Terms and Conditions of using our services

TERMS AND CONDITIONS
The Ribble Valley Group Ltd

Pricing/Quotes
All quotes are based on current pricing advertised on menus and are valid for a period of 12 months from the initial quotation date. Should a client wish to confirm a booking after 12 months, the pricing may be subject to change. Pricing of our menus and services is reviewed annually, and The Ribble Valley Group Ltd reserves the right to update menu pricing as necessary. Any upgrades to services will automatically be implemented unless otherwise agreed in writing with the client.

Confirmation
Once the client confirms acceptance of a quote, an invoice will be raised, and a non-refundable deposit of 20% of the total booking cost will be due. The payment of this deposit constitutes a contractual agreement, and these Terms and Conditions will come into effect. By paying the deposit, the client agrees to adhere to these Terms and Conditions.

Payment
First Payment
Upon confirmation of the booking, a full invoice will be raised, detailing the deposit information. A non-refundable deposit of 20% of the gross balance is due, or a minimum of £250 for bookings between £250 and £1,000. For bookings under £249, full payment is required upon confirmation. Once the deposit is paid, the booking date will be confirmed with The Ribble Valley Group Ltd. For security, deposits of £1,200 or more will be held in a secure account and released 3 months before the event.

Second and Final Payment
Final details (including guest numbers, dietary requirements, and event schedule) must be confirmed at least 4 weeks prior to the event date. The final balance is due in full by this time. If final details are not provided, we reserve the right to cancel the event.

Payment can be made by BACS or debit cards. We do not accept AMEX or credit card payments for event bookings. Please note that no refunds will be issued for any reduction in numbers after final details have been confirmed.

Cooling-Off Period:
Once the deposit is paid, there is a 14-day cooling-off period for cancellation with a full refund, provided the cancellation is made in writing within this time. After 14 days, the deposit becomes non-refundable.

Final Details
Clients are required to provide final details, including numbers, dietary requirements, and timelines, 4-6 weeks prior to the event. Any changes must be notified as soon as possible and are subject to availability and additional charges.

No changes can be made after the 4-week deadline. Any reduction in numbers will not result in a refund once the final balance is paid.

Corporate Clients and Multiple Event Bookings

For corporate clients booking multiple events for their customers, all required information (including guest numbers, dietary requirements, event schedules and finer details- including deposits to secure the event date) must be provided in a timely manner. If the necessary details and deposits are not received by the specified deadlines or communicated to us with a plan of payment dates, The Ribble Valley Group Ltd reserves the right to cancel all upcoming events without refunding any deposits.

Cancellation
Cancellations must be made in writing to The Ribble Valley Group Ltd as soon as possible. The deposit is non-refundable, and the following cancellation charges apply:

• 0-8 weeks before the event: 100% of the total catering services
• 8-20 weeks before the event: 50% of the total catering services
• 20+ weeks before the event: 20% of the total catering services (equal to the deposit)

If the company is able to re-sell the date, a refund of the deposit (minus a £40 administration fee) may be issued.

Menus, Range, Allergens, and Availability
All menus are subject to availability. If an item is unavailable or of insufficient quality, The Ribble Valley Group Ltd reserves the right to substitute it with a comparable item. Clients will be informed of any changes where possible.

Children under the age of 3 are not charged (for sharing platters or buffet-style menus only). Children aged 3-9 will be charged a reduced rate for a smaller portion. All other guests will be charged at the full adult rate.

The Ribble Valley Group Ltd will accommodate dietary requirements but requires full details, including a seating plan, 4 weeks prior to the event. A surcharge may apply for any dietary needs that result in significant changes to the menu or additional catering costs.

Allergen Information: We adhere to all 14 major allergens as required by the Food Standards Agency. Please notify us of any allergies in advance. We will provide allergen matrices for all events.

Additional Catering
Meals for entertainers, photographers, musicians, and other staff must be pre-ordered and will be charged separately. The Ribble Valley Group Ltd is not responsible for providing meals to other suppliers unless booked and paid for in advance.

Drinks
Our menus do not include drink service. If you require drinks service, we reserve the right to charge an additional £150 for providing drinks on the tables. A drinks on arrival service is available for £1.20 per guest.

The Ribble Valley Group Ltd follows Drink Aware guidelines and reserves the right to refuse service to any guests who are intoxicated.

Access/Set Up
We require reasonable access to the event area for setup and equipment collection. If access is complicated (e.g., for outdoor or marquee events), additional charges may apply. A minimum catering tent size of 6m x 3m with adequate access to water and power (3 x 13-amp sockets) is required.

Set Up Fees: A £150 charge applies if we need to return to the site due to delayed setup by other suppliers.

Damage, Loss, and Items Left Behind
The client is responsible for any damage or loss to The Ribble Valley Group Ltd’s property, or hired property, during the event. The client agrees to cover any costs for damage, including to linens. A linen deposit is required, and if damage occurs, the deposit will be retained.

Waste
We are only responsible for removing waste created by our team. Waste generated by other suppliers or guests is the client's responsibility.

Staffing & Time Serving
Service staff will be provided based on event size and requirements. We will allocate a chef and service staff free of charge, based on standard ratios.

We do not provide catering staff alone for events without food or drink services.

Food will be served according to the event timeline and guest numbers. For events of 70 guests or more, we serve for 1 hour, with smaller events served for approximately 1 minute per guest unless otherwise arranged.

Data Protection
We are committed to ensuring that client data is securely stored and used only for the purposes of fulfilling your booking. We adhere to GDPR regulations and do not share data with third parties unless necessary for event fulfilment.

Force Majeure
The Ribble Valley Group Ltd is not liable for failure to perform services due to unforeseen circumstances, such as strikes, pandemics, extreme weather, etc. This includes, but is not limited to, situations like Covid-19.

Liability
The client is responsible for any loss or damage caused by their guests, other contractors, or their own actions during the event. We are not liable for any loss or damage to property unless proven to be caused by our negligence.

Intellectual Property
All intellectual property, including photographs and videos, created by The Ribble Valley Group Ltd during the event, remains the property of The Ribble Valley Group Ltd. Clients must seek permission to use any such material for commercial purposes.

Complaints
Any complaints must be submitted in writing to The Ribble Valley Group Ltd within 2 days of the event. We will acknowledge all complaints within 24 hours and will provide a timescale for investigation.

Amendments
The Ribble Valley Group Ltd reserves the right to amend and update these Terms and Conditions periodically. Updated versions will be provided upon request or upon significant changes.