Caterer | Catering Company Bournemouth | Yes Chef Hospitality

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Refund & Cancellation Policy

Yes Chef Hospitality

Last updated: 26 December 2025

This Refund & Cancellation Policy explains how cancellations, refunds, postponements, and changes are handled once a booking has been made. It is designed to be transparent, fair, and reflective of how professional catering services operate in the UK.

This policy should be read alongside our Terms & Conditions.

1. Purpose of This Policy

Catering requires advance planning, ingredient sourcing, staffing, equipment hire, and scheduling. Once a booking is confirmed, we begin allocating resources specifically for your event.

This policy explains:

  • When refunds may or may not apply
  • How cancellations are handled
  • How postponements and changes are treated
  • What happens in exceptional circumstances

2. Booking Confirmation & Deposits

2.1 Deposit requirement

A booking is confirmed once:

  • Written acceptance is received, and
  • The required deposit is paid

Deposits secure your event date and allow us to begin planning, supplier coordination, and staff scheduling.

2.2 Deposit refunds

Unless otherwise stated in your quotation or booking confirmation:

  • Deposits are non-refundable

This is because deposits compensate for:

  • Date reservation
  • Administrative work
  • Early ingredient planning
  • Staffing availability
  • Potential loss of other bookings

3. Client Cancellations

3.1 Notice of cancellation

All cancellations must be provided in writing (email is acceptable).
The cancellation date is the date written notice is received.

3.2 Cancellation charges

Because catering costs increase as the event date approaches, cancellation charges may apply based on notice given.

Unless otherwise agreed in writing, the following general structure applies:

  • More than 12 weeks before the event:
    Deposit retained, no further charges
  • 8–12 weeks before the event:
    Up to 50% of the estimated total may be payable
  • 4–8 weeks before the event:
    Up to 75% of the estimated total may be payable
  • Less than 4 weeks before the event:
    Up to 100% of the total may be payable

These charges reflect non-recoverable costs such as food orders, staffing commitments, and equipment hire.

Exact cancellation terms may vary depending on the type, size, and complexity of the event. Where specific cancellation terms are stated in your quotation, those terms take precedence.

4. Reductions in Guest Numbers

4.1 Final numbers

You will be asked to confirm final guest numbers by a specified deadline.

Once final numbers are confirmed:

  • Reductions may not result in a reduced invoice
  • This is due to food purchasing, staffing, and preparation already being committed

4.2 Increases in numbers

Requests to increase guest numbers after the final deadline:

  • Are subject to availability
  • May incur additional charges
  • Cannot be guaranteed

5. Postponements & Date Changes

5.1 Postponement requests

If you need to move your event to a different date:

  • We will make reasonable efforts to accommodate the change
  • Availability is not guaranteed

5.2 Deposits and postponements

At our discretion, and depending on notice and circumstances:

  • Deposits may be transferred to a new date
  • Additional costs may apply if supplier or staffing costs change

If a new date cannot be agreed, the postponement may be treated as a cancellation.

6. Cancellations by Us (Supplier)

We reserve the right to cancel in rare circumstances where we are unable to deliver the service due to events beyond our reasonable control (see Section 9).

If we cancel:

  • We will notify you as soon as possible
  • Any payments received will be refunded, minus any non-recoverable costs already incurred, where applicable

7. Refunds & Method of Payment

7.1 Refund processing

Where a refund is agreed:

  • Refunds will be issued using the original payment method where possible
  • Processing times may vary depending on the payment provider

7.2 Non-refundable items

The following are generally non-refundable:

  • Deposits
  • Custom menu development already completed
  • Special-order ingredients
  • Third-party supplier costs
  • Staffing commitments

8. Event Day Changes & No-Shows

  • Cancellations or changes made on the event day are not eligible for refunds
  • Failure to provide venue access or required facilities may be treated as a late cancellation
  • Delays caused by the client or venue do not entitle the client to a refund

9. Exceptional Circumstances & Force Majeure

We are not liable for cancellations caused by circumstances outside reasonable control, including but not limited to:

  • Extreme weather
  • Venue closure
  • Transport disruption
  • Supplier failure
  • Government restrictions or emergencies

In such cases, we will act fairly and transparently, and where possible:

  • Offer a rescheduled date, or
  • Refund payments minus unrecoverable costs

10. Insurance Recommendation

For large or high-value events, particularly weddings, we strongly recommend that clients consider event insurance to cover unforeseen cancellations or changes.

11. Disputes & Queries

If you have any questions about this policy or believe a cancellation charge has been applied incorrectly, please contact us in writing.

We aim to resolve all queries professionally and fairly.

12. Contact Information

Yes Chef Hospitality
Email: enquiries@yeschefhospitality.com
Phone: +44 7523 102778