Terms and Conditions

Here are our terms and conditions- We want to make sure you have all the information you need for a fantastic event with Harvest & Soul!

Please note that by paying your deposit you are agreeing to these terms and conditions.

Your Event Details Matter!

When you ask us for a quote, please make sure you provide all the correct details about your event. We'll be working directly from the information you give us, so if anything changes, please let us know right away so we can update your paperwork. This helps us make sure everything is perfect for your event.

Dietary Needs & Allergies

We're happy to do our best to accommodate various dietary requirements. Please tell us about any allergies or dietary restrictions right at the beginning of the quoting process, as this might affect your quote. Some dietary requirements require specific more expensive ingredients and there may be a surcharge for certain dietary needs (i.. gluten free).

While we take great care to prevent cross-contamination, please be aware that our kitchen handles ingredients like gluten, nuts, and dairy. This means we can't guarantee our food is completely free of allergens. We encourage you to review our menu thoroughly and chat with our team about specific ingredients and preparation methods if you have any concerns. Your safety is important to us!

Payments & Your Privacy- Credit Card Transactions

When you provide your card details, we hold them securely leading up to your event date. Any deposit or cancellation fees will be processed immediately if they apply.

Online Payments: If you pay through our website, we use Stripe Payments UK, Ltd. for secure transactions. You can find their full privacy policy here: https://stripe.com/gb/privacy
Manual Payments: If you pay us in person or over the phone, your payment will be processed through Commonwealth Bank.

Once your transaction is complete, we securely destroy all credit card details. We kindly ask that you also destroy any records you've used to send us your details.

Payment & Minimum Spend

To secure your catering booking, we require a 50% deposit of the proposed event total spend or $500 whichever is higher. Your quote isn't confirmed until we've received this deposit, and please note that deposits are non-refundable. The remaining balance for your order is due five working days before your event date. If you need to make different payment arrangements, please discuss this with management in advance.

Here are our accepted payment methods:

Direct bank transfer (preferred)
Mastercard
Visa
Cash (preferred – ask us about a possible discount!)

Please note that a 2.5% surcharge applies to credit card payments. This helps us cover the cost of providing this convenient service and the fees charged by the credit card providers to us to cover their service.

For all online website orders, full payment is required when you place your order through our website's payment gateway.

We also have some minimum spend requirements:

Mid-week catering orders (drop-off or pick-up): $250
Friday evening and weekend orders: $1000
Events requiring staff and personnel: $1500 (subject to changes based on peak and off-peak periods)

Unforeseen Changes to Supply

We always aim to provide exactly what we've quoted for your event. However, sometimes due to seasonal availability, we might need to substitute a product with an equivalent item of similar value. If time permits, we'll always try our best to contact you about any last-minute changes due to supply and quality of seasonal produce.

By paying your invoice, you're agreeing to these terms and conditions.

Cancellations, Changes & Security Deposits

Your deposit is non-refundable. This deposit helps cover the administrative and event coordination work we do in the lead-up to your event.

Final guest numbers and dietary requirements are due 7 days before your event. Unfortunately, we can't accommodate reductions in guest numbers after this time, as we will have already ordered ingredients and started preparing for your catering needs.

If you need to increase guest numbers, it might be possible closer to your event. We'll resubmit your invoice, and the balance payment will be due on the same day.

If we've agreed to other deposit or payment arrangements in advance, once ingredients are ordered, no further changes can be made, and the invoice will need to be paid in full.

Cancellation charges will apply if you cancel your order after it's confirmed and your deposit has been paid:

10% of the balance owed (after the deposit is received) will be charged if you cancel after confirming.
50% of the balance owed (after the deposit is received) will be charged if you cancel 2-5 days before your event.
100% of the balance owed (after the deposit is received) will be charged if you cancel within 3 business days of your event date.

Delivery Charges

A delivery fee applies to all catering orders that require delivery. This covers our vehicle costs and the time it takes for our team to load and deliver your order. This fee will be quoted at the time you place your order. Generally, it's calculated at $1.50 per kilometre from our Macedon or Malvern kitchens.

Equipment Use & Care

Harvest & Soul may hire or lend you some crockery or glassware for your event.

Any lost or broken equipment will be charged at its replacement cost. By accepting our catering terms, you agree to these conditions and accept responsibility for abiding by them. All equipment supplied by Harvest & Soul must be returned within 2 business days of your event date; otherwise, replacement fees will apply.

We're so excited to help make your event a success! If you have any questions about these terms, please don't hesitate to ask us.