Booking Terms

These Terms & Conditions apply to all bookings made with Fire & Frost unless otherwise agreed in writing.

1. Booking Confirmation

A booking is only confirmed once the required deposit has been received and written confirmation has been issued by Fire & Frost.

The person making the booking is responsible for ensuring all information provided is accurate and for accepting these Terms & Conditions on behalf of the client or organisation.

2. Deposits

A non-refundable deposit of 20% of the total booking value is required to secure your event date.

No date will be reserved until the deposit has been received.

3. Payment Terms

The remaining balance must be paid in full no later than 30 days before the event date.

Bookings made within 30 days of the event date require full payment at the time of booking.

Failure to make payment by the due date may result in cancellation of the booking.

4. Cancellation Policy

If you need to cancel your booking, the following charges will apply:

• More than 30 days before the event: Deposit is non-refundable. No further payment is due.
• 15–30 days before the event: 50% of the total booking fee is payable. Any amount already paid will be deducted from this balance.
• 14 days or less before the event: 100% of the total booking fee is payable.

Refunds

• Where payments made exceed the amount due under the cancellation terms above, the difference will be refunded within 14 days of cancellation.
• No refund will be due where the amount already paid is equal to or less than the cancellation charge applicable at the time of cancellation.

Cancellation must be communicated in writing by email. Charges are based on the total booking fee agreed at the time of booking, including any subsequently agreed additions or amendments.

5. Changes to Bookings

Any requested changes to dates, guest numbers, timings, locations or services must be submitted in writing.

Whilst we will make every effort to accommodate changes, they cannot be guaranteed and may be subject to additional charges.

Changes may affect the final booking price.

6. Guest Numbers

The booking fee is based on the guest numbers, package or service level agreed at the time of booking.

Additional guests may be accommodated subject to availability and additional charges.

Guest numbers may be increased after booking, subject to availability and payment of any additional charges.

Guest numbers cannot be reduced after booking and no refund, credit or reduction in booking fees will be given if attendance levels or guest numbers decrease.

Fire & Frost will prepare staffing, stock and products based on the agreed booking numbers.

7. Venue Requirements

The client is responsible for ensuring:

• The venue permits our attendance and operation.
• Suitable access is available for our vehicle, equipment and staff.
• A safe and appropriate operating area is provided.
• Any required utilities or facilities agreed as part of the booking are available.

If venue conditions prevent safe or practical operation, Fire & Frost reserves the right to modify or withdraw services without liability.

8. Access and Setup

Adequate access must be provided for setup and breakdown.

Where delayed access or venue restrictions impact our ability to operate, service times may be reduced accordingly and no refund will be due.

Additional charges may apply where access difficulties significantly increase setup or breakdown times.

9. Service Times

Services will operate during the agreed service period stated on the booking confirmation.

Delays caused by the client, venue, guests or other third parties do not automatically extend the agreed service period.

Additional service time may be available subject to availability and additional charges.

10. Travel and Additional Charges

Any travel charges, accommodation costs, parking fees, venue access charges or other event-related expenses will be detailed within the quotation or booking confirmation.

Additional costs incurred that were not reasonably foreseeable at the time of booking may be charged separately where necessary.

11. Weather and Outdoor Events

For outdoor events, the client is responsible for providing suitable operating conditions unless otherwise agreed.

Fire & Frost reserves the right to suspend, modify or cease operations where weather conditions create safety risks for guests, staff, equipment or products.

12. Health and Safety

Fire & Frost reserves the right to refuse service or cease operations where:

• Health and safety requirements cannot be met.
• Staff are subjected to abusive, threatening or unsafe behaviour.
• Conditions present a risk to guests, staff or equipment.

No refunds will be due in such circumstances.

13. Allergies and Dietary Information

Information regarding allergens will be available upon request.

While reasonable precautions are taken, products may be prepared, stored or served in environments where allergens are present.

Fire & Frost cannot guarantee the complete absence of allergen cross-contamination.

Guests with allergies or dietary requirements should speak directly with a member of staff before consuming any products.

14. Photography and Marketing

Unless otherwise requested in writing, Fire & Frost may use photographs or videos taken during events for promotional and marketing purposes.

No personal information will be published without consent.

15. Liability

Fire & Frost maintains appropriate public liability insurance.

Our liability for any claim arising from the booking shall be limited to the total amount paid by the client for the event.

We shall not be liable for indirect, consequential or unforeseeable losses.

16. Force Majeure

Fire & Frost shall not be liable for failure to perform its obligations where prevented by circumstances beyond its reasonable control, including but not limited to:

• Extreme weather
• Vehicle breakdown
• Equipment failure
• Illness or injury
• Utility failures
• Government restrictions
• Industrial disputes
• Acts of God

In such circumstances, we will make reasonable efforts to provide an alternative solution. Where this is not possible, our liability shall be limited to a full refund of monies paid for services not provided.

17. Pricing

All quotations are valid for the period stated on the quotation.

For bookings made more than 12 months in advance, Fire & Frost reserves the right to review pricing where substantial increases occur in supplier, ingredient, fuel, staffing or operating costs. Any revised pricing will be communicated in writing before the final balance becomes due.

18. Acceptance

By paying a deposit, signing a booking agreement, accepting a quotation, or otherwise confirming a booking, the client confirms that they have read, understood and accepted these Terms & Conditions.