcohol service is included:

• We comply with all licensing laws
• We reserve the right to refuse service to intoxicated individuals
• We are not responsible for guests' alcohol consumption or behavior

9. Liability and Insurance

9.1 Our Liability

Nesan Catering is not liable for:

• Personal injury not caused by our negligence
• Damage to venue or property not caused by us
• Loss or damage to client's personal belongings
• Allergic reactions (if dietary requirements were not communicated)
• Indirect or consequential losses

9.2 Limitation of Liability

Our total liability under this agreement is limited to the total amount paid by you for our services. This does not affect your statutory rights.

9.3 Insurance

We maintain public liability insurance. You are responsible for ensuring your venue has adequate insurance coverage for your event.

9.4 Client Responsibility

The client is responsible for:

• Behavior and actions of their guests
• Damage caused by guests to venue or our equipment
• Ensuring venue compliance with safety regulations
• Providing accurate information about dietary requirements and allergies

10. Intellectual Property

10.1 Website Content

All content on our website, including text, images, logos, and designs, is owned by Nesan Catering and protected by copyright laws. You may not reproduce, distribute, or use this content without our written permission.

10.2 Photography

We may take photographs at your event for promotional purposes. If you do not wish your event to be photographed, please inform us in advance.

11. Data Protection and Privacy

We collect and process your personal information in accordance with our Privacy Policy. By using our services, you consent to such processing and warrant that all data provided is accurate.

12. Complaints and Disputes

12.1 Complaints Procedure

If you have a complaint:

1. Contact us immediately (during the event if possible)
2. Follow up in writing within 7 days
3. Provide specific details and evidence
4. Allow us reasonable time to investigate and respond

12.2 Resolution

We will make every effort to resolve complaints fairly and promptly. If we cannot reach a satisfactory resolution, you may seek independent mediation or legal advice.

12.3 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Testimonials and Reviews

We appreciate feedback and may request testimonials or reviews. By providing a testimonial, you grant us permission to use it for promotional purposes. We may edit testimonials for clarity and brevity while maintaining the original sentiment.

14. Force Majeure

Neither party shall be liable for failure to perform obligations due to circumstances beyond their reasonable control, including but not limited to:

• Natural disasters (floods, earthquakes, severe weather)
• War, terrorism, or civil unrest
• Government actions or restrictions
• Pandemics or health emergencies
• Power failures or infrastructure breakdowns
• Strikes or labor disputes

In such cases, we will work with you to reschedule or find alternative solutions.

15. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

16. Entire Agreement

These Terms, together with your booking agreement and any other documents referenced, constitute the entire agreement between you and Nesan Catering. They supersede all prior discussions, negotiations, and agreements.

17. Amendments

We reserve the right to update these Terms at any time. Changes will be posted on our website with an updated "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the new Terms.

18. Contact and Communication

18.1 Official Communications

All official communications should be sent to:

• Email: hello@nesancatering.co.uk
• Phone: 07883 585240
• Address: 7 Sheila Court, 15 Cranbrook Mews, London, E17 7FA

18.2 Response Times

We aim to respond to all inquiries within:

• Email: 24-48 hours (business days)
• Phone: During business hours (10 AM - 6 PM, Monday-Saturday)
• Urgent matters: Contact us by phone for immediate assistance

Effective Date: These Terms and Conditions are effective as of February 7, 2026.