Terms & Conditions

Cotswolds Cooking by Vince

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These terms and conditions are correct as of 24th November 2025

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Terms

These Terms & Conditions (“Terms”) govern all bookings with Cotswolds Cooking. By engaging our services, you agree to the following: 
 

Scope of Services 
Cotswolds Cooking provides the following services: 
• In‑home personal chef services 
• In‑home party and celebration catering 
• Prep and batch cooking services 
• In‑home cooking classes 
 
All services are delivered at the client’s chosen location. We do not operate from a fixed venue.

Quote
Following an initial discussion Cotswolds Cooking by Vince will provide you with a personalised
quote based on your requirements. This will remain valid for your booking on the particular date. If the
date, number of diners, requirements alters, it may be necessary to reissue the quotation.
All prices quoted unless stated will incur VAT at the current UK rate.
Please note all prices quoted are correct at the time of quotation, however, prices are subject to
change and may increase with the market, labour, wage costs etc. An email will be sent out to you 2
months before your event with any price changes / increases.

Number of Guests
It is vital that you give us an accurate account of the number of guests to be catered for. We always
cater for healthy appetites, but we cannot be held responsible if there isn't ample food ordered.

Booking and Deposit
Catering is not confirmed until a copy of the catering booking form is completed, the terms and
conditions read and signed and returned to Cotswolds Cooking by Vince along with a non-
refundable deposit.
This deposit is based on the total catering costs.
From £0.01 to £1000.00 - £100.00
From £1000.01 to £2500.00 - £250.00

£2500.01 or more a 25% deposit shall be required.

A booking date is initially held for 14 days once the catering requirements are agreed. After this the
date will be released for other bookings if the signed forms and deposit are not received.
The payment of the deposit and signature on our booking form and terms and conditions shall be
deemed to be an acknowledgement and acceptance by the client of these conditions.
All catering orders MUST BE finalised 14 days prior to the event date, after this cut-off time
amendments to menus and orders cannot be guaranteed.

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Payment
Deposits and balance payments can be made in a number of ways

• BANK TRANSFER – Payment must be cleared in our account no later than 7 days prior to the event.

• CHEQUE – Payment must be received and cleared no later than 7 days prior to the event

• CASH – Balance can be paid by cash in full on the day of the event BEFORE service commences, this must be pre-agreed.

If payment is not received, Cotswolds Cooking by Vince reserves the right to hold back all
food until such payment is received.

Late Payments
In the event that an agreement is in place for a post payment, a due date of 14 days after the event
will be given. If this deadline is not kept, we reserve the right to add interest to the overdue payment
of 8% (or the Bank of England base rate for business to business)
In the instance that you need to cancel your event, the following conditions will apply:

• All cancellations must be made in writing, either by email or post. Any cancellations will result in the loss of the deposit.

• If the Client should cancel or deemed to cancel more than 28 days prior to the event any monies paid will be refunded in full minus any deposit paid.

• If the Client should cancel or be deemed to cancel the event more than one week but less than 28 days prior to the event date specified in the quotation, then the Client shall be liable to pay 50% of the total costs quoted.

• If the Client should cancel or be deemed to cancel the event less than seven days prior to the event date specified in the quotation, then the client shall remain liable to pay 100% of the total quoted costs.

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Delivery and Parking

• Due to our strict health and safety rules, we cannot travel further than 60 minutes from OX20 1FG for pre-cooked elements . All other services supplied are not affected, but distances must be confirmed BEFORE booking can be completed.

• Parking must be made available on-site for loading and unloading. Vehicle access will be required during for all bookings. Due to the heavy equipment this access must be within a short walking distance of the site designated for catering.

• Any parking charges that are incurred as a result in off-site parking ie pay and display, car parking charges or parking fines will be charged to the client if unsuitable parking on-site is not designated.

• Please note that due to health and safety, all deliveries must be made to a Ground Floor location, unless an onsite lift is present and working.

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Safety
All of our equipment is regularly checked for safety. Electrical equipment is PAT tested on an annual basis. Gas equipment is safety checked on an annual basis. Copies of both certificates are available upon request.

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Service

• Cotswolds Cooking by Vince follow strict HACCP rules for all food production, storage and handling. Our policy restricts the service of hot food to a maximum of 90 minutes and cold food to two hours, this includes all finger buffets. The time begins once food is removed from storage / heat source. We will stop service after the service time has elapsed. Any high risk foods will be disposed of.

• If for any reason service is delayed, so long as ample notice has been given, the 90-minute / two hour buffet time can be amended. 

Hygiene and Cleanliness

• All staff will carry individual hand sanitizers - for their use only

• Each member of our staff wears hygienic protective clothing and protective disposable gloves during the carving, cooking and handling of your food.

• All service areas are deep cleaned before, during and after service. This may result in a slower than normal service.

Our staff and your guests safety are our priority and we have installed measures in our usual service to create a safe working environment

Staff
The quotation for staff is based on the projected time for which staff will be required, as agreed during the booking process. Where the event extends beyond this time an additional charge will be made pro-rata. If the extended hours take staff beyond 23:30 hrs, unless prior agreed, the cost of staff transport for any staff staying beyond 23:30 hrs will be charged to the client.

Allergies
Any special allergies must be made known to us at least two weeks prior to your event. This will ensure that special dietary requirements are adhered to in respect of food preparation. On the day of your event any guests with special dietary requirements should make themselves known to the chef or the supervisor in charge of your event.

 

As of 13th December 2014 to adhere to new legislation any allergens in our supplied catering are
recorded and a copy is available at request.

Food
Cotswolds Cooking by Vince cannot be held responsible for any food supplied directly by the client. 

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Equipment Hire Charges (if applicable) 

• Cotswolds Cooking by Vince reserve the right to charge for any broken, damaged or lost equipment during the event, or any loaned equipment broken, damaged or lost.

• All hired equipment will be delivered to the venue on the day before an event (unless prior agreed) and collected the next working day after the event.

• All hired equipment is to be returned dirty and in the containers or boxes they were delivered in.

• An allocated person of your choosing must be made available for receipt of the equipment at the venue on the delivery day.

Upon returning of equipment if any is found to be lost, damaged or broken then an additional charge will be billed to cover the cost of a replacement. In the event that staff from Cotswolds Cooking by Vince have to be made available for the
equipment delivery or additionally the equipment must be delivered by ourselves then an extra charge – based on distance will be applicable.
All equipment charges must be paid in full 28 days before the event date, otherwise Cotswolds Cooking by Vince reserves the right to cancel all equipment hire.

Other Requirements
All outdoor dining requires a service area of at least 3m² and clear of obstacles. This area must also be easily accessible and on a flat surface and not via steps or stairs. If an evening service is required, access to a 13 amp 230 volt standard electrical power socket will be required. The socket should be no further than 10 metres from the service area. Access to a supply of fresh water is required. This cannot be an outside tap. If fresh water is unavailable, Cotswolds Cooking by Vince will supply this but at a surcharge to the client.

Liability
Cotswolds Cooking by Vince confirms that they have and will maintain Public Liability Insurance for
events.
A Copy of the certificate (scanned PDF image) is available upon request.

• Cotswolds Cooking’s liability is limited to the value of the service purchased. 

• We are not responsible for indirect or consequential losses, including venue issues, guest conduct, or dissatisfaction with outcomes. 

• Participation in cooking classes is at your own risk.

• We cannot accept liability or pay compensation where the "performance or prompt performance of our contractual obligations is prevented or affected by circumstances amounting to “force majeure”. Such events may include but are not limited to war or threat of war, riots, civil strife, terrorist activity, industrial action, natural or nuclear activity, road traffic accidents, wet or windy weather conditions, fire and all similar events outside our control".

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Acceptance of Terms 
By booking with Cotswolds Cooking by Vince, you confirm that you have read, understood, and agreed to these Terms & Conditions.