Private Event Terms & Conditions

1. Pricing & VAT

• All prices are exclusive of VAT (if applicable).

• If the VAT rate increases between booking and the event date, Trott & Whinny Ltd reserves the right to adjust the total event cost in line with government requirements.

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2. Guest Numbers

• If guest numbers exceed the original booking and we are able to cater for them, additional guests will be invoiced at the agreed rate.

• If guest numbers are lower than booked, the originally agreed minimum spend still applies.

• Final guest numbers must be confirmed in writing at least 7 days before the event.

  • Increases of up to 10 guests may be possible but cannot be guaranteed.

  • Reductions cannot be refunded or credited.

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3. Deposits, Payments & Balance

• A booking is confirmed only when the Booking Acceptance Form is submitted and the non-refundable, non-transferable deposit has cleared into our bank account.

• All deposits are non-refundable and non-transferable.

• The deposit is payable upon acceptance of your quotation.

• The balance must be paid 10 days before the event date.

• Preferred payment is via bank transfer. In certain cases, cash may be accepted.

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4. Cancellations & Postponements

• All cancellations must be made in writing and confirmed by Trott & Whinny Ltd.

• If you wish to transfer your event date, cancellation charges apply, and a new booking form with a new deposit will be required.

• Trott & Whinny Ltd reserves the right to cancel an event if:

  • The client or Trott & Whinny Ltd becomes insolvent, enters liquidation, or receivership.

  • The event may prejudice the reputation of Trott & Whinny Ltd.

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5. Liability & Responsibility

• Trott & Whinny Ltd is not responsible for clients’ valuables, personal belongings, or gifts.

• Our liability is limited to the catering package price and foreseeable losses. This does not exclude liability for:

  • Death or personal injury caused by negligence.

  • Fraud or misrepresentation.

  • Legal obligations under UK law.

• We are not responsible for indirect losses including loss of revenue, profits, or contracts.

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6. Food Safety & Allergies

• Food not consumed within two hours at room temperature must be disposed of. Trott & Whinny Ltd is not responsible for food consumed after this period or away from the venue.

• Food Allergies & Intolerances:

  • All food may contain allergenic ingredients.

  • Special dietary requirements must be confirmed in writing before the event.

  • We take every precaution to identify and manage allergens, but we cannot guarantee meals are free from traces.

  • For ingredient information, contact olivia@trottandwhinny.com.

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7. Staffing, Equipment & Venue Access

• Any equipment lost or damaged by clients or guests will be charged at full replacement cost.

• Additional charges may apply for the hire of site kitchens or specialist equipment.

• If an event overruns beyond the agreed schedule, additional staffing charges may apply.

• Clients must ensure access to a 240v electricity supply (Mains, 16Amp or 32Amp) unless otherwise agreed.

• The venue must provide ample, level, and safe access for our catering trailers, including sufficient space for set-up and safe working conditions.

• Trott & Whinny Ltd reserves the right to refuse service if our team or trailers are put at risk due to:

  • Improper location or restricted access.

  • Insufficient space to pitch safely.

  • Unsafe camber, ground conditions, or hazards that compromise staff safety or trailer stability.​​

• ​If service must be refused due to unsafe venue conditions, all deposits remain non-refundable and the client will remain liable for any agreed minimum spend.

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8. Insurance & Force Majeure

• Clients are strongly advised to arrange Event & Cancellation Insurance to protect against unforeseen costs, damages, or public liability.

• Trott & Whinny Ltd cannot be held responsible for unsuitable weather conditions. Standard cancellation fees still apply.

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9. General Terms

• Quotations only become binding once agreed in writing within your catering package and confirmed by Trott & Whinny Ltd.

• Prices may be adjusted if supplier or staffing costs increase before the event. Any changes will be communicated in writing.

• All parties named on the Booking Acceptance Form are jointly liable for payments under this agreement.

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Please feel free to contact us for further information:

Olivia Hall | olivia@trottandwhinny.com | +44 7548 366435

Postal Address: Trott & Whinny Ltd, Walnut Cottage, Great Easton, Dunmow, CM6 2HD

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Website: www.trottandwhinny.com

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These Terms and Conditions shall be governed by the Laws of England and Wales and the parties submit to the jurisdiction of the courts of England and Wales. Any notice shall be in writing, including by email, to the recipient’s email address as provided herein or otherwise as provided to the other party from time to time.

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Trott & Whinny Ltd. Registered number: 11731824

Registered Office: Beaumont, Bridge Street, Great Bardfield, Essex, CM7 4ST, United Kingdom