Terms & Conditions

1. BOOKING
(i) A booking is only considered confirmed upon receipt of the digitally signed Event Proposal Acceptance Declaration (“the Declaration”), and the deposit amount specified in the Event Proposal.
(ii) If the booking is made less than 30 days from the date of the event, the deposit must be paid upon booking confirmation.
(iii) If the booking is made more than 30 days from the date of the event, Cookes Food & Events ("Cookes") will hold the booking for 7 days. If the Declaration and deposit has not been made within this time, Cookes may cancel the booking.

2. QUOTES AND PRICING
(i) The Event Proposal is valid for 7 business days unless withdrawn by Cookes prior to receipt of the Declaration and the deposit in cleared funds. After this period, the Event Proposal may be subject to updates or revisions based on service availability and/or cost fluctuations.
(ii) Once a contract is executed based on this proposal, your pricing will remain fixed for the specific services outlined in the original agreement. However, please note:
Any changes or additions to the services listed in this proposal may affect the overall pricing.
You may request revisions to your contract at any time prior to the date of your event. In such cases, any modifications—whether in scope, quantity, or nature of services—may result in price adjustments.
Pricing may also be revised if there are unforeseen variations in third-party supplied goods and service, or resource availability that may impact service delivery.
We will communicate all potential adjustments transparently and in writing before finalising any changes.
(iii) A surcharge of 25% is applicable to all food and beverage costs on Public Holidays. Additional fees for staff also apply.

3. DEPOSITS & PAYMENT SCHEDULE
(i) A non-refundable deposit is required to secure your booking and confirm catering & event services for the nominated date. The required deposit depends on the timing of the booking:

Long-Term Bookings (more than 30 days before the event): 20% of the estimated total cost
Short-Term Bookings (within 30 days of the event): 50% of the estimated total cost

(ii) Payment Schedule:

Long-Term Bookings (more than 30 days before the event)

Initial Deposit: 20% (non-refundable), Due: Upon booking confirmation
Second Payment: 50%, Due: 30 days prior to the event
Final Payment: 100%, Due: 7 days prior (cleared funds by 12 noon)
Post-Event Charges: Variable, Due: Within 14 days post-event or when invoiced

Short-Term Bookings (within 30 days of the event)

Initial Deposit: 50% (non-refundable), Due: Upon booking confirmation
Final Payment: 100%, Due: 7 days prior (cleared funds by 12 noon)
Post-Event Charges: Variable, Due: Within 14 days post-event or when invoiced

(iii) Failure to meet payment deadlines may result in cancellation without liability and forfeiture of amounts paid.
(iv) Outstanding amounts (including cancellations or post-event charges) overdue by 14 days will be charged to any credit card held on file, inclusive of applicable surcharges.
(v) We accept payments via credit card, EFT (Electronic Funds Transfer), or cash. A 2.5% surcharge applies to all payments made with Visa, Mastercard, and American Express credit cards processed through our payment provider, FatZebra. Please note that Diners Club is not accepted.

EFT payment details:

Account Name: Cookes Food & Events Pty Ltd
Bank: National Australia Bank
BSB: 083 166
Account: 812 419 827

4. CONFIRMATION OF GUEST NUMBERS
(i) Confirmation of guest numbers must be given 10 business days prior to the event.
(ii) Cookes reserves the right to refuse to accept an increase in guest numbers after this time.
(iii) Cookes reserves the right to invoice you after the event should the actual number of guests be more than the confirmed guest number as per final payment.
(iv) If actual guest numbers fall below the minimum spend requirements set out in the Declaration (if any), Cookes shall invoice you for the minimum spend amount specified.

5. MENU & BEVERAGES
(i) Confirmation of menu selection must be given 10 business days prior to the event.
(ii) If changes to the menu are requested less than 10 business days prior to the event, Cookes does not guarantee that such requests will be met. If changes can be met, Cookes reserves the right to add additional charges.
(iii) Due to seasonal availability and other circumstances beyond the control of Cookes, menu options may not always be available. In such cases, Cookes reserves the right to present and/or select an appropriate alternative.
(iv) For events without Cookes staff in attendance, all food must not be exposed to room temperature for longer than required to maximise presentation and quality and in any event for no longer than 2 hours. Where food is not served under the supervision of Cookes staff, it is your responsibility, and not that of Cookes, to ensure that the food is served to the highest standards of health and hygiene.
(v) Unless agreed otherwise, all food and beverage consumed at the event shall be supplied by Cookes. Cookes reserves the right to confiscate any food or beverage and/or remove the person found to be consuming food and beverage not supplied by Cookes from the event.

6. SPECIAL DIETARY REQUIREMENTS
(i) Cookes will make every effort to cater for any special dietary requirements of event guests, however, Cookes makes no guarantee that it will be able to cater to all your requests.
(ii) You must provide a list of any special dietary requirements, allergies, or food intolerances at least 10 business days prior to the event.
(iii) For seated events, a full list including guest names and table allocations must be supplied.
(iv) At the event, the Supervisor must be informed of guests with special dietary needs to ensure correct service.
(v) Our standard menus include options for vegetarian, vegan, gluten-free, coeliac, dairy-free, lactose-free, and nut-free diets at no additional charge. Guests with specific or complex requirements—including but not limited to fructose-free, FODMAP, paleo, keto, no garlic, no onion, or no butter—will be served an individually prepared meal, subject to a surcharge of $35.00 per person.
(vi) While Cookes takes all reasonable precautions, we do not guarantee meals to be completely allergen-free, due to the presence of known allergens in our kitchen and food preparation environment.
(vii) Food and beverage are served on the understanding that trace allergens may exist despite best efforts to prevent cross-contamination.
(viii) Cookes does not accept liability for any illness, injury, or adverse reaction resulting from the consumption of food prepared under these conditions, except where caused by Cookes’ proven negligence.
(ix) Clients agree to indemnify Cookes, its directors, employees, and agents against any such claims.
(x) A signed dietary disclaimer form is required no later than 10 business days before the event.

7. RESPONSIBLE SERVING OF ALCOHOL
(i) The Company follows the National Alcohol Beverage Industries Council guidelines on the Responsible Service of Alcohol.
(ii) Cookes staff are instructed not to serve any alcoholic beverages to guests under the age of 18 years, or to guests in a state of intoxication.
(iii) Cookes reserves the right to discontinue liquor service to any person.

8. CONDUCT OF GUESTS
Should Cookes staff believe that any event guest(s) or outside contractors or suppliers may affect the efficient and successful running of the event, whose conduct is unsatisfactory or causes any distress, discomfort or harm to anyone, Cookes reserves the right to remove or have removed (with force if necessary) the offending guest(s) from the event, or in extreme cases to terminate the event without any liability or consequence.

9. RUNNING SCHEDULE
Cookes shall use its best endeavours to adhere to the running schedule for the event, however, Cookes reserves the right to alter the running schedule at its sole discretion when in your best interests.

10. FORCE MAJEURE
Cookes shall not be liable to you for any injury, damage, loss, delay, additional expenses, or cancellation of the event that is due to circumstances beyond the control of Cookes including but not limited to fire, acts of terrorism, floods, acts of God, inclement weather, strikes, lockouts, riots, civil unrest, interference by civil or military authorities, acts of war or pandemic.

11. YOUR PROPERTY
Any property or equipment belonging to you, or persons authorised by you, which is required to be utilised/moved and/or removed by Cookes or handled in any way shall be done without any liability or consequence for any cost, damage, claim or loss relating to the exercise and any claim will be your sole responsibility.

12. CANCELLATION OF EVENT
(i) If you choose to cancel the event, this does not release you from your contractual obligations unless otherwise agreed in writing by Cookes.
(ii) The following cancellation fees apply based on the notice period:

More than 30 days before the event: The deposit is non-refundable and will be forfeited.
7 to 30 days before the event: The deposit is forfeited, and a cancellation fee equal to 50% of the estimated total event cost will apply.
Less than 7 days before the event: The full event cost is payable. Funds are non-refundable unless otherwise agreed in writing.

(iii) Cookes reserves the right to cancel the event if your requests are deemed to compromise its operational standards or reputation.
(iv) If Cookes cancels the event under Clause 12(iii), the same cancellation fees outlined in Clause 12(ii) will apply.

13. POSTPONEMENT OF EVENT
(i) If you wish to postpone the event, the following terms apply:

More than 90 days before the event: The full deposit is transferable to a new date, subject to availability.
30 to 90 days before the event: 50% of the original deposit will be forfeited; the remaining 50% may be transferred to the new date. The new booking will not be confirmed until the balance of the deposit due is paid.
7 to 30 days before the event: The full deposit will be forfeited, and a postponement fee equal to 30% of the estimated total cost will apply. The new booking will not be confirmed until the balance of the deposit due is paid.
Less than 30 days before the event: The full event cost is payable. Funds are non-refundable unless otherwise agreed in writing.

14. SECURITY BOND
You must provide valid credit card details as security at the time of booking. Cookes may authorise funds against the card if payment terms are not met.

15. UNFAVOURABLE WEATHER CONTINGENCY
Should the client plan an outdoor element of their event, it is the responsibility of the client to provide a contingency for unfavourable weather. Cookes will be indemnified from any additional expense incurred by the client to provide protection from unfavourable weather.

16. INDEMNITY
You shall indemnify Cookes, its directors and employees for any claims arising from personal injury or property loss caused by you or your guests, except where due to Cookes' negligence.

17. LIABILITY
(i) Cookes makes no warranties or guarantees beyond those required under Australian law. This includes, but is not limited to, any representations regarding service quality, suitability for a particular purpose, or outcomes—unless such warranties are provided under mandatory statutory guarantees.
(ii) To the maximum extent permitted by section 64A of the Australian Consumer Law, if Cookes is found liable, its responsibility is limited to one of the following remedies (at Cookes’ discretion):

The re-supply of the services, or
The payment of the cost of having the services re-supplied by another provider.

18. SOLE TERMS AND CONDITIONS
(i) These Terms and Conditions and anything expressly incorporated by reference herein, are the entirety of the Terms and Conditions of any engagement of Cookes and form the basis of all understandings and agreements between the Client and Cookes. No other term, condition, agreement, warranty, representation or understanding whether express or implied, extending to or relating to or binding upon Cookes is made or given.

Our Terms & Conditions can be downloaded as a PDF here.