Off-site Catering & Event Policies
Full Service Catering Fee
When you choose LA Chefs to provide FULL SERVICE CATERING for your off-site event, there is an additional OFF-SITE Catering Fee of up to 15% of the final charges. This fee is in place to cover all of the following: full service catering staff, china plates, silverware, water glasses, coffee cups, serving utensils, linen tablecloths, linen napkins, full skirting and décor of buffet tables, set-up and tear-down of food & beverage stations, clearing of tables after meal.
NOTE: Additional staff charges may apply if meal service time is extended by request of the client on the day of the event.
PLEASE NOTE: It is the responsibility of the client to ensure that the tables and chairs are set up and arranged as desired prior to LA Chefs arriving for set up. LA Chefs does not provide the tables and chairs, these are normally provided by the venue, or rented from an equipment rental provider. Whenever possible, please provide an event layout diagram to your Catering Consultant.
A minimum spend will be required for FULL SERVICE offsite catering which will depend on season and availability. Please refer to your sales consultant for these details.
Mileage And Staff Travel Time
When traveling outside of city limits, we charge a fee of $1.25 per kilometer. An estimate will be made of this distance at the time of your quote. There may be more than 1 trip required – depending on the nature and size of your event and the number of catering staff/vehicles required. Your catering coordinator will provide an estimate to you at the time of your quote. Note that if the size of your event changes significantly and we require another vehicle, this will change the mileage charge which will be reflected on your final invoice.
In addition to mileage charges, when LA Chefs caters out of town, we have to pay our staff for their time spent travelling. This will be a factor of how much time is spent traveling, and the number of staff required – which is determined by the size and nature of your event. This will also be estimated at the time of your quote. Our basic fee is $25.00 per hour per service staff member travelling, and $30.00 per hour per Chef.
*Pricing is subject to a 18% Service Charge + 5% GST.
General Policies & Contract Details
A non-refundable deposit will be required to guarantee your booking. The amount of the deposit will be calculated by your Event Coordinator.
Menu Pricing, Selection & Final Event Details
Menu pricing is subject to change, but will be guaranteed 3 months in advance of your event. All menu items selected and final event details such as timing, set up, linens, etc. must be in place no later than 14 days prior to event.
Banquet Event Orders (beo’s)
Once final menu and details are agreed upon, your Catering Coordinator will provide you with a finalized BEO. It is your responsibility to review this form carefully to ensure accuracy of all details of your event – as this is what your Catering Staff and Chefs will follow for instructions. If you see any errors or discrepancies on this document, please advise your Catering Coordinator immediately.
Guaranteed Guest Count Policy
- A Minimum Guaranteed guest count must be received by our office 2 weeks prior to this event. (This is the minimum number of guests that you will be charged for), this minimum guarantee must be received by email format. If a minimum guaranteed guest count is not received by our office by two weeks prior to the event, we will use the original “planned” number of guests shown on this contract as the Minimum Guaranteed guest count. Should the Minimum Guaranteed guest count be less than 80% of the “planned guest count, we will use the 80% number as the Minimum Guaranteed guest count.
- A Final Guaranteed guest count must be received by our office 3 Business Days prior to the event
- The Final Guaranteed guest count cannot be less that the Minimum Guaranteed Guest Count.
- The client will be charged for the actual number of guests attending the event OR the Final guaranteed Guest count – whichever is HIGHER.
Payments For Events
All event charges are subject to 5% gst and 18% Service Gratuity Fee. All events require a Credit Card Authorization for deposit and final payment in advance unless a direct billing account if in place for your company or organization. If direct billing has been arranged and approved, an invoice will be prepared and emailed the first business day following your event and is due upon receipt. If the invoice is to be directed to someone other than the booking contact, please advise us of this prior to event. All weddings and private social events are to be paid in full 3 business days prior to the event date. A 3% processing fee will be added to any credit card charges. E-transfer payments are accepted as well to firstname.lastname@example.org
Should it be necessary to cancel your event, please inform your Catering Coordinator as soon as possible. Please see your contract for full details on cancellations – all deposits are non-refundable.