CoChilli Events & Caterers Terms and Conditions

Effective date: 16 July 2026

These terms apply to catering services provided by CoChilli Events & Caterers, including weddings, private parties, corporate events, community events, live catering, drop-off catering and other food services agreed with us in writing.

The Events & Caterers section of this website is currently for information and enquiries only. Submitting an enquiry does not create a booking, order or contract.

1. About us

CoChilli Events & Caterers is operated by:

CoChilli Foods Ltd
Company number: 15493192
Registered in England and Wales

Registered office:
90 Clayton Road
Hayes
Middlesex
UB3 1BA
United Kingdom

Website: www.cochilli.co.uk

These terms do not apply to CoChilli Pro products, which are supplied separately by CoChilli Pro Ltd.

2. Enquiries, quotations and bookings

An enquiry, menu discussion, preliminary proposal or availability check does not reserve an event date or create a contract.

We may issue a written quotation based on the information available at the time. This may include the event date, guest numbers, venue, menu, service style, staffing, equipment, travel, access and any agreed extras.

Unless stated otherwise, a quotation is valid only for the period shown on it.

A booking is confirmed only when:

• you have accepted our quotation or booking proposal in writing
• we have confirmed the booking in writing
• the required booking deposit has been received in cleared funds

Until the booking is confirmed, we may continue to accept other enquiries for the same date.

3. What is included

Your confirmed quotation, booking confirmation or invoice will state what is included in your booking.

This may include:

• food and menu service
• delivery, set-up or live catering
• agreed service staff
• serving equipment, crockery, cutlery or disposable serviceware
• agreed travel, parking or venue-related costs
• agreed set-up and service timings
• confirmed dietary or allergen arrangements

Only items expressly included in the written quotation are included in the booking.

4. Prices and payment

Your confirmed quotation, booking confirmation or invoice will set out:

• the total price for the agreed catering service
• what is included in that price
• any additional charges, where applicable
• the booking deposit amount
• the second-payment amount and due date, where applicable
• the final-payment amount and due date
• accepted payment methods

The payment structure may vary depending on the event value, event date, guest numbers, menu, service type, staffing, equipment, travel, venue requirements and agreed extras.

A booking is secured only once the required deposit has been received in cleared funds and we have confirmed the booking in writing.

You must make each payment by the due date shown in your booking documentation. We may be unable to proceed with food ordering, staffing, equipment hire, production planning or event service if payments are overdue.

Additional services, customer-requested changes, travel, parking, venue costs, staffing, equipment or other agreed extras will be charged separately where they are not included in the confirmed quotation.

5. Guest numbers, menu confirmation and changes

The deadline for confirming final guest numbers, menu choices, dietary requirements, timings and service arrangements will be shown in your booking documentation.

Once final guest numbers are confirmed, we will plan food purchasing, staffing, production and service around that figure.

We will try to accommodate reasonable changes where possible. Changes requested after the stated deadline may not be possible and may result in additional charges.

Where guest numbers are reduced after food, staffing, equipment or other commitments have been made, the agreed price may not reduce in full or at all. Any adjustment will reflect costs we can reasonably save or recover.

6. Customer responsibilities

You are responsible for ensuring that the information you provide is accurate and complete.

This includes:

• event date, timings and venue details
• guest numbers
• menu choices
• dietary and allergen information
• venue access, loading arrangements and parking
• venue restrictions, health and safety requirements or supplier rules
• suitable power, water, kitchen, preparation or service facilities where relevant
• a safe and accessible working environment for our team

You must tell us promptly about any material change to the event, venue, guest numbers, access arrangements or agreed service requirements.

7. Venue access and event conditions

Unless agreed otherwise in writing, you are responsible for obtaining venue permissions and ensuring suitable access for delivery, set-up and the agreed service.

You must tell us in advance about any access restrictions, stairs, parking limits, loading restrictions, service-area limitations, power issues, water access or venue rules that may affect our work.

Where access, facilities or event conditions are materially different from the information provided, this may affect the service we can provide. We will take reasonable steps to adapt where possible, but delays or additional costs caused by venue restrictions, inaccurate information or access issues may be chargeable.

8. Food, substitutions and presentation

We will use reasonable care and skill in preparing and providing the agreed food and service.

Food presentation, garnishes, serving arrangements and menu details may vary slightly from photographs, samples, proposal documents or previous events because of seasonal availability, supplier availability, venue conditions or practical service requirements.

Where an agreed ingredient becomes unavailable or unsuitable, we may make a reasonable substitute of similar value and quality. Where a material menu change is needed, we will contact you where reasonably possible.

9. Allergens and dietary requirements

Our online menu identifies the UK 14 regulated allergens present in each listed dish, based on the recipe and ingredient information available at the time of publication.

You are responsible for reviewing the allergen information shown on the menu before making an enquiry, confirming a booking or selecting menu items.

If you, or any guest, has an allergy, intolerance, coeliac disease, medical dietary requirement or another specific food requirement, you must tell us before confirming the booking and by the deadline stated in your booking documentation.

Please do not rely only on the online allergen information where a requirement is severe or where you need information beyond the UK 14 regulated allergens.

We will review the request and confirm whether we can safely accommodate it. A dietary or allergen request is not agreed unless we have confirmed it in writing.

You must notify us promptly if any guest’s dietary or allergen information changes after booking.

We will use reasonable care to manage confirmed dietary requests. We cannot guarantee that any food is completely free from a specific allergen unless we have expressly confirmed this in writing after reviewing the relevant preparation and service arrangements.

10. Service times and delays

We will use reasonable efforts to provide services at the agreed time.

We are not responsible for delays caused by circumstances outside our reasonable control. This may include traffic, road closures, venue access delays, supplier disruption, power failure, extreme weather, guest delays, unsafe working conditions, venue-management instructions or customer-requested changes.

Where a delay occurs, we will take reasonable steps to reduce the impact and keep you informed.

11. Cancellations, refunds, postponements and reductions

Cancelling a booking

If you need to cancel, please tell us as soon as possible in writing using the contact details shown in your quotation, invoice or booking confirmation.

Please include your name, event date, venue, booking reference and a clear statement that you wish to cancel.

Your cancellation takes effect when we receive your written notice.

Event-specific cancellation terms

The payment schedule and cancellation position for your booking will be shown in your confirmed quotation, booking confirmation or invoice.

Any cancellation charge, retained deposit or deduction from advance payments will be based on a fair assessment of our likely loss from the cancellation.

This may include:

• food, ingredients and packaging already purchased
• preparation, production and kitchen costs already committed
• staffing costs or agency commitments
• equipment hire, transport, parking or venue-related costs
• supplier costs that cannot be recovered
• customer-requested or event-specific costs
• the likelihood of being able to rebook the date or use food, labour or equipment elsewhere

We will take reasonable steps to reduce our loss where possible. This may include reducing supplier orders, reallocating food or staffing, using purchased stock elsewhere or attempting to rebook the date.

We will not retain sums or apply charges that compensate us twice for the same loss.

Deposits and advance payments

A booking deposit secures the agreed event date once it has been received in cleared funds and we have confirmed the booking in writing.

Depending on the notice given and the costs already committed, cancellation may result in:

• a full refund
• a partial refund
• a credit towards a rearranged event
• no refund where the amount retained fairly reflects costs and losses already incurred

Refund timing

Where a refund is agreed, we aim to process it within 14 days of agreeing the refund amount or completing any reasonable review of committed costs, supplier charges or other event-specific expenses.

We may need additional time where we are waiting for confirmation from a venue, supplier, agency, equipment provider or payment provider. Where this happens, we will keep you updated.

Postponements and date changes

If you need to postpone or change the date of your event, please contact us as soon as possible.

A postponement is not automatic. It depends on:

• our availability on the proposed new date
• the availability of staff, suppliers, equipment and venue arrangements
• food or service commitments already made
• the time remaining before the original event date

Where a new date is available, we will try to transfer payments already received towards the rearranged event.

A postponed booking may require:

• an updated quotation
• revised menu, guest numbers or service arrangements
• payment of additional costs caused by the date change
• payment of any difference in pricing between the original and new event
• a revised payment schedule

If we cannot accommodate the proposed new date, the request will be treated as a cancellation and the cancellation terms in your booking documentation will apply.

Reductions in guest numbers or scope

If guest numbers, menu items, staffing, service hours, equipment or other parts of the booking are reduced after confirmation, please tell us as early as possible.

We will review the request and confirm whether the price can be adjusted.

Once food orders, staffing, equipment hire, production or supplier commitments have been made, the booking value may not reduce in full or at all. Any adjustment will reflect costs we can reasonably save or recover.

12. Cancellation by CoChilli Events & Caterers

In the unlikely event that we need to cancel because of circumstances within our reasonable control, we will contact you promptly.

We will discuss reasonable options, which may include:

• providing an alternative service
• moving the booking to another available date
• arranging a suitable replacement where appropriate
• refunding payments received for services we are unable to provide

Nothing in these terms limits your legal rights.

13. Events outside either party’s control

Sometimes an event may be affected by circumstances outside either party’s reasonable control. This may include severe weather, transport disruption, venue closure, fire, flood, power failure, supplier failure, industrial action, public-health restrictions, government action or another serious unexpected event.

Where this happens, we will work with you in good faith to find a practical solution. This may include postponement, an amended service, credit towards a future date or a refund after considering costs that have been reasonably incurred and cannot be recovered.

14. Consumer rights

Nothing in these terms removes or limits your statutory rights.

Where you are a consumer, we will provide our services with reasonable care and skill.

Catering arranged for a specific event date or period is generally excluded from the usual 14-day cancellation right that applies to many online or distance contracts. This does not prevent you from cancelling under these terms or relying on any other legal right you may have.

15. Liability

Nothing in these terms excludes or limits our liability for:

• death or personal injury caused by our negligence
• fraud or fraudulent misrepresentation
• any liability that cannot legally be excluded or limited

Where you are booking on behalf of a business, our total liability for a claim connected with the booking will not exceed the amount paid for the affected service, except where liability cannot lawfully be limited.

We are not responsible for indirect loss, loss of profit, loss of business, loss of opportunity, reputational loss or losses caused by inaccurate information, restricted access or instructions provided by you or your venue.

16. Complaints

Please raise any concern as soon as possible during the event where practical, so that we have the opportunity to resolve it.

For complaints after an event, contact us using the details shown on your quotation or invoice, or through the website contact route.

Please include your name, event date, venue, booking reference and a clear description of the issue.

Our Complaints Policy explains how we review and respond to concerns.

17. Privacy

We process personal information in line with our Privacy Policy.

Where you provide dietary or allergen information about guests, you confirm that you are authorised to share that information with us for the purpose of assessing and providing the catering service.

18. Governing law

These terms are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction over disputes relating to these terms, unless consumer law allows you to bring a claim elsewhere in the United Kingdom.

19. Changes to these terms

We may update these terms from time to time.

The version in force when your booking is confirmed will apply to that booking.