Booking Terms & Conditions

Last updated: 6 September 2026

Welcome.

Thank you for choosing Flames & Flavours!

Every experience is thoughtfully designed around the people, the place and the story we create together. These Booking Terms & Conditions are here to ensure that everything runs smoothly—from your first enquiry to the final farewell around the table.

By confirming a booking, you agree to the terms below.

1. Enquiries & Confirmed Bookings

Submitting an enquiry through this website does not guarantee a reservation. A booking becomes confirmed only once: We have agreed on the event details. A quotation has been accepted. The required deposit has been received. Until then, all proposed dates remain subject to availability.

2. Deposit

To secure your booking, a 50% non-refundable deposit is required. This deposit allows Flames & Flavours to begin planning your experience, including menu development, ingredient sourcing, venue coordination (where applicable) and preparation. Many ingredients are ordered specifically for each event, and some venues require advance reservations.

Your deposit ensures these arrangements can begin with confidence.

3. Final Payment

The remaining balance is due either 48 hours before the event or on arrival, before the experience begins, as agreed in advance. The preferred payment schedule will always be confirmed during the booking process.

4. Cancellations

I understand that plans can change.

• More than 14 days before the event

The booking may be rescheduled, subject to availability. The deposit remains non-refundable, as planning and preparation will already have commenced.

• Less than 14 days before the event

Refunds are unlikely to be possible, as ingredients, venue arrangements and preparation will already have been committed. Where possible, I will always try to find a fair solution.

• Same-day cancellation

If a booking is cancelled on the day of the event, no refund will normally be available. Depending on food safety, prepared ingredients or completed dishes may be left with the client if appropriate. This decision will always be made by Flames & Flavours based on food safety considerations.

5. Venue Visit

For many events, Flames & Flavours may request access to the venue before the event day.

This allows me to:

• assess the space

• review logistics

• identify any equipment required

• ensure everything runs smoothly on the day.

Where possible, I kindly ask for access the day before the event. If this isn't possible, we'll arrange another suitable time together.

6. Equipment

Depending on the experience, additional equipment may be required.

This may include:

• portable barbecue

• tripod & cauldron

• fire cooking equipment

• preparation tables

• serving equipment

• decorative elements

• branded gazebo (when appropriate)

Any additional requirements will always be discussed before confirming the booking.

7. Venue Responsibilities

For private dining experiences, clients are responsible for providing: Safe access to the venue. Electricity and running water where required. A clean and suitable working area. Parking where reasonably available.

Any venue-specific requirements will be discussed during planning.

8. Travel

Flames & Flavours is based in HA3, North-West London. Travel within approximately 15 miles is included. Events outside this area may incur additional travel expenses.

These may include:

• Mileage, train fares, taxi fares, accommodation (where required).

All travel costs will be agreed before confirming the booking.

9. Outdoor Events & Weather

Many Flames & Flavours experiences are designed around outdoor cooking and open fire. If severe weather makes an event unsafe or impractical, we will work together to:

• reschedule the event

• agree on an alternative venue

• or find another suitable solution

Safety will always take priority.

10. Guest Numbers

Final guest numbers should be confirmed at least 7 days before the event. Changes may be possible depending on availability. Late reductions in guest numbers may still be charged at the originally agreed number due to preparation and purchasing commitments.

11. Dietary Requirements & Allergies

Please notify me of any allergies or dietary requirements as early as possible. Every reasonable effort will be made to accommodate your guests safely. Where I believe this cannot be achieved to an appropriate standard, I reserve the right to recommend an alternative menu or decline the booking. Guest safety will always come first.

12. Photography

From time to time, photographs may be taken during an event to showcase Flames & Flavours. No identifiable photographs of guests will be published without permission. If you or your guests would prefer not to appear in photographs, simply let me know before the event.

13. Liability

Every reasonable care is taken when preparing and delivering each experience. Flames & Flavours cannot accept responsibility for circumstances beyond reasonable control, including venue issues, utility failures, severe weather or delays caused by third parties. Nothing within these Terms & Conditions excludes liability where it cannot legally be excluded under UK law.

14. Force Majeure

Occasionally, unforeseen circumstances beyond anyone's control may prevent an event from taking place. Examples include:

• severe weather

• flooding

• fire

• government restrictions

• transport disruption

• serious illness

• other exceptional circumstances

If this happens, every reasonable effort will be made to reschedule the experience or reach a fair solution for everyone involved.

Questions?

If you have any questions about these Booking Terms & Conditions, please get in touch before confirming your booking. I'm always happy to discuss your event and ensure everything is clear from the very beginning.

📧 bookings@flamesandflavours.uk