Terms & Conditions
ABN: 97 511 725 493
Registered Address: 11-11A Wellington Street, St Kilda VIC 3182
Contact Email: [email protected]
1. BOOKING
(i) A booking is confirmed only once the deposit specified on the invoice has been received in cleared funds.
(ii) The deposit must be paid within 7 days of the invoice being issued. If payment is not received within this timeframe, Cookes may cancel the booking at its discretion
2. QUOTES & PRICING
(i) All quotes are valid for 7 business days unless withdrawn earlier by Cookes. After this period, pricing may be subject to revision due to cost changes or service availability
(ii) Once the contract is accepted and the deposit paid, pricing remains fixed for the specific services described in the accepted proposal.
(iii) Adjustments may apply if:
- You request changes to the scope, quantity, or nature of the services.
- Additional services or items are added after acceptance.
- Third-party supplier costs fluctuate beyond Cookes’ control.
All adjustments will be communicated in writing before changes are confirmed.
(iv) A surcharge of 25% applies to food and beverage costs on Public Holidays, with additional staff charges as applicable.
3. DEPOSITS & PAYMENT SCHEDULE\
(i) A non-refundable deposit of 10% of the total estimated event cost is required to secure your event date. The remaining balance is due 7 days prior to the event. Any post-event charges will be invoiced and payable within 14 days,
(ii) Failure to meet payment deadlines may result in cancellation without liability and forfeiture of all monies paid.
(iii) Payments may be made via EFT or credit card (Visa, Mastercard, American Express – 2.5% surcharge via FatZebra). Diners Club is not accepted.
EFT Details:
Account Name: Cookes Food Pty Ltd ATF Cookes Food Unit Trust
Bank: National Australia Bank
BSB: 083-166
Account: 812-419-827
Reference: Invoice number
(iv) Payment of the deposit constitutes full acceptance of these Terms & Conditions.
4. CONFIRMATION OF GUEST NUMBERS
(i) Final guest numbers must be confirmed 10 business days prior to the event.
(ii) Cookes may decline any increase in numbers after this time.
(iii) If the actual number of guests exceeds the confirmed number, Cookes will invoice the additional charges post-event.
(iv) If final numbers fall below the minimum spend specified in your quote, the minimum spend amount will still apply.
5. MENU & BEVERAGES
(i) Final menu selections must be confirmed 10 business days prior to the event.
(ii) Menu changes requested inside this timeframe may not be accommodated. If they are, additional charges may apply.
(iii) All menus are subject to seasonal availability. Where an item is unavailable, Cookes may substitute a suitable alternative.
(iv) For events without Cookes staff present, you are responsible for ensuring food safety. Cookes accepts no liability where food is left at unsafe temperatures or handled without staff supervision.
(v) Unless agreed in writing, all food and beverage consumed at the event must be supplied by Cookes. Cookes may refuse service of any external food or beverage.
6. SPECIAL DIETARY REQUIREMENTS
(i) Cookes will make reasonable efforts to accommodate special dietary needs but does not guarantee availability of all requests.
(ii) All dietary requirements must be submitted no later than 10 business days prior to the event.
(iii) For seated events, a complete list including guest names and table numbers must be provided.
(iv) You must inform the Supervisor on the day of any guests with special requirements.
(v) Standard dietary requests (vegetarian, vegan, gluten-free, lactose-free, dairy-free, coeliac, nut-free) are included at no charge.
(vi) Complex or specific dietary requirements (e.g. FODMAP, fructose-free, paleo, keto, no onion/garlic/butter) will incur a surcharge of $35 per person.
(vii) While all care is taken, meals are prepared in a kitchen containing common allergens. Cookes does not guarantee allergen-free meals.
(viii) Cookes accepts no liability for reactions caused by trace allergens unless due to proven negligence.
(ix) You agree to indemnify Cookes, its employees, and agents against any claims relating to dietary issues.
(x) A signed dietary disclaimer is required no later than 10 business days before the event.
7. RESPONSIBLE SERVICE OF ALCOHOL
(i) Cookes adheres to all Responsible Service of Alcohol requirements.
(ii) Staff will not serve alcohol to minors or intoxicated guests.
(iii) Cookes may refuse or discontinue service at its discretion.
8. CONDUCT OF GUESTS
Cookes may remove any guest, contractor, or supplier whose behaviour disrupts the event, poses a risk, or endangers staff or other guests. Cookes may also terminate the event without liability if behaviour jeopardises service or safety.
9. RUNNING SCHEDULE
Cookes will use its best efforts to follow the agreed schedule but may adjust the schedule as needed in the interests of food and event quality, safety, or service flow
10. FORCE MAJEURE
Cookes is not liable for delays, failure to perform, or cancellation due to events beyond its control including but not limited to fire, flood, extreme weather, pandemic, acts of war, terrorism, or industrial action.
In such cases:
- Third-party non-refundable costs remain chargeable.
- The 10% deposit may be applied as credit to a postponement within 12 months, subject to availability.
- Refunds (excluding non-refundable costs) may be offered where postponement is not possible.
11. YOUR PROPERTY
Cookes accepts no responsibility for loss, damage, or theft of property belonging to you, your guests, or your suppliers. Any property handled by Cookes staff is done so at your risk.
12. CANCELLATION OF EVENT
(i) If you cancel the event, you remain liable for all applicable cancellation fees.
(ii) Cancellation fees:
- More than 7 days before the event: 10% deposit forfeited + any third-party non-refundable charges.
- Less than 7 days before the event: 100% of the total event cost is payable.
(iii) Cookes may cancel the event if your instructions compromise safety, operations, or reputation.
(iv) If Cookes cancels due to client misconduct, fraud, or misrepresentation, all monies paid (including deposit) will be retained and third-party charges applied,
(v) If Cookes cancels for any other reason, all payments will be refunded except the non-refundable 10% deposit and any third-party non-refundable costs.
13. POSTPONEMENT OF EVENT
(i) More than 7 days prior:
- You may postpone once without penalty if the new date is within 90 days.
- A maximum of two postponements are permitted.
- Third-party non-refundable costs remain payable.
(ii) Less than 7 days prior:
- The original deposit is forfeited.
- A new 10% deposit is required for the revised date.
- Pricing may be revised to current rates for the new date.
14. UNFAVOURABLE WEATHER CONTINGENCY
Where an outdoor component is planned, you are responsible for providing a suitable wet-weather contingency. Cookes is indemnified against all costs arising from failure to provide adequate protection.
15. INDEMNITY
You agree to indemnify Cookes, its directors, employees, and agents against any claims relating to personal injury, property damage, venue damage, loss, or third-party claims caused by you, your guests, suppliers, or contractors—except where caused by Cookes’ proven negligence.
16. LIABILITY
(i) Cookes provides services in accordance with Australian Consumer Law. No additional warranties are provided unless required by law.
(ii) To the maximum extent permitted, Cookes’ liability is limited to:
- re-supplying the services; or
- paying the cost of having the services re-supplied.
Cookes is not liable for indirect or consequential loss.
17. GENERAL TERMS
(i) These Terms constitute the entire agreement.
(ii) No verbal agreement or representation is binding on Cookes unless confirmed in writing.
(iii) Variations must be agreed in writing.
(iv) If any clause is unenforceable, the remainder still applies.
(v) These Terms survive event completion where relevant.
