Terms & Conditions

Booking will be considered tentative pending receipt of a deposit, and will be held without obligation, for a period of ten working (10) days. Once this period has elapsed PenniBlack LDN Ltd reserves the right to cancel an unconfirmed booking.

The booking will be considered as confirmed upon receipt of 50% of the function price (as per the proforma invoice) deposit, together with the completed Booking Application Form.

If a booking is made less than ten (10) working days prior to the function date, the Client must pay 100% of the function price based on minimum numbers quoted. For confirmation made prior the 10 working days post-event, remaining payment of the remaining 50% will have to be made within those 10 days.

The client represents that the number of expected guests stated on the Booking Application Form (Expected Attendance) is a realistic expectation of attendance and is the basis upon which the booking is accepted by PenniBlack LDN Ltd.

If within five (5) working days prior to the function the Expected Attendance reduces by 25% or more, the Client will be liable to pay 50% of the charges applicable to the number of guests by which the attendance was reduced.

The Guaranteed Minimum Number of guests attending the function must be advised to PenniBlack LDN Ltd at least ten (10) working days prior to the date of the function. Only increases can then be given to PenniBlack LDN Ltd up to five (5) working days prior to the function.

The prices listed with the menus are current at the time of quotation. PenniBlack LDN Ltd refunds maximum 50% from the ordered beverages (wine, beer, sparkling wine and champagne only) for individual bottles and drinks packages are not refundable on any orders.

An initial charge of £500 excl. VAT per head is chargeable prior to the tasting and non-refundable if the event is not booked or paid in full. Once the event is confirmed the Tasting amount will be deducted from the final price. Tastings are refundable only if the job value is over £4,000.00 excl. VAT on food. If a second tasting is required, that will be charged at the same rate and Non-Refundable/deductible.

If it is requested to hold the tasting at the client’s chosen venue, then delivery and staff charges will be incurred.

If due to unforeseen circumstances PenniBlack LDN Ltd is unable to provide the agreed menu or services PenniBlack LDN Ltd reserves the right to adapt the menu or services in consultation with the Client.

If PenniBlack LDN Ltd is prevented from performing its obligations in respect of any booking, for any cause outside of its control, it shall be entitled to cancel any such booking without liability, but if so requested, will use reasonable endeavours to transfer the booking to another day.

PenniBlack LDN Ltd will endeavour to provide alternative menus for any dietary requirements notified at the latest five (5) working days before the event. Any costs involve for outsourcing catering to specialist companies (e.g. Kosher, wheat free) will be chargeable. If we are notified of any allergies, we will ensure that these ingredients are not used; however, we cannot guarantee any dishes free from trace elements due to the nature of the kitchens.

It is the clients’ responsibility to notify us of any dietary requirements before the event, any requirements notified after the five (5) working day period may not be catered for.

PenniBlack follows strict health and safety guidelines. Chilled food can only be left out of refrigeration for a maximum of four (4) hours. Hot food can only be left out for a maximum of two (2) hours. After this time the food will be deemed unsafe and consequently disposed of. PenniBlack cannot therefore allow food to be left at a venue for the client’s disposal unless the client signs a release form.

The Client shall at all times indemnify PenniBlack LDN Ltd, its directors and employees in respect of any liability, claim or proceeding arising in respect of personal injury to or the death of any person or arising in respect of any loss, damage or loss of use of property in any way relating to the function or relating to persons attending the function except to the extent of contribution of any negligent act or omission of PenniBlack LDN Ltd.

Liability shall be limited to the price which has been invoiced in respect of that particular event.

A client cannot supply any food at the function without prior consent from PenniBlack LDN Ltd. If PenniBlack LDN Ltd consents to the client bringing a wedding cake or other food item to the function, the Client will only be permitted to do so upon signing a standard food release form provide by PenniBlack LDN Ltd.

If the client is supplying any type of equipment for cooking or other reason, the client will ensure that the equipment is in safe working order. PenniBlack LDN Ltd takes no responsibility if the event is hindered by the Clients equipment or for any accidental damage to Clients equipment by our staff or other circumstance, any damage made to equipment can be discussed with PenniBlack LDN Ltd post event.

PenniBlack LDN Ltd takes no liability for any damages made by third party suppliers. If any damages have occurred through the negligence of PenniBlack LDN Ltd to client’s property PenniBlack LDN Ltd will go through the necessary insurance claim process.

Cloakroom facilities can be provided at the clients request however PenniBlack LDN Ltd does not accept responsibility for guest’s possessions. These are left at the owner’s own risk.

PenniBlack LDN Ltd reserves the right to ask for and retain a bond of up to twenty-five per cent (25%) of the estimated function costs which may be applied by PenniBlack LDN Ltd in carrying out any cleaning or repairs required following the completion of the function. The bond will be refunded in the event of the venue being left in a satisfactory condition.

For the smooth running of the function, the planning of menu and service details are to be finalised at the latest (5) working days prior to the function.

It is the client’s responsibility to check all final details are correct when sent to them to ensure smooth running. These details will be sent over within 5 working days before the event date. It is the clients right to ask for a final event with all details included.

If final numbers fall below the Guaranteed Minimum Number, charges will be based on the Guaranteed Minimum Number.

Unless otherwise agreed to, the Client must forward full payment via BACS to PenniBlack LDN Ltd seven (7) working days prior to the function. Please note that only bank transfer and credit card payment are accepted as payment method.

We accept last-minute bookings made within seven (7) working days of the event date; however, the event will only be confirmed once full payment is received. To proceed, payment must be made promptly and cleared before the event delivery date.

PenniBlack LDN Ltd reserves the right to cancel the booking if payment is not received from the Client within the prescribed time.

Any additional charges incurred after pre-payment, inclusive of any charges not authorised in the original booking, are required to be settled by the Client’s Nominated Contact upon the conclusion of the function by BASC.

PenniBlack LDN Ltd reserves the right to ask for and retain prior to the function an amount of up to 10% of the function price which is applied by PenniBlack LDN Ltd against additional charges incurred on the day of the function but will be refunded in full in the event of no additional charges.

The recipient of a supply under contract will pay any applicable Value Added Tax at the same time as paying for the supply under the contract.

Any refunds for over payments will be processed within fourteen (14) days of the date of the function.

In the regrettable situation that the Client cancels the function including Covid situation, written notification is required, and the following cancellation fees will apply:

Cancellation fees which apply on weddings or events for more than 200 people:

Any liability to sub-contractors or other direct costs or expenses incurred on behalf of the Client will also be charged to the Client.

Additional venue hire fees (where appropriate) and/or labour charges may apply at the discretion of PenniBlack LDN Ltd if functions extend beyond times agreed in writing.

A surcharge of 25% (on staff and delivery rates only) is applicable for any function held on a declared public holiday. For functions extending into a Public Holiday a surcharge maybe applicable pending level of service required.

All staff attending a function must be paid for a minimum of four (4) hours work. If they are required to stay later than midnight, the client will be responsible for paying their taxi fare home. Wherever possible, PenniBlack LDN Ltd shall book staff that live close together and can therefore share the taxi ride.

We reserve the right to charge for taxis at earlier finishing times, for locations where public transport is unavailable, unreliable or unsafe.

Except in the case of the negligent or wilful conduct of PenniBlack LDN Ltd, its employees or agents, PenniBlack LDN Ltd accepts no liability for any loss caused by PenniBlack LDN Ltd’s failure to perform its obligations.

The Client is responsible for any loss or damage to hired equipment, from the time of delivery until collection by PenniBlack LDN Ltd, or its sub-contractor, or returned by the Client. Any losses or breakages will be charged to the Client at full replacement cost. The Client should, in his own interest, ensure that all such equipment is insured.

Any damaged linen as a result of the use of pens or candles will result in an additional charge payable by the Client after the event.

The client is responsible for providing the following:

• For longer events over six (6) hours, the client is responsible for the food costs to feed the waiting staff, band and DJ, photographer, and event/venue manager. This would either be at the same charge as the other guests for the same menu, or an agreed cheaper meal alternative.
• Heating, power and water, unless agreed prior to the event, and a charge will be incurred.
• Waste disposal, unless agreed prior to an event, and disposal charges will be incurred.
• First aid and fire-fighting equipment (First aid equipment will also be provided by PenniBlack LDN Ltd).
• A clean and safe environment for PenniBlack LDN Ltd staff and guests.
• Full insurance to cover the venue and guests.