Catering by Darlene – Terms & Conditions

At Catering by Darlene, I am dedicated to ensuring your event is a success. I believe this begins with a strong, honest, and open relationship between me and you, the event organizer. Clear communication and a mutual understanding of expectations are essential.

1. Acceptance of Terms

By paying any fees associated with my services, you acknowledge and accept these terms and conditions. This agreement lays the groundwork for our working relationship and the services I provide. I encourage open dialogue throughout the planning process. Please share your vision, questions, or concerns at any time. My goal is to collaborate closely so every detail aligns with your expectations.

2. Booking & Payments

• Deposit: A 25% non-refundable deposit is required to reserve your event date. Booking is not confirmed until the deposit is received. Once the deposit is received the event date is removed from availability and reserved exclusively for your event. Therefore, deposits are non-refundable. Please see the Cancellation, Refunds, and Rescheduling section for more info.

• Final Payment: Final payment is due 7 days prior to the event date.

• Minimum Guest Count: 50-guest minimum. If you have fewer guests, the minimum charge will still apply.

• Guest Count: Final headcount must be provided at least 7 days before the event. The client is financially responsible for this number, regardless of actual attendance.

  • If fewer guests attend: The quoted price remains the same.

  • If more guests attend: Additional charges may apply, and sufficient food cannot be guaranteed for unconfirmed guests.

• Invoices: If you require an invoice, please provide your name/company, address, contact information, and event details. A detailed breakdown will be supplied.

• Payment Methods:

  • Square (Credit Cards): All major cards accepted (3.5% processing fee).

  • Venmo, CashApp, Zelle, Apple Pay: No additional fees.

  • Cash: Preferred method.

  • Checks: Corporate checks only (no personal checks). Payable to Darlene Gonzales, subject to 3-day bank clearance.

3. Event Logistics

• Venue & Setup Responsibilities: The client must ensure the venue provides adequate space, tables, chairs, water, and any necessary permits. Catering by Darlene is not responsible for venue restrictions that affect service.

• Delivery & Setup Time: Access to the venue must be available at least 1 hour and 30 minutes prior to event start. Events of 100+ guests may require additional setup time.

• Hours of Service: All catering packages include a maximum of 2 hours of serving time (e.g., 1:00 PM – 3:00 PM).

• Extra Labor Costs: If additional staff are required (due to guest count, venue logistics, extended timeline, or client request), the client is responsible for the added costs.

  • Additional staff are billed at $25/hour, per staff member, with a 3-hour minimum per shift.

  • Charges will be added to the final invoice and must be paid according to payment terms.

• Staff Gratuity: Gratuity for event staff is not included in the invoice and is left to the client’s discretion.

4. Food & Service Policies

• Food Quantity & Leftovers: 10% overage of food at no additional charge.

  • Leftovers may be packaged by the client, who must provide their own containers.

  • Once food leaves the event, the client assumes all responsibility for safe storage and food safety.

• Food Allergies: Please notify us in advance of any allergies or dietary restrictions. While we will make every effort to accommodate, we cannot guarantee a completely allergen-free environment, and we are not responsible for reactions if information is not disclosed in writing beforehand.

• Alcohol Service: We do not provide or serve alcohol. If alcohol is served at the event, the client assumes full responsibility for compliance with laws and guest safety.

5. External Factors

• Weather Policy (Outdoor Events): The client must provide a backup plan for inclement weather. A safe, shaded, and weather-appropriate setup area must be available for catering staff and food service.

  • If extreme weather (heat, wind, storms, unsafe conditions) makes service unsafe, we reserve the right to delay, modify, or cancel food service to ensure guest safety and food quality.

  • Payments are non-refundable if service must be cancelled due to weather and no backup location is available.

• Delays Beyond Our Control: We are not liable for delays caused by traffic, accidents, natural disasters, strikes, or other circumstances outside of our control. We will make all reasonable efforts to meet service times.

• Safety: The client is responsible for the safety and security of all guests and their personal property.

6. Cancellation, Refunds & Rescheduling

• Cancellations made 14 or more calendar days before the event date: Any payments made beyond the non-refundable deposit will be refunded.

• Cancellations made 7-13 calendar days before the event date: Fifty percent (50%) of the total event balance paid, excluding the non-refundable deposit, will be refunded.

• Cancellations made less than 7 calendar days before the event date: No refunds will be issued.

• Same-day cancellations, no-shows, or inability to access the event location at the scheduled service time: No refunds will be issued.

• Events may be rescheduled with at least 14 calendar days written notice, subject to availability.

• If the requested new date is available, all payments previously made, including the deposit, will be transferred to the rescheduled event date.

• If the requested rescheduled date is not available, the request will be treated as a cancellation and the Cancellation Policy above will apply.

• All cancellations and reschedules must be submitted in writing for documentation purposes by emailing cateringdarlene805@gmail.com or via text message at 805-323-6631.

7. Service Areas & Fees

• Travel included within 15 miles.

• Additional Travel Fee:

• 16-25 miles

  • Service charge: $25

• 26–35 miles

  • Service charge: $35

Service fees cover travel, serving items, food prep, and cleanup.

8. Legal & Final Policies

• Liability: Catering by Darlene shall not be held liable for any indirect, incidental, or consequential damages arising from services provided.

• Indemnification: The client agrees to indemnify and hold harmless Catering by Darlene from any claims, damages, or liabilities arising from the event, including third-party claims.

• Insurance Coverage: Catering by Darlene maintains general liability insurance to protect both our business and our clients. Proof of insurance can be provided upon request. Coverage applies only to services provided directly by Catering by Darlene and does not extend to venue-related issues, client property, or third-party vendors. Our insurance does not waive or limit the client’s obligations under the Liability or Indemnification sections of this agreement.

• Photos & Marketing: Unless the client objects in writing, Catering by Darlene may photograph catered events for promotional purposes.

• Important Notes:

  • Catering by Darlene is not responsible for food-eating contests, late-arriving guests, or guests taking leftovers home.

  • Bookings are only valid when made directly through Catering by Darlene by phone (805-323-6631), this website, or linked social media accounts. I am not affiliated with any other catering vendors.

9. Agreement & Closing

By booking with Catering by Darlene, you agree to these terms and conditions. These policies are designed to protect both you and me, ensuring a smooth and successful event.

Thank you for choosing Catering by Darlene — I look forward to making your event a memorable success!