Terms and Conditions

1. Definitions

For the purposes of these Terms and Conditions, the following definitions apply:

1.1 "Company" means CHOPS&FLEX LTD, a professional event catering company registered in Scotland under SIC code 56210 – Event catering activities, with its principal place of business at 221 Harris Drive, Aberdeen, Scotland, AB24 2AF.

1.2 "Client" means any individual, business, organisation, or authorised representative who submits an enquiry, requests a quotation, makes a booking, or otherwise engages the Company to provide catering services.

1.3 "Services" means all catering and related services provided by the Company, including but not limited to food and beverage preparation, delivery, setup, on-site service, staffing, equipment hire, and post-event clearance as set out in a written quotation or booking confirmation.

1.4 "Event" means any function, occasion, meeting, celebration, reception, or other gathering for which the Company is engaged to provide Services, whether private, public, or corporate in nature.

1.5 "Agreement" means the legally binding contract between the Company and the Client comprising these Terms and Conditions, together with the accepted quotation, booking confirmation, and any written variations agreed by both parties.

1.6 "Website" means the Company’s website located at https://chops-flex.site, including all pages and content accessible under this domain.

1.7 "Working Day" means a day other than a Saturday, Sunday, or public holiday in Scotland on which banks are open for business.

2. Service Scope

CHOPS&FLEX LTD provides professional catering services across the United Kingdom, with a focus on delivering high-quality food, timely service, and a client-focused experience. Our core Services include:

• Private event catering, including birthdays, anniversaries, family gatherings, and celebrations.
• Corporate and business catering, including meetings, conferences, training sessions, launches, and business lunches.
• Receptions and formal occasions, including drinks receptions, networking events, and evening gatherings.
• Special event catering, including seasonal celebrations, charity events, and bespoke one-off occasions.

The specific scope of Services for each Event will be detailed in a written quotation, which may cover menu options, staffing levels, dietary requirements, logistics, delivery and collection, service times, and any agreed additional event support.

The Company will use reasonable care and skill in delivering the Services, aligning with the service standards set out on the Standards page of the Website. However, the Company reserves the right to make minor and reasonable adjustments to menus, ingredients, or service methods where necessary, for example due to seasonal availability, supply issues, or health and safety considerations, while ensuring overall quality and suitability are maintained.

Unless expressly agreed in writing, the Services do not include venue hire, entertainment, security, audiovisual equipment, decoration, or any services provided by third parties directly contracted by the Client. Where the Company agrees to coordinate with other suppliers, it does so solely as a facilitator, and is not responsible for the performance or non-performance of third-party suppliers.

3. Booking and Confirmation

All bookings for catering Services with CHOPS&FLEX LTD must follow the booking procedure set out in this section.

3.1 Initial enquiry
Clients may initiate an enquiry via the forms and contact details available on the Website, including the Booking and Contact Us pages, or by contacting us directly by telephone on +44 2073 536170 or by email at [email protected]. The Client should provide accurate and complete information regarding the Event, including date, location, approximate guest numbers, budget, and any specific requirements.

3.2 Quotation
Following receipt of an enquiry, the Company will prepare a written quotation outlining the proposed Services, menu options, indicative timings, and estimated pricing. Quotations are normally valid for the period stated on the quotation, or, if not stated, for 14 calendar days from the date of issue, after which they may be subject to review and change.

3.3 Provisional bookings
At the Company’s discretion, a provisional booking may be held for a limited period, subject to venue and date availability. Provisional bookings are not guaranteed and may be released without further notice if not confirmed within the timescale advised in writing by the Company.

3.4 Confirmation and deposit
A booking will only be confirmed once the Client has provided written acceptance of the quotation (including via email) and paid any required deposit as specified by the Company. By confirming the booking, the Client agrees to these Terms and Conditions and confirms that they are authorised to enter into the Agreement on behalf of any business or organisation they represent.

3.5 Final details
Final guest numbers, menu selections, dietary requirements, and event details must be confirmed by the Client by the deadline stated in the quotation or booking confirmation, typically not less than 7–14 days prior to the Event, depending on scale and complexity. The Company will confirm receipt of final details in writing and may update any relevant documentation or invoices accordingly.

3.6 Acceptance of these Terms
By submitting an enquiry, confirming a booking, paying a deposit, or otherwise requesting that the Company proceeds with Services, the Client acknowledges that they have read, understood, and agree to be bound by these Terms and Conditions.

4. Pricing and Payment

CHOPS&FLEX LTD aims to provide clear, transparent pricing for all catering Services. Specific charges will be set out in the quotation and booking confirmation for each Event.

4.1 Pricing basis
Prices may be calculated on a per-guest, per-item, or package basis and may include additional charges for staffing, travel, setup, equipment hire, extended service times, and other agreed services. All prices are quoted in pounds sterling (GBP) and, unless expressly stated otherwise, are exclusive of any applicable taxes.

4.2 Deposits
The Company may require a deposit to secure a booking. The deposit amount and due date will be specified in the quotation or invoice. Deposits are generally non-refundable, except where otherwise required by law or explicitly agreed in writing.

4.3 Balance payments
Unless agreed otherwise in writing, the remaining balance is payable by the deadline stated in the quotation or booking confirmation, typically prior to the Event date. For larger or multi-stage Events, staged payments may be required at agreed milestones.

4.4 Accepted payment methods
The Company will notify Clients of accepted payment methods, which may include bank transfer, approved card payments, or other secure channels. The Client is responsible for ensuring that payments are made in full and on time, allowing for any bank processing times.

4.5 Late payment
If payment is not received by the due date, the Company reserves the right to suspend or cancel the Services, withhold delivery, or charge interest on overdue amounts at the maximum rate permitted by applicable law. The Company may also recover from the Client all reasonable costs incurred in seeking to recover overdue amounts.

4.6 Adjustments for final numbers
Where pricing depends on guest numbers, the invoice will normally be based on the final confirmed numbers or the minimum guaranteed number stated in the quotation, whichever is higher. Any agreed increases after the final confirmation deadline may incur additional charges and are subject to availability.

4.7 Additional charges
Where the Client requests additional services or changes that increase costs after the quotation is accepted, the Company will notify the Client of any extra charges in advance where reasonably possible. These charges may include, for example, extended staffing hours, last-minute menu changes, or additional equipment requirements.

5. Changes, Cancellations, and Refunds

The Company recognises that plans may need to change and strives to act reasonably in accommodating Client requests, while also protecting the resources and commitments involved in professional catering.

5.1 Client-requested changes
The Client may request reasonable changes to the Event details, guest numbers, or menu selections. All change requests must be submitted in writing. The Company will confirm whether the requested changes can be accommodated and will advise of any impact on pricing, staffing, or logistics. Substantial changes, particularly close to the Event date, may not be possible or may incur additional charges.

5.2 Cancellations by the Client
Any cancellation must be notified to the Company in writing as soon as possible. The applicable cancellation terms, including any fees, will be outlined in the quotation or booking confirmation and may vary depending on the nature and scale of the Event. In general, the closer the cancellation is to the Event date, the higher the proportion of the total fee that may be payable due to committed costs, staffing, and procurement.

5.3 Refund eligibility
Where the Client is entitled to a refund under the applicable cancellation policy, the Company will process any refund due within a reasonable time frame using the original payment method where possible. Non-refundable deposits and any non-recoverable costs already incurred by the Company (such as special ingredient purchases or supplier commitments) may be deducted from any refund.

5.4 Cancellations or changes by the Company
The Company will make every reasonable effort to fulfil confirmed bookings. In the unlikely event that the Company must cancel or significantly amend a booking, the Client will be notified as soon as reasonably practicable. Where cancellation is not due to the Client’s default or a force majeure event, the Company may, at its discretion, offer a rescheduled date, an alternative suitable service arrangement, or a refund of sums paid for Services not supplied.

5.5 Force majeure
The Company is not liable for any failure or delay in performing its obligations where such failure or delay results from events beyond its reasonable control, including but not limited to extreme weather, power failure, transport disruption, public health restrictions, industrial disputes, or government actions. In such cases, the Company will work with the Client in good faith to seek a practical solution, such as rescheduling, but refunds may be limited to costs that can reasonably be recovered.

6. Client Responsibilities

To enable CHOPS&FLEX LTD to deliver a professional and safe catering service, the Client agrees to the following responsibilities.

6.1 Accurate information
The Client must provide accurate, complete, and up-to-date information regarding the Event, including date, times, venue address, access arrangements, guest numbers, dietary needs, and any relevant on-site facilities or restrictions. The Company relies on this information when planning and delivering the Services.

6.2 Venue access and facilities
The Client is responsible for ensuring that the venue is suitable for the agreed Services and that the Company has timely access for delivery, setup, service, and clearance. This includes providing clear information on loading arrangements, parking, kitchen or preparation areas, power, water, and any permissions required by the venue operator.

6.3 Health, safety, and hygiene
The Client must inform the Company of any specific health and safety considerations affecting the venue or Event. While the Company follows strict food safety and hygiene standards, the Client is responsible for any risks arising from food being kept or consumed outside the recommended timeframes, or where food is handled by persons other than the Company’s staff after service has concluded.

6.4 Dietary requirements and allergies
The Company will take reasonable care to accommodate notified dietary requirements and allergies. The Client is responsible for obtaining accurate information from guests and providing it to the Company within the agreed timelines. While every care is taken, the Company cannot guarantee that dishes are completely free from all traces of allergens, and the Client should ensure guests with serious allergies are made aware of this.

6.5 Conduct and supervision
The Client is responsible for the behaviour of guests and any third parties attending the Event. The Company reserves the right to withdraw or modify Services if staff safety is compromised, if instructions conflict with health and safety requirements, or in the event of abusive, dangerous, or illegal behaviour. Any resulting costs or losses may be chargeable to the Client.

6.6 Licences and permissions
The Client is responsible for ensuring that all necessary permissions, licences, and consents relating to the Event and venue are obtained, including any requirements regarding food service, alcohol, or noise where applicable, unless the Company has expressly agreed in writing to arrange such matters.

6.7 Communication
The Client agrees to nominate a primary point of contact for the Event who will be available before and during the Event for key decisions and communications. Timely responses to the Company’s reasonable requests for information or approvals are essential to ensure smooth planning and delivery.

7. Liability and Governing Law

7.1 Limitation of liability
Nothing in these Terms and Conditions limits or excludes the Company’s liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded under the laws of Scotland and the United Kingdom.

Subject to the preceding paragraph, the Company’s total aggregate liability to the Client arising out of or in connection with the Agreement, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to the total amount paid or payable by the Client for the Services in respect of the relevant Event.

The Company shall not be liable for any loss of profit, loss of business, loss of anticipated savings, loss of reputation, or any indirect, special, or consequential loss or damage arising out of or in connection with the Agreement.

7.2 Insurance
The Company maintains appropriate insurance cover for its catering operations in accordance with industry practice. Details of relevant insurance policies may be provided to the Client upon reasonable request.

7.3 Third-party services
Where the Company recommends third-party suppliers or agrees to coordinate their services, such suppliers act as independent contractors. The Company is not responsible for the acts or omissions of third-party suppliers or for any failure by them to provide goods or services.

7.4 Force majeure
Neither party shall be liable for any failure or delay in performing its obligations under the Agreement to the extent that such failure or delay is caused by an event of force majeure as described in section 5.5. If a force majeure event substantially affects the performance of the Agreement for a prolonged period, either party may discuss in good faith potential rescheduling, variation, or termination with appropriate settlement of costs incurred.

7.5 Governing law and jurisdiction
These Terms and Conditions, and any Agreement between the Company and the Client, shall be governed by and construed in accordance with the laws of Scotland and, where applicable, the laws of the United Kingdom. The parties agree that the courts of Scotland shall have exclusive jurisdiction to settle any dispute arising out of or in connection with the Agreement, without prejudice to any consumer rights that may allow individuals to bring proceedings in other competent jurisdictions.

7.6 Contact and queries
If you have any questions about these Terms and Conditions or how they apply to your Event, please contact CHOPS&FLEX LTD via the details on our Contact Us page, or directly by telephone on +44 2073 536170 or by email at [email protected]. We encourage Clients to review these Terms carefully alongside the information provided on our Services, Solutions, Process, Booking, Standards, About, and Testimonials pages when planning their catering requirements.