Catering Booking Policy

Customers should use the "Request a Quote" form and provide the event date, location, guest count, service style, menu preferences, dietary requirements, budget and contact information. Quotations are valid for the period stated and remain subject to availability until payment is received and acceptance is confirmed.

The minimum catering order value is £200. Full payment is required to confirm the booking unless Dotch Flavour agrees otherwise in writing. A date is not secured by an enquiry, draft quotation or verbal discussion.

Customers may request changes up to 48 hours before the agreed event or delivery time. Changes are subject to ingredient availability, production capacity and any additional charge. Reductions requested within 48 hours may not result in a refund because costs may already have been committed.

The following schedule is intended as a fair guide. Any deduction will be limited to a reasonable amount reflecting actual non-recoverable costs, work completed, commitments made and losses directly caused by cancellation:

• More than 14 days before the event: refund of sums paid, less a 10% administration and planning charge, provided that this does not exceed reasonable losses.
• Between 7 and 14 days before the event: up to 50% of the booking value may be retained where reasonably required to cover costs and lost capacity.
• Less than 7 days before the event: no refund may be available where ingredients, staffing and production have been committed, subject always to fairness and statutory rights.

Where our actual recoverable loss is lower than the amount indicated, the lower reasonable amount should be retained. Where exceptional circumstances arise, management may offer a transfer, credit or different arrangement at its discretion, without creating an obligation in other cases.

If we cancel and cannot provide a reasonable alternative, we will refund amounts paid for services not supplied. We are not responsible for indirect costs unless required by law. Where an event outside our reasonable control affects delivery, we will discuss reasonable alternatives, rescheduling or refunds based on costs already incurred.

Final guest numbers, venue details, access, timing, dietary information and service requirements must be supplied by the deadline in the quotation. We may be unable to accommodate late increases. The customer is responsible for securing venue permissions, kitchen access, parking and any licences not expressly included in our scope.

Allergy and dietary information must be provided in writing as early as possible and no later than the final-details deadline. We will confirm what can reasonably be accommodated. Our kitchen handles multiple allergens, and we cannot promise an allergen-free environment.

Delivery, setup, service staff, equipment hire, collection and waiting time must be stated in the quotation. Additional charges may apply for access delays, parking, congestion, extended service, last-minute venue changes or requirements outside the agreed scope.

Where food is left with the customer, responsibility for safe temperature control, storage, reheating and disposal passes to the customer once handed over. We may decline to leave food where doing so would present a safety risk.