Legal

Booking terms

This is a plain-English summary. The binding terms for your event are the ones issued with your written quote and confirmation — they take precedence over this page.

An enquiry is not a booking

Sending an enquiry, or receiving a quote, does not reserve a date. A date is held only once we confirm the booking to you in writing and the deposit has been received.

Quotes

Quotes are based on the guest numbers, timings and location you give us. If those change materially, the quote may change. Each quote is valid for 30 days from the date it is sent.

Deposit and payment

A deposit of 25% of the quoted total secures the date. The balance is due 14 days before the event date unless we have agreed otherwise in writing with a business customer.

Final numbers

Final guest numbers and menu choices must be confirmed at least 14 days before the event. If numbers on the day exceed the agreed number without prior notice, we may not be able to serve everyone.

Travel

Our standard pricing includes travel within 30 miles of our base. Events further away may carry a travel charge, which is shown on the quote rather than added later.

Access and site conditions

Bookings assume safe, legal access for a towing vehicle and a pitch we can work from. Where access turns out to be unsuitable on the day, we will do what we reasonably can, but service may be affected.

Cancellation and postponement

Cancellations must be sent to us in writing. Because a held date turns away other work, the following charges apply:

More than 60 days before the event: the 25% deposit is retained.
Between 30 and 60 days before the event: 50% of the total fee is payable.
Less than 30 days before the event: 100% of the total fee is payable.

If you need to postpone, we will try to move the booking to a new date within 12 months at the same or similar value. If a new date cannot be agreed, the cancellation terms above apply.

Circumstances outside our control

Severe weather, road closures, accidents and equipment failure can affect service. Where something genuinely outside our control prevents us attending, we will tell you as soon as we know and agree the fairest available outcome with you. If we have to cancel for reasons within our control, all money paid will be refunded.

Insurance and food safety

We carry £10 million public liability insurance and hold a 5-star Food Hygiene Rating. Certificates are supplied to venues and organisers on request.

Who you are contracting with

Gallop & Grind Ltd, registered in England and Wales, company number 16214758, trading as Gallop & Grind. Questions about these terms: coffee@gallopandgrind.co.uk.