Catering Terms of Service
COLIBRI & RENARD CATERING TERMS AND CONDITIONS
Our professional resources in specialty coffee, artisanal pastries, skilled baristas, and l’art de recevoir afford you complete assurance that all of our commitments will be carried out to your absolute satisfaction. In order to ensure a well-orchestrated function for all parties involved, we must ask that we both adhere to the following policies and procedures:
FEES & PAYMENTS
Colibri & Renard provides a free consultation and coffee sampling for all serious inquiries from prospective clients, as well as custom pricing with cost estimate based on client menu selections, guest count, and event duration/proximity. Upon completion of the consultation, the proposed event date will be tentatively held for the client with a $20.00 non-refundable retaining fee unless otherwise agreed upon. The event date reservation is confirmed when an initial deposit of 25% of the final payment is paid on or before the initial deposit due date. If the initial deposit is paid in full at the time of the consultation, the retaining fee is waived. If the final payment is paid in full on or before its due date, the initial deposit will be put toward the final total and only the remaining 75% is due. If the final payment is not paid in full by its due date, it will be seen as a cancellation and the 25% deposit is retained as liquidated damages. The client then has a 3-day grace period in which to pay the full payment amount; both the remaining 75% and an additional 25% to account for the liquidated deposit.
For smaller events, (2-10 guests and/or a duration not exceeding 4 hours) the initial deposit is due no later than 7 days prior to the event, and the final payment due no later than 72 hours prior to the event. The final payment due date is also the deadline for any additional changes to the menu or guest count.
For larger events, (over 10 guests and/or a duration exceeding 4 hours) the initial deposit is due no later than 14 days prior to the event, and the final payment due no later than 7 days prior to the event. The final payment due date is also the deadline for any additional changes to the menu or guest count.
CANCELLATIONS
If the client cancels a contracted event, the caterer will retain the 25% deposit in its entirety. If the date can be rescheduled by another client, a partial refund may be permitted at the discretion of the caterer.
LAST-MINUTE BOOKINGS
By virtue of efficiency, we recommend setting your consultation appointments/booking our services at least 28 days in advance. In the spirit of flexibility, we do accept last-minute bookings at our discretion, provided the client consents to variations in the terms and conditions as well as additional upcharges.
For smaller events (2-10 guests and/or a duration not exceeding 4 hours), any bookings or reservations made 7 days prior to the event or later will be considered a last-minute booking. For larger events (over 10 guests and/or a duration exceeding 4 hours), any bookings or reservations made 14 days prior to the event or later will be considered a last-minute booking. The event date is officially reserved when a deposit of 50% of the final payment is paid at the time of the consultation. The remaining 50% is due no later than 24 hours prior to the start of the event or it will be considered a cancellation and the 50% deposit is retained as liquidated damages.
Last-minute bookings are subject to additional upcharges based on menu selections, guest count, event duration, and the amount of prior notice given. At the caterer’s discretion, an upcharge of $10/hr may be implemented. Events will not be booked later than 48 hours in advance.
DISHWARE
All drink receptacles for catering events will be disposable and provided by the caterer unless otherwise agreed upon by caterer and client during the initial catering consultation. In the event of this consensus, the client assumes responsibility for providing clean, sanitary dishware and designated receptacles for dirty dishes, as well as the post-event cleaning and sanitation thereof. Dishware must be provided before the start of the event.
LEFTOVERS
Leftover brewed coffee and coffee beans, with the exception of Nitro Cold Brew, will be released to designated persons; provided a signed release form is on file no later than 7 days prior to the event with instructions for release.
AMENITIES
Client assumes responsibility for providing working electrical outlets with adequate amperage as well as designated spaces for the disposal of wastewater. Caterer is responsible for providing wastewater receptacles and potable water for all beverages.
INCLEMENT WEATHER
In the event of a cancellation due to inclement weather, the client may be entitled to a full or partial refund, depending on the severity of the weather and the amount of notice given. In the event of mildly inclement weather, the caterer assumes responsibility for providing a rain-proof shelter.
ALLERGIES AND DIETARY RESTRICTIONS
In addition to the guest count, the client is responsible for notifying the caterer of any potentially hazardous food allergies or sensitivities that may be applicable; particularly those pertaining to lactose intolerance, nut allergies, and/or sugar and caffeine sensitivities. If applicable, this information must be made available to the caterer on or before the final payment due date, or the client assumes all liability.
PROXIMITY CHARGES
Colibri & Renard currently operates out of Mesa, AZ, although our services can be booked in the surrounding areas and beyond. Any event location booked beyond the city limit will be charged an additional $1 per mile to their final total, unless otherwise agreed upon by both parties.