About Pancake Events
Pancake Events is a sub-brand of Ile de Crêpe, which is owned by Ile de Crêpe Ltd. It operates as a mobile pancake catering service, offering a delicious range of French, Italian, and British fusion pancakes with both sweet and savoury toppings. We cater to various occasions, including birthdays, weddings, corporate events, school functions, and more, all delivered with the quality and expertise of Ile de Crêpe. Our standard terms and conditions with all of our clients, agreed to by each client when the deposit is paid.
Understanding Terms and Conditions
It is essential that all Terms and Conditions are thoroughly read and understood by the client, as they form the foundation of the contractual agreement with Pancake Events upon the confirmation of your booking.
Menus, Range and Availability
All products and ingredients are subject to availability. In the event that an item becomes unavailable or fails to meet our quality standards for your event, Pancake Events reserves the right to make substitutions. Whenever possible, we will notify the client in advance of any changes. We are committed to accommodating all dietary requirements, and it is the client’s responsibility to clearly communicate these needs, including a detailed table plan indicating where guests with specific requirements will be seated. Our chefs will adjust the menu selections accordingly or provide an alternative dish if necessary.
Dietary Requirements and Allergies, Allergic Reactions
Pancake Events will endeavour to provide suitable adaptions to the clients’ menu for any guests with special dietary requirements or allergies. We cannot however take responsibility for any guests unless advised in advance (no less than one a week to the event). We cannot guarantee that any produce on our menu is totally free from nuts, nut derivatives or other ingredients to which guests may have a serious allergic reaction as we cannot operate in a nut free environment.
Gluten Allergies
We cannot guarantee that any produce on our menu is totally gluten-free which guests may have a serious allergic reaction as we cannot operate in a gluten-free environment. We would therefore advice guests with a severe allergy to nuts, gluten or other ingredients to talk to us directly to arrange an alternative to the chosen meal. We would therefore advice guests with a severe allergy to nuts or other ingredients to talk to us directly to arrange an alternative to the chosen meal.
External Food and Drinks
Pancake Events does not assume any responsibility or liability for food or drink items that are provided by the client or any other external supplier. This includes, but is not limited to, any potential issues related to food quality, safety, or any adverse reactions. If the client intends to serve additional food or drinks not supplied by Pancake Events, it is the client’s sole responsibility to ensure that these items meet all necessary health and safety standards. Clients are encouraged to inquire about these details in advance to avoid misunderstandings.
Client-Supplied and External Food and Drinks Policy
Pancake Events accepts no responsibility for any food or beverages provided by the client or other suppliers. Clients acknowledge that they are solely liable for any food-related issues arising from items not arranged by Pancake Events. Therefore, it is the client’s responsibility to inform us of any allergies, dietary restrictions, or other food-related concerns prior to the event. We cannot be held liable for allergic reactions or health issues resulting from food not provided by us. Clients should also note that Pancake Events will not serve any food or drinks not supplied by us unless previously agreed upon in writing. Any additional catering arrangements made by the client must be confirmed in advance to avoid complications.
By accepting our terms, the client agrees to indemnify and hold Pancake Events harmless from any claims, damages, or losses resulting from food or beverages provided by themselves or third-party suppliers. This includes any health-related issues or claims arising from the consumption of such items. Clients are encouraged to thoroughly review these terms and communicate any questions or concerns at the time of booking. By confirming their reservation, clients acknowledge and accept these policies regarding the liabilities associated with client-supplied and External Food and Drinks food and beverages.
Prohibited Items
To ensure safety and maintain the quality of our service, the use of candles for centrepieces or decoration is strictly prohibited when Pancake Events has supplied table linen. Any damage to the linen caused by the use of felt tip pens will incur an additional charge, payable by the Client after the event. Should you wish to provide a colouring area, we can arrange a suitable space with appropriate table coverings—please ask for further details.
Waste & Sustainability
Pancake Events is committed to sustainability and will remove all waste generated solely by our team from the event site. To facilitate responsible waste management, we suggest that clients provide designated bins for food waste and non-food waste. This will help ensure that waste is appropriately sorted and managed during the event. Please note that we are not responsible for waste produced by other suppliers, so we encourage clients to coordinate with them regarding their waste disposal. By prioritizing sustainability, we aim to minimize our environmental impact and promote eco-friendly practices at all our events.
Diversity and Inclusion
Pancake Events is committed to creating an inclusive and welcoming environment for all clients, guests, and staff. We celebrate diversity and actively seek to employ individuals from a variety of backgrounds to enrich our team. We do not tolerate any form of racism, discrimination, or harassment based on race, ethnicity, gender, sexual orientation, beliefs, or any other characteristic. We strive to ensure that everyone involved in our events is treated with respect and dignity. Any behaviour that contradicts these values will not be tolerated.
Staffing
All service staff provided by Pancake Events are fully trained and dressed in the official Pancake Events branded uniform to ensure a professional appearance. The number of staff required for each event is specified in the quotation, and we base this allocation on standard ratios to ensure optimal service. For every wedding or event, we include a chef and an Event Manager or Supervisor at no additional cost. Please note that Pancake Events does not hire out catering or bar staff separately without also providing food or drink services.
Liability for Personal Belongings and Damage or Loss
Pancake Events is dedicated to providing a secure environment; however, we cannot be held responsible for any theft, loss, or damage to personal belongings, gifts, or other items brought onto the premises by the Client or their guests during the event. It is the Client’s responsibility to monitor and secure their personal items and those of their guests throughout the duration of the event. By agreeing to these terms, the Client acknowledges and accepts that Pancake Events is not liable for any incidents involving personal effects.
Client’s Responsibility for Property
The Client is responsible for any damage, breakages, or loss of property belonging to Pancake Events, as well as any items hired for the Client’s function, regardless of how the damage occurred. This includes equipment, crockery, cutlery, or glassware supplied by Pancake Events for the event, and any issues arising from the actions of the Client’s guests. The Client will be charged the full replacement value for any such items, which applies from the time of delivery until collection. In the event of any damage to equipment or structures, the Client must report it to a representative of Pancake Events as soon as possible.
Additional Services
Pancake Events typically does not provide additional services beyond our catering offerings. However, if needed, we can accommodate meals for entertainers, photographers, videographers, bands, musicians, child minders, and any other suppliers at your event. These meals must be pre-ordered and will incur an additional charge. Please note that Pancake Events accepts no responsibility for any staff or contractors booked by the Client who require food when it has not been arranged and paid for in advance. It is the Client’s responsibility to ensure that all necessary meals are pre-ordered and confirmed.
Drinks
Pancake Events does not supply drinks; however, we are happy to assist you in arranging beverages for your event if needed. All drinks packages must be pre-ordered and paid for in advance. Please note that no refunds will be offered for any opened drinks that are not consumed on-site. Any drinks delivered to the venue by or at the request of the Client will remain the Client’s responsibility throughout the event. If any ale has been pre-ordered and is not consumed, the Client will be charged at the cost rate per pint for any remaining drinks. Should the Client choose to provide their own beverages, Pancake Events has corkage charges in place. This charge includes the provision of glassware and the associated service elements.
Access and Setup for the Event
Pancake Events Catering requires reasonable access to the event area for the delivery, setup, and collection of our equipment. This includes access to lifts for upper and lower floors, loading bays, and vehicular access. In cases where additional labor is needed—such as transporting equipment across lawns to marquees during wet weather—we reserve the right to charge for this service. To ensure a smooth operation, please provide full details regarding the setup schedule, including dates and times for marquee erection and the installation of tables and chairs. Should our team need to return to the site due to other equipment not being in place at the advised time, resulting in delays or extra time on site, we reserve the right to impose additional charges.
Access Timeframe and Timeliness
Pancake Events should have access to the event area at least three hours before the event starts. Any access issues must be communicated in advance to avoid delays. If access to the event area is restricted for any reason caused by the host, we cannot guarantee a timely start. Similarly, if there are unavoidable delays due to unforeseen circumstances, we cannot ensure that we will commence as scheduled.
Essential Facilities for Outdoor and Marquee Events
For all marquee and outdoor events, Pancake Events requires the following facilities to ensure smooth operations: Gazebo / Tent (If the event takes place outdoor): A catering tent with a minimum size of 3m by 2m is necessary, equipped with trestle tables for our kitchen team. Access to Running Water: Access to running hot and cold water is essential for our operations, including washing and cleaning cooking tools and equipment. Electrical Requirements: A minimum of four 13-amp plug sockets is required. If a mobile bar is hired, additional power may be necessary. Kitchen Access: We may also need access to a kitchen facility for washing and cleaning our cooking tools, equipment, and hot running water to clean our tools once the event has finished. Lighting: Clear lighting within the catering tent and outside for loading purposes is required to ensure a safe and efficient setup. These requirements are crucial for Pancake Events to deliver the highest quality of service during your event. Please ensure that these facilities are arranged in advance to avoid any disruptions.
Client Liability
The Client is responsible for all losses, damages, and expenses incurred at any venue where Pancake Events is catering, arising from the actions or behaviour of the Client, their guests, or any contractors brought onto the site. The Client agrees to indemnify Pancake Events against all claims for personal injury, loss, or damage to property, including garden areas, unless it can be proven that such injury or damage resulted from faulty materials, workmanship, or negligence on the part of Pancake Events. In the event of any damage to Client property caused by a member of the Pancake Events team, this must be reported immediately and followed up in writing. Our management team will then discuss and review the matter, potentially conducting a full investigation.
Liability of Pancake Events
Pancake Events accepts no liability for any claims whatsoever, including those arising from negligence, that exceed the existing Public Liability Limit of Indemnity. This limit may change from time to time and is available upon request. We maintain liability insurance that covers our responsibilities as outlined in this agreement. However, if for any reason our insurance policy lapses and cannot be renewed, Pancake Events will not be held responsible for any liabilities that may arise. It is also the Client’s responsibility to inquire about and verify the status and expiration date of our liability insurance prior to the event.
Force Majeure
Pancake Events shall incur no liability to the Client if performance of the contract is prevented or hindered by any case whatsoever beyond Pancake Events’ control and in particular but without prejudice to the generality of the foregoing, by act of fire, flood, subsidence, sabotage, accident, strike, or lock out and shall not be liable for any loss or damage resulting there from suffered by the Client. No liability is accepted for loss, damage or consequential loss caused by any failure to perform our obligations (whether due to negligence by us, our employees or sub-contractors, or other due causes), but this does not exclude liability for death or personal injury as required by law. The company reserves the right to pass any additional costs incurred from the company’s suppliers on in-house expenses due to unforeseen demand, restrictions or requirements to fulfil the contract.
Booking by Requesting a Quote
A quote will be provided prior to your booking, detailing a draft menu, event summary, and the total cost based on the number of guests and your selected menu and toppings. To initiate your booking, please request a quote through our official website or contact us directly. The quote will include a menu, event summary, and total cost based on the number of guests and your selected menu and toppings. Please remember that your booking will only be considered confirmed once the deposit has been paid; any assumptions regarding your reservation will not be valid until this is completed. Once the deposit is received from the client, these terms and conditions will be considered accepted by the customer.
Instant Booking Online
Pancake Events provides an instant booking option on our official website for your convenience. To initiate your booking, simply select your desired menu and toppings, specify the number of guests, and complete the online booking form. Please note that your booking will only be considered confirmed once the deposit has been paid. Until the deposit is received, any assumptions regarding your reservation will not be valid. By booking online, you acknowledge and accept these terms and conditions.
Booking Confirmation
Once you accept the quote, please pay a deposit of 50% of the total cost to secure Pancake Events for your catering needs on your desired date. Upon receipt of the deposit, a confirmation email will be sent to you. By making the deposit payment, you acknowledge and accept these terms and conditions. If you booked using the online tools on our official website, you will still receive a confirmation email from us. If you booked using our online tools available on our official website, you will still receive a confirmation email from us. Once the online booking payment is received from the client, these terms and conditions will be considered accepted by the customer.
Pricing and Quotation Terms
All quotes provided by Pancake Events are based on the current pricing advertised on our menus and remain valid for a period of six months. If a client wishes to confirm a booking after this six-month period, the pricing may be subject to change. Pancake Events regularly reviews menu pricing approximately every six months and reserves the right to update or modify prices as necessary. While our staff may assist in serving client-provided drinks (such as arrival drinks or table wines) during the event, this service is subject to additional fees, such as waitress charges or corkage fees. Clients are encouraged to inquire about these details in advance to prevent any misunderstandings.
Payment and Booking Deposit
Once your booking confirmation is received, Pancake Events will provide the client with a written booking deposit figure. This deposit will be deducted from the total event costs, which will be issued to the Client no later than two months prior to the event. Upon confirmation of the booking, the following payment process will be initiated: A deposit of 50% of the gross balance is required for all bookings. If the gross balance is £350 or less, the full balance is due upon booking confirmation.
Once the deposit is paid, your booking and date will be confirmed with Pancake Events. At this time, a proforma invoice will be issued, detailing all aspects of the booking based on the agreed quote. Final Payment: Approximately four weeks before the event date, we will begin collating all final details, which must be confirmed no later than two weeks prior to the event. At this point, the final balance for catering services is due in full. A final invoice will be issued upon confirmation of all final details, with the balance required no later than two weeks before the event date. The Client is responsible for ensuring that all final details are accurate and for settling the account promptly. Any queries regarding the invoice should be raised immediately to avoid any delays.
Methods of Payment
To facilitate smooth and secure transactions for your event with Pancake Events, we offer several methods of payment: Bank Transfer: For your convenience, we accept bank transfers. Details for making a transfer can be provided upon request by contacting us at
he***@pa***********.com
. Please ensure to inform us in writing (preferably via email) once the transfer has been made to help us track your payment effectively. Card Payments: If you choose to pay by card, please be aware that an additional charge of 2.5% will be applied to cover transaction fees. PayPal and Apple Pay: We also accept payments through PayPal and Apple Pay for added convenience. If you prefer to use these methods, please let us know, and we will provide the necessary details. Cash: We also accept cash payments. If you prefer this method, please ensure to have the exact amount available on the day of the event, as we may not be able to provide change. All payments must be received according to the terms outlined in your booking agreement to confirm your event successfully. If you have any questions or need assistance regarding payment methods, feel free to reach out to us.
Late and Last-Minute Bookings
Bookings made within 7 working days of the event date will require full payment to secure the event. While we typically do not accept last-minute bookings due to high costs and reduced profitability, if a booking is made with 7 days or less notice, a charge of double the standard rate will apply.
Cancellation Policy
If you need to cancel your booking, please inform us in writing as soon as possible. Our cancellation policy is as follows; More than 4 weeks before the event: Full refund minus a non-refundable deposit of 25%. 2 to 4 weeks before the event: 25% of the total service charge will be charged, and the remaining amount will be refunded. Less than 2 weeks before the event: 50% of the total service charge will be charged.
If Cancelled ——————————————— Amount due from Client
More than 4 weeks before the event ————- Full refund minus a non-refundable deposit of 25%.
2 to 4 weeks before the event ———————- 25% of the total service charge will be charged; remaining amount refunded.
Less than 2 weeks before the event ————– 50% of the total service charge will be charged.
Rescheduling
You may reschedule your event at no extra cost if done at least 4 weeks in advance. If you need to reschedule within the last 4 weeks before the event, additional costs may apply.
Change in Number of Attendees
If your guest count decreases, please inform us at least 2 days before the event. While we cannot provide refunds for reduced numbers, we will adjust the catering accordingly. If your guest count increases, please notify us at least 24 hours in advance, and the additional guests will be added to your final bill.
Refunds
Refunds will be processed within 5 business days. Please note that a 2.5% transaction fee may apply. However, delays may occur due to banking transactions and other factors, which could extend the processing time. We appreciate your understanding in this matter.
Cancellation by Pancake Events
In the event that Pancake Events must cancel the scheduled event due to unforeseen circumstances, such as extreme weather conditions, equipment failure, or other factors beyond our control, the client will be notified as soon as possible. In such cases, the client will receive a full refund of any deposits or payments made. Pancake Events will make reasonable efforts to assist the client in rescheduling the event to a mutually agreeable date. However, we are not liable for any additional costs or losses incurred by the client as a result of the cancellation.
Future Changes to Terms and Conditions and Complaints
Pancake Events reserves the right to change our Terms and Conditions as necessary to reflect the evolving nature of our business. It is your responsibility to stay informed about any updates. In the unlikely event of a complaint, please raise it in writing to Pancake Events with a full explanation of the issue within 7 days of the event. We will acknowledge your complaint within 24 hours and provide an estimated timescale for any investigation. Please note that Pancake Events reserves the right to amend and update these Terms and Conditions periodically.
Intellectual Property Rights
All patents, utility models, rights to inventions, copyright and neighbouring and related rights, moral rights, trademarks and service marks, business names and domain names, rights in get-up and trade dress, goodwill and the right to sue for passing off or unfair competition, rights in designs, rights in computer software, database rights, rights to use, and protect the confidentiality of, confidential information (including know how and trade secrets) and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
Data Protection
At Pancake Events, we are committed to adhering to the UK GDPR and the Data Protection Act 2018. Any personal information collected from clients or inquiries will be securely stored and only used for the purposes outlined in our Privacy Policy. We will never share your data with third parties without your explicit consent. For full details, please refer to our Privacy Policy.
