Terms and Conditions

The Essential Caterer wants your function to be a success. We know the best way to achieve success is to formulate a strong, honest and open relationship with you, the event organiser. A relationship where communication is clear and expectations from both sides are understood from the beginning.

The Essential Caterer is hired under the terms and conditions set out below and as described in relevant venue documentation. The payment by any person of any fees and charges for such services and venue facilities shall be deemed to be an acknowledgment and acceptance by such person of these conditions.

Once you have discussed your brief, The Essential Caterer team will draft a quotation for you based on your specific requirements. This written quotation will remain valid for 30 days from date of issue. In the instance that the event brief alters, it may be necessary to review and reissue each quotation.

Whilst all attempts are made to maintain published prices, they may be subject to change at the discretion of The Essential Caterer. If prices differ, the client will be informed before the event date. Prices quoted include GST unless otherwise specified. Children 12 years and under will receive a 25% discount off the adult rate. If the child is not eating then there will be no charge.

Confirmation of Booking
The Essential Caterer considers confirmation of the event upon receipt of these terms and conditions signed and accompanying payment of the requested deposit by the due date specified. Failure to adhere to this procedure may result in The Essential Caterer being forced to cancel the booking.

Payment Terms
As many costs are incurred prior to the event date, The Essential Caterer has the following payment terms: A deposit, based on a minimum of 20% of total quotation costs, is required to confirm your event (where venues and equipment are booked on your behalf, a larger deposit may be required). Pre-approved Corporate clients (ABN applicable) may apply for extended payment terms. For private clients full prepayment of all known costs is payable 10 full working days prior to the event date. Payment can be made by direct credit (EFT), company cheque, bank cheque, Visa, MasterCard or cash. Personal cheques will not be accepted unless received 10 working days prior to your event. Outstanding accounts may incur a charge of an additional 10% of the total invoice.

In the instance that you need to cancel your event, the following conditions will apply;
All cancellations must be made in writing. If cancellation occurs more than 60 days prior to the event date, 50% of the deposit will be refunded.
If cancellation occurs 31-60 days (inclusive) prior to the event date, no deposit will be refunded.
If cancellation is received less than 30 days prior to the event date, the cancellation fee will consist of 50% of the total estimated cost of the event as per your quotation.
If the cancellation occurs within 7 days of the event, the full cost of the event will be liable.
Where circumstances beyond The Essential Caterer control prevent The Essential Caterer from fulfilling any obligations, The Essential Caterer will be released from this agreement without penalty.
Venue & equipment hire cancellation fees will be the responsibility of the client.

Healesville Amateur Racing Club (HARC)
For days where the meet is cancelled by HARC, due to weather conditions;
Less than 4 days (less than 96 hours) from midnight of the race day, full costs will be charged.
If cancelled between 4-10 days of meet 50% of the total cost will be charged for the event. Cancellations 10 days before the meet, will incur a 25% charge of total costs.
For all cancellation at HARC due to weather conditions we will do our upmost to find an alternative venue for you to enjoy your day. This is not a guarantee and additional charges may be incurred.

In the event of an event being postponed, The Essential Caterer will hold the deposit until such time as a new event date is confirmed.

Confirmation of Guest Numbers
Confirmation of final numbers of guests attending your event are required at least 10 (ten) working days prior to the event date.
If The Essential Caterer is not notified of final numbers, the event will be billed for the number of guests quoted, or the number in attendance, whichever is higher.
If the confirmed number of guests increases The Essential Caterer will endeavour to accommodate any requests at late notice, but are unable to give a guarantee.
Should the number of guests fall outside of our minimum numbers or package costing, a service charge will apply.
These charges will be calculated on an individual event basis. Children are not included in minimum numbers.

Menus & Beverages
The Essential Caterer requires menu choices at least 10 days prior to your event.
Dietary requirements can be catered for if advised in advance. These should be advised 10 days prior when confirming final numbers.
Events that opt for beverages on consumption or a bar tab will be required to supply credit card details which will be charged at the conclusion of the event.
The Essential Caterer reserves the right to substitute beverages of the same quality and value if your preferred beverages are not available.

Delays & Unforeseen Circumstances
The Essential Caterer will not be held liable for any delays in or cessation of service due to unforeseen circumstances beyond our control, or issues with venue facilities. This includes but is not limited to interruption of electricity, gas or water supply, industrial disputes, equipment failure, unavailability of foodstuffs, acts of God or any other unforeseen contingency or accident.
Events that run overtime from the agreed timings will incur a service charge, charged per staff member per hour.

Venue Facilities & Specific Requirements
The client is responsible for providing adequate and safe parking and loading areas for catering vehicles. The client will be responsible for any parking fees incurred by The Essential Caterer. The client must ensure that the venue adequately meets Occupational Health & Safety requirements.
In instances where The Essential Caterer books venues on behalf of the client, the client is also bound by the venue Terms & Conditions.

Extreme Weather & Code Red Days
In the event extreme weather is predicted, the client must make allowances and provision for the welfare of Essential Caterer employees. This may include such things as organising adequate shade and additional staff to allow for extra breaks.
For events booked during the November to April period in fire prone areas, the client must provide an alternative venue option on Code Red days or the event will be cancelled. In the event of cancellation, the standard cancellation fees will apply as per above.
Essential staff will not travel into or via areas at risk on Code Red days.
The client is responsible for providing Fire permits for cooking and heating equipment required on Total Fire Ban days.

Responsible Service of Alcohol/Disorderly Conduct
The Essential Caterer has a Responsible Service of Alcohol Policy. It is illegal to serve alcoholic beverages to any person who is intoxicated or who may attempt to drive a vehicle and as such The Essential Caterer reserves the right to refuse service to such person and or request their departure from the premises. It is illegal also to serve beverage to any person less than eighteen years of age and The Essential Caterer reserves the right to request suitable identification to this end.
The Essential Caterer will not permit or suffer any riotous, disorderly, offensive or improper conduct. Offenders will be asked to leave the event and may be escorted off the premises by an Essential Caterer representative or member of security personnel.

Neither The Essential Caterer nor any venue booked on behalf of the client shall be liable for any loss or damage sustained by the client or by any person, firm or corporation supplying any client. The client shall be responsible for the cost of making good any damage or loss caused to any venue booked on behalf of the client and The Essential Caterer buildings, furniture, fittings and equipment arising out of and in the course of the client’s events.
This includes hired or private equipment left prior, during or after the event. Should the Fire Brigade or any other emergency services be called in response to an alarm set off by any equipment or guest actions, the client will be liable for the charges incurred by the operation.

The client uses and occupies any venue booked at their own risk. The client hereby indemnifies The Essential Caterer and agrees to keep The Essential Caterer indemnified against all actions, suits, proceedings, claims and demands, costs and expenses whatsoever which may be taken or made against The Essential Caterer and/or incurred arising out of injury or damage to any person or property from or during the use of any venue.

Payment of any fees and charges for The Essential Caterer services and venue facilities shall be deemed to be an acknowledgment and acceptance of these conditions. A copy of the venue specific Terms & Conditions is available on request.