Scout & Hunter — Terms and Conditions

Last updated: 2025-11-12

 

Introduction

In order to avoid any misunderstandings regarding reservations, the following are our terms of trading. Once your deposit has been paid, Scout & Hunter deem this as acceptance of our trading terms and conditions.

These Terms and Conditions ("Terms") apply to all quotations, bookings, and services provided by Scout & Hunter Caterers ("we", "us"). By confirming a booking or paying a deposit, the client ("you") agrees to these Terms.

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Estimates

Upon request, the prospective client will be provided with an estimate for the price of some or all of their required catering and service. An estimate is given in order to provide an idea of the booking total, based on an approximate valuation of requirements that may not reflect the exact value of the final quote.

Quotes

Scout & Hunter will provide a quote based on the information provided by the prospective client. Scout & Hunter reserve the right to make reasonable adjustment to the quote value where information has not been fully provided or where changes are made by the client to menu, guest number, service style, timings, or other factors that affect pricing.

All quotations are valid for 30 days from the date of issue. If not accepted within this time, Scout & Hunter will review and re-issue the quote subject to any price adjustments. VAT is included where applicable unless stated otherwise.

1. Booking, deposits and payments

Save the Date Deposit

A non-refundable deposit of £500 is required to make a firm booking and secure your event date. This deposit will be deducted from the final invoice total.

Verbally reserved dates

Dates will be reserved verbally and will not be reserved or advertised once your enquiry has been received. An extended arrangement may be made with Scout & Hunter for your date to be held on a limited basis prior to payment of the Save the Date.  After receiving menus and costings the date will be verbally reserved for 14 day from the date of the email containing menus and price per guest costings have been sent.

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Scout & Hunter may require proof of a confirmed venue booking for the date, and booking details to be finalised by the end of the hold period.

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Balance of Payment

The outstanding balance is due 30 days prior to your event date. At this time, Scout & Hunter must receive the final guest numbers, final menu plan-including supper/street food, order of the day-timings, dietary requirements, beverage services required.

 

We will schedule a call to cover all final details before generating a final invoice. These details are then taken as confirmed.

Scout & Hunter reserve the right to make reasonable adjustment to the final balance based on any changes or updates to guest number, service style, timings, or other factors that affect pricing.

Payment Methods

Payment can be made via credit/debit card or bank transfer. Please note that credit cards will incur a 2.5% service charge. We unfortunately do not accept cheques. All deposits are non-refundable. Bank details will be provided for bank transfers (no additional costs). 
Invoice will be sent using the Quick books platform. We will also message you when an invoice has been issued.

Payment Plans

Where an alternative payment plan or payment schedule has been agreed between the client and Scout & Hunter, payment must be made according to the agreed schedule.

Weekly-Monthly-quarterly- Payment plans will be manage using Quick books invoicing service. Payment terms are always 15 days from the issue of the invoice.

Full payment of the total invoiced value must be received by Scout & Hunter no later than 30 days prior to your event date.

2. Guest numbers and dietary requirements

• Provisional guest numbers should be provided at booking.

• Final chargeable numbers and dietary requirements are due 30 days prior to the event.

• We will take reasonable care to cater for declared allergies and dietary needs but cannot guarantee an allergen-free environment.

3. Menus, service style and changes

• Menus and service style (e.g., grazing, sharer, plated, street food) are confirmed in writing.

• Reasonable like-for-like substitutions may be made due to seasonal availability or supplier issues.

• No changes will be accepted within 30 days prior to the event, including catering numbers, timings, food selections, and special instructions.

Ingredient Substitution

Where the availability of ingredients may be affected by circumstances beyond our control, Scout & Hunter reserve the right to make reasonable substitutions.

4. Service and timings

Scout & Hunter will provide catering for the guests booked and paid for by the client, within the allocated service period as agreed by both parties. Where guests choose not to partake of the offering within the service period, Scout & Hunter may make a quantity of the remaining food available to guests after this time where possible and at Scout & Hunter's discretion.

Scout & Hunter will make every effort to work to the service times agreed with the client. We reserve the right to make reasonable adjustments to service timings on the day where circumstances require.

5. Venue access and logistics

General Access Requirements

You are responsible for ensuring suitable venue access, parking, load-in/out routes, and any required permissions. Power, water, kitchen/prep space, and shelter (e.g., marquee) must be available if specified in the proposal. Where venue restrictions apply, you must inform us in writing at least 14 days prior to the event.

Parking and Access

Parking space must be provided for all Scout & Hunter team vehicles for the duration of our time on site, including setup, service, and pack down. Parking space must be situated as close as practicably possible to the cooking/service point and have clear access between these. Where Scout & Hunter vehicles must be parked in paid parking, Scout & Hunter will require this sum to be paid by the client.

Fuel Surcharge

A fuel surcharge will apply depending on the distance we have to travel to the venue.

Staff Travel Time

A staff travel charge will be charged per staff member. This is for time spent on the road.

Traffic

At Scout & Hunter catering we always aim to beat the traffic through early departure from our premises. If however we should be held up in traffic we cannot be held responsible if the service is not delivered on time.

6. Staffing

Staffing levels are planned according to service style, timings, and guest numbers. In the event of same-day staff illness/failure to arrive, we will implement our escalation protocol and make reasonable endeavours to cover the shortfall.

7. Hire items and equipment

Hire items (e.g., crockery, cutlery, linens, glassware, bar equipment, generators) remain the property of Scout & Hunter or our suppliers. Any damage, breakages, or loss caused directly or indirectly by the client, client's guests, or third parties present at the request of the client will be charged via invoice or deducted from deposits taken after the event.

Losses or damage will be charged at replacement cost for the order quantity to match the original product. For example, glassware is delivered as 6 flutes to an order.

8. Bar and glassware policy

Bar and glassware deposits

• A refundable £250.00 deposit is required for bar glassware hire.

• A refundable £250.00 deposit is required for table glassware hire.

• If a return trip is required to collect unfound glassware, it is the client's responsibility to gather and rack all remaining glassware for collection. Return collection is charged at £50.00 unless otherwise pre-arranged. Arrangements with the venue for the collection of missing glassware is to be arranged for the following Monday.

• Delivery can be arranged to our depot at Wimborne. BH21 6RD

• After 10:45 p.m., glassware will be transferred to reusable polycarbonates to assist with safe collection, racking, and removal from the venue, unless otherwise pre-arranged.

• Full racks of glassware are delivered, and full racks are expected to be returned on collection. Where possible, photographs of any broken or damaged glassware will be taken and retained for our records.

9. Mobile bar and alcohol supply terms

Black Sheep Bar Co. Where a mobile bar or supply of alcohol has been booked with Scout & Hunter, these terms apply in addition to terms and conditions as listed above.

Confirmation and Payment

The bar booking is only secured upon receipt of a deposit, with the remainder payable 30 days before the event.

Temporary Event Notice (TEN)

If applicable, the client needs to ensure that they are in possession of a Temporary Event Notice (TEN). The client will also send Scout & Hunter a copy of this notice or licence 30 days prior to the event. The notice must clearly state that the sale of alcohol will take place with time and duration specified. If TEN is not received by Scout & Hunter within the time specified, it will be assumed that the TEN has been granted and will be the sole responsibility of the client. Scout & Hunter do not accept any liability.

We reserve the right to refuse service to intoxicated or disorderly persons and to stop alcohol service if safety is compromised.

Pre-Paid Value Behind the Bar

The client may wish to place a value 'behind the bar'. This value must be paid in advance, no later than 30 days prior to the event.

Client Tabs

Where the running of a bar tab has been agreed between the client and Scout & Hunter, the client will be issued with an invoice for the tab within 7 days following the event. Payment of this invoice must be made promptly and no later than 14 days after the event unless otherwise agreed in advance.

Guest tabs-accounts

A request for either a credit/debit or form of ID (drivers licence) will be required for guests to "run a tab" with the Black Sheep Bar Co.

Supply Terms

Unless agreed otherwise, Scout & Hunter will be the sole drinks supplier and distributor for the duration of the event. This includes all alcoholic and non-alcoholic drinks and any other beverages served. Any unapproved drinks brought onto the premises will result in the loss of the deposit.

Pre-Agreed Supply

Where the client wishes to provide a quantity of their own drinks, the nature and quantity of the drinks must be agreed in advance with Scout & Hunter. Scout & Hunter reserve the right to retain a minimum spend deposit where the client has provided alcohol beyond the agreed amount. If service is required for the client's own alcohol, this will be charged additionally.

Breakages

Breakages caused directly or indirectly by the client, client's guests, or third parties present at the request of the client must be paid for in full and will be invoiced to the client after the event. Glassware breakages will be charged at replacement value. Bottle breakages will be charged at retail value.

Bar Cancellation Policy

Wet Bar: In the event of cancellation by the client, the following charges will be incurred: 3 months prior - 50% of the total quote, or 1 month prior - 100% of the total quote.

Cash/Dry Bar: A £500 cancellation fee will apply if cancelled 1 month prior to the event.

10. Third party equipment and services

Where equipment or services are provided by a third party through Scout & Hunter on the client's behalf, the client agrees to adhere to the third party's terms and conditions. Scout & Hunter do not accept liability for any costs incurred by Scout & Hunter, the client, or the client's guests for use of third-party equipment and services.

11. Health, safety and food hygiene

We operate under documented food safety procedures and event risk assessments. You agree to maintain a safe environment for staff and guests and to notify us of any on-site hazards or restrictions.

Leftover Food Disclaimer

In leaving any food after the event in your care, you acknowledge that you will be responsible for the safe storage of the food and understand that this agreement is on the basis that we will accept no liability in respect of the food. For any further guidelines on safe storage of food, please visit: [Food Safety Guidelines](http://www.foodsafety.gov/keep/charts/storagetimes.html 

12. Vehicles, delays and force majeure

Despite pre-dispatch checks, vehicle breakdowns or external delays can occur. We will communicate promptly, deploy contingencies where possible, and adjust service to minimise impact.

We do not accept liability for any failure to provide the service contracted which is due to circumstances beyond our control, including electricity and water failures, fire alarm evacuation, severe weather, strikes, utility failures, or public emergencies. Neither party is liable for failure or delay caused by events beyond reasonable control.

13. Insurance and liability

To protect ourselves against any third party claims, Scout & Hunter has obtained Full Public Liability insurance. Proof of certification will be provided upon request.

14. Cancellations and postponements

Client Cancellation

Client cancellations must be in writing. All deposits are non-refundable. Scout & Hunter reserve the right to retain in full any amount paid.

Cancellations made within 30 days prior to your event will incur the full cost.

Scout & Hunter will return in full or part the amount paid minus administrative costs should the date be rebooked in the Scout & Hunter calendar, subject to Scout & Hunter discretion.

Postponements and Transfer of Dates

Postponements will be accommodated subject to availability. Where full or partial payment has been made, transfer of the booked date and payment value to an alternate date is made at the discretion of Scout & Hunter. Previously paid amounts may be transferred at our discretion.

Supplier or venue cancellations are outside our control; we will assist with reasonable re-arrangements.

15. Damage, loss and conduct

You are responsible for any damage to hire items, equipment, or the venue caused by you, your guests, or contracted suppliers. We may charge for excessive cleaning, breakages, or loss at replacement or fair repair cost.

16. Photography and marketing

We may take non-intrusive photographs of food and set-ups for portfolio use. We will never publish private client or guest details.

17. Complaints and remedies

Please raise any concerns as soon as possible on the day with the Event Lead so we can resolve them in real time. Written complaints will receive a response outlining findings and any remedies.

18. Governing law

These Terms are governed by the laws of England and Wales. Courts of England and Wales have exclusive jurisdiction.

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By paying the deposit or confirming the booking in writing, you acknowledge and accept these Terms and Conditions.

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Scout & Hunter Caterers · Unit A Long Meadow Industrial Estate, Ringwood Road, Three Legged Cross, Wimborne, BH21 6RD · info@scoutandhunter.com · 07802 516950 · www.scoutandhunter.com

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