The Pizza Vault – Event Catering Terms & Conditions
1. Booking Confirmation
A booking is not confirmed until a written confirmation has been issued by The Pizza Vault and any required deposit has been received.
2. Deposits & Payment
A non-refundable deposit of £150 is required to secure the booking date.
The remaining balance must be paid no later than 14 days prior to the event unless otherwise agreed in writing.
For bookings made within 14 days of the event, full payment is required upon booking.
Failure to make payment by the due date may result in cancellation of the booking.
3. Guest Numbers
Final guest numbers must be confirmed no later than 14 days before the event.
Any increase in guest numbers is subject to availability and additional charges.
Reductions in guest numbers after final confirmation will not result in a reduction of the agreed fee.
4. Site Requirements
The client is responsible for ensuring:
Adequate vehicle access for our catering trailer.
A suitable, level and safe operating area.
Sufficient space for the trailer, serving area and customer queue.
Any permissions required from the venue owner.
Access to electrical power if previously agreed as part of the booking.
If access is unsuitable or unsafe upon arrival, we reserve the right to refuse service without liability.
5. Service Times
Agreed service times will be confirmed in writing before the event.
Delays caused by the client, venue, guests or circumstances beyond our control may affect service times.
6. Menu & Dietary Requirements
Menu selections should be confirmed at least 14 days before the event.
We will make reasonable efforts to accommodate dietary requirements when notified in advance.
While we take precautions, food is prepared in an environment that handles gluten, dairy, other allergens. We cannot guarantee the absence of allergens.
7. Cancellations
By the Client
More than 90 days before the event: Deposit retained.
30–90 days before the event: 50% of the total booking fee payable.
Less than 30 days before the event: 100% of the booking fee payable.
By The Pizza Vault
In the unlikely event that we need to cancel due to circumstances beyond our control, any monies paid will be refunded in full. Our liability shall be limited to the amount paid by the client.
8. Weather
Our catering trailer is designed to operate in most weather conditions. However, we reserve the right to suspend or cease service where severe weather presents a risk to staff, guests, equipment or public safety.
9. Force Majeure
Neither party shall be liable for failure to perform obligations due to events beyond reasonable control, including but not limited to severe weather, fire, flood, power outages, road closures, government restrictions, pandemics, strikes or other unforeseen circumstances10. Liability
10. Liability.
We hold appropriate public liability insurance.
The Pizza Vault shall not be liable for any indirect or consequential losses arising from the event.
Our total liability shall not exceed the value of the booking.
11. Damage
The client shall be responsible for any loss or damage caused to our equipment, trailer or property by guests, contractors or venue staff during the event.
12. Food Safety
All food is prepared and served in accordance with current food hygiene regulations. Any food provided remains the responsibility of The Pizza Vault until served to guests.
13. Photography & Marketing
Unless otherwise requested in writing, The Pizza Vault reserves the right to take photographs of the event, food and setup for marketing and promotional purposes. No photographs of guests will be used without appropriate consent where required.
14. Additional Guests
The Pizza Vault's service and food quantities are based solely on the final guest numbers confirmed by the client. We cannot guarantee that sufficient food will be available for guests who were not included in the confirmed numbers.
Where additional, unconfirmed guests attend and consume food, The Pizza Vault shall not be responsible for any resulting shortage of food or inability to serve all attendees. Any additional catering requested on the day of the event will be subject to ingredient availability and may incur additional charges.
15. Acceptance
Payment of a deposit and/or confirmation of booking constitutes acceptance of these Terms and Conditions.
The Pizza Vault