Flavour Terms and Conditions

These terms and conditions constitute the agreement between you (the “client” or “you”) and Leeds City Council (the “council” or “us”) for orders supplied by Flavour, the catering service within the Council that is responsible for providing the goods or services in this agreement.

These terms and conditions and any documents referred to, set out the entire agreement and understanding between the parties and supersede all previous agreements between the parties.

By placing a booking with us, you are agreeing to be bound by these terms and conditions.

Variations

Our menus are available Monday to Sunday. Dependent upon final requirements, possible charges may incur for delivery and staffing.

All products are subject to market availability. Please note from time to time certain menu or drink items may not be available due to circumstances out of our control. We will endeavour to keep you informed and a suitable alternative will be provided.

The price of products is subject to market price and availability. The Council has the right to increase the price of the booking to reflect any increase to it in the cost of performing the booking. In such event we will notify you of the price increase. This right of the Council in no way gives you the right to cancel the booking.

Final numbers

All prices quoted are for a specific number of guests and products, and any change in numbers or dietary requirements will affect the overall price contained in the booking quotation (which may be amended by the Council to reflect any changes).

Final numbers and special dietary requirements must be submitted by e-mail no later than 10 working days prior to the event date to flavour@leeds.gov.uk, after which time any decrease in numbers is chargeable in full.

The Client must order meals for sub-contractors such as photographers or drivers, these will not automatically be provided by us.

Please note that any orders placed with less than 5 working days notice may attract a £25 administration fee. Changes to orders with less than 5 working days notice may attract a £25 administration cost.

Please request information for charges on other services such as staffing, linen and bar facilities. These will not automatically be provided by us.

Catering and other function related services

The client’s own food and drink cannot be brought into meeting and ceremonial rooms within the Civic Hall. It is the responsibility of the client to ensure guests are aware of this restriction including gifts or raffle prizes, i.e. a bottle of Champagne as a gift/raffle prize cannot be opened/consumed during the event. The council reserves the right to close any bar facility should this restriction be breached.

For events and banquets within the Civic Hall, the round tables seat a maximum of 10, should you require larger tables and linen then a quote can be provided. Please allow 10 working days notice.

Bar facilities provided for an event operate until 11pm with music/entertainment until 11:30pm. A separate charge for bar(s) will be applicable.

No alcohol is to be served to anyone under the age of 18 years or anyone deemed by us to be unfit to consume alcohol.

Extra staffing charges may apply when rooms cannot be cleared due to speeches or other reasons. If your event overruns and/or staff are required to work beyond the quoted finishing time, this extra time worked will be chargeable.

All prices quoted are exclusive of value added tax (“VAT”). VAT shall be payable by the client at the applicable rate.

Food safety

We cannot take responsibility for the safety of food delivered by us once it has been delivered.

For food allergies, please refer to our Allergy Statement.

Booking and payment

Bookings may be made by phone or by email.

The council reserves the right to refuse a booking without stating the reason for doing so.

All bookings will remain provisional until a deposit is received of 30 percent of the estimated cost of the event. Deposits are non-refundable.

The balance of the estimated event total cost is payable and settled 10 days prior to the event. Failure to settle the outstanding balance may result in the cancellation of your booking.

Any other costs incurred at the event will be invoiced afterwards and is payable and settled in cleared funds within 10 days of invoice issue date.

No booking shall be deemed to be accepted by the council unless and until confirmed in writing by the council. A booking confirmation and booking quotation will be sent to you, you must check the details it contains and ensure it is accurate. Please note, the booking quotation is only an estimate of the event total cost.

The client shall be responsible for giving the council any necessary information relating to the booking within sufficient time to enable the council to perform the booking.

The client has full responsibility for making room bookings, access and ‘set up / clearing times’. The council will take no responsibility for errors arising or costs incurred relating to issues relating to the room booking.

No commission sums are allowed to be deducted from the council’s invoices for any goods or services. No commission is payable direct to the client by the council.

Please note if your event is in the Civic Hall, you must adhere to the Civic Hall Terms & Conditions. Please refer to the Civic Hall for their terms and conditions by emailing Chamber@leeds.gov.uk. These terms and conditions still apply to the orders supplied by us.

Cancellation and charges

Any booking cancelled less than 10 working days before your event date will be charged and invoiced in full.

Cancellations will only be accepted by email or in writing addressed to our offices. No phone cancellations will be accepted. The booking will only be deemed to be cancelled once the client has received a cancellation acceptance from the council. The cancellation acceptance will either be made in writing or sent via email.

Any booking cancelled less than 30 working days but more than 10 working days before the event date will incur a charge of 30 percent of the estimated event total cost.

The council reserves the right to cancel an event should the client becomes insolvent, subject to bankruptcy proceedings or receivership.

The council reserves the right to cancel an event should the client be in arrears due to the council.

In the unlikely event of a cancellation made by the council due to circumstances beyond its control, the council will, by notice in writing to the client, terminate the booking and return to the client any payments made to the council by the client. No further compensation whatsoever shall be payable to you for loss or damages whatsoever suffered or to be suffered as a result of the cancellation.

Force majeure

The council shall not have any liability under or be deemed to be in breach of the terms and conditions for any delays or failure in performance of this agreement which result from circumstances beyond the reasonable control of the council. The council shall promptly notify the client in writing when such circumstances cause a delay or failure in performance.

Data Protection

The council may share client or guest information or personal data with other council departments as necessary to perform its obligations or exercise its rights under these terms and conditions or with the written consent of the client.

For further information about how the council uses your personal data, including your rights and contact details for our Data Protection Officer, visit the privacy statement.

Law of the agreement

These terms and conditions, and any dispute arising out of or in connection with it, shall be governed by English law and the parties agree to submit to the exclusive jurisdiction of the English courts.