HLB Catering – Terms and Conditions

1. Payment Methods

HLB accepts the following forms of payment:

• Bank Transfer (Direct Deposit): No surcharge applies.
• Visa and Mastercard: 1.55% surcharge applies.
• American Express: 2.2% surcharge applies.
• Cheques: Not accepted.

All surcharges are the responsibility of the client.

2. Payment Terms

Standard Payment Plan: A 50% deposit is required at the time of booking to secure the date. The remaining balance is due 21 days before the event. A 10% late payment fee may apply if the remaining balance is not received by this date.

Instalment Plan (Available for bookings of $6,000 or more): Clients may elect to pay via monthly instalments. The number of instalments is determined by the months between the booking and event date, with the final instalment due 28 days before the event. Each instalment has a minimum of $2,000. The first instalment confirms the booking. In the event of a missed instalment, HLB reserves the right to cancel the booking.

Last Minute Items: Any additional or last-minute items must be paid in full before the event or within 7 days of the event date.

3. Deposit and Booking

A deposit of 50% is required for any booking over $500. Bookings of $500 or less must be paid in full at the time of booking. A booking is not considered confirmed until a deposit or payment has been received.

• Deadlines: The final menu must be provided no later than 28 days before the event. Changes to the menu, beverage selection, location, or hire equipment can be made up to 28 days before the event date.
• Guest Numbers: Final guest numbers must be confirmed no later than 21 days before the event.

4. Cancellation Policy

• 60+ days before the event: Full deposit refund.
• 21 to 60 days before the event: 25% of the deposit will be retained by HLB.
• Within 21 days of the event: The full deposit is forfeited, as provisions will have already been ordered and prepared.
• Service Reductions: Any request to remove one or more services within 60 days of the event may, at HLB’s discretion, be treated as a cancellation of the full service.
• Date Changes: Permitted once, provided the request is made at least 21 days before the event. Any subsequent changes result in 100% forfeiture of the deposit. Changing the event date within 21 days of the original booking date will result in forfeiture of all payments made.
• Failure to Provide Menu: Failure to provide the final menu at least 21 days before the event may result in a 10% surcharge or cancellation of the event with forfeiture of the deposit.

5. Staffing

It is the client’s responsibility to ensure the event runs according to the provided running sheet. If staff are required beyond the originally hired hours, HLB will issue an invoice for the additional time, payable within 48 hours.

Minimum Hire: A minimum of 4 hours is required for any staff booking.

Rates: Wait staff ($50/hr), Chef ($60/hr), Kitchen hand ($50/hr), Event Coordinator/Manager ($60/hr).

6. Pricing

All prices include GST unless otherwise stated. HLB reserves the right to adjust pricing where ingredient or operational costs change significantly due to market conditions (e.g., supply shortages). The client will be informed of any changes before the event.

7. Final Guest Numbers

If the confirmed guest count drops by more than 10% from the original booking, HLB reserves the right to increase the price per person at its sole discretion. No refunds will be issued for a reduction in guest numbers within 21 days of the event.

8. Grazing Tables

A minimum of 40 paying guests applies to all grazing table bookings. If guest numbers fall below 40, the client will be charged for 40 guests. Pricing excludes table setup, delivery, and collection fees.

9. Equipment and Presentation

All equipment (tables, boards, ramekins, cutlery, crockery, chafing dishes) must be returned clean.

• Wooden Boards: Must not be placed in a dishwasher. Please wipe clean or rinse under cold water and dry.
• Cleaning Fees: A fee of $8 per board/platter and $3 per piece of crockery/cutlery may be charged for equipment returned dirty.
• Damages: Any lost or broken equipment will be charged at current replacement cost.

10. Allergies and Dietary Requirements

While every care is taken to avoid cross-contamination, our kitchen handles cereals, gluten, dairy, nuts, sesame, and other allergens. We cannot guarantee any dish is 100% free of these ingredients. Final dietary requirements must be provided 21 days before the event.

11. Food Safety

HLB Catering is fully compliant with Victoria’s food health and safety laws. To ensure safety, HLB will remove remaining food at the conclusion of the event. HLB is responsible for food waste generated during preparation only; disposal of general event waste is the responsibility of the client.

12. Responsible Service of Alcohol (RSA)

HLB upholds RSA principles. We reserve the right to refuse service to anyone suspected to be under 18 or showing signs of intoxication. HLB reserves the right to close the bar entirely if necessary.

13. Photography and Video

HLB reserves the right to photograph and video the event for marketing purposes. If the client does not wish to be filmed, written notice must be provided before the event. HLB will then limit photography to food and styling only.

14. Quote Validity

All quotes are valid for 10 days from the date of issue. Acceptance of a quote constitutes acceptance of these Terms and Conditions.

Privacy Policy

Protecting your privacy is important to HLB Catering. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).

Use of Information: We collect personal information to provide our services, administer business activities, and communicate with you. We do not disclose personal information to overseas companies without consent.

Disclosure: We may disclose information to external advisors or IT providers as required to run our business, or when required by law. If we disclose information to a third party, we ensure it is protected in accordance with this policy.

To see our Frequently Asked Questions – FAQs, please click here

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