At Hauchi Kay Catering Service Company, we are committed to delivering flawless catering experiences for weddings, corporate events, private functions, birthday celebrations, funerals, product launches, and all manner of social gatherings across Kenya. To ensure that every event is planned, resourced, and executed to the highest possible standard, all clients must strictly adhere to Hauchi Kay Event Catering Booking & Reservation Policy Kenya as set out herein.

This policy governs all bookings made with Hauchi Kay for event catering services, private catering, corporate catering, buffet services, plated meal services, cocktail and canape catering, and full-service event catering. By submitting a booking request or paying a deposit to Hauchi Kay, you acknowledge that you have read, understood, and agreed to be bound by this policy in its entirety.

Booking Request Process

All catering bookings with Hauchi Kay must be initiated through one of the following official channels:

Website inquiry form at www.haucikay.co.ke, direct telephone or WhatsApp inquiry, email to our reservations team, or in-person consultation at our Nairobi office by appointment only. Verbal commitments made outside these official channels do not constitute a valid booking and Hauchi Kay accepts no liability for arrangements that have not been confirmed in writing.

Upon receipt of a booking inquiry, our events coordination team will contact you within 24 to 48 business hours to discuss your event requirements, guest count, menu preferences, dietary restrictions, service style, equipment needs, venue details, and budget parameters. A detailed catering proposal will thereafter be issued to you in writing.

Lead Times: Minimum Advance Booking Requirements

Hauchi Kay operates on strict minimum lead times to ensure that sourcing, staffing, logistics, and food preparation are executed without compromise. The following mandatory lead times apply to all event catering bookings:

Event Type / Catering Service	Minimum Lead Time	Recommended Lead Time
Intimate Private Dining (up to 20 guests)	5 business days	2–3 weeks
Birthday / Small Social Event (20–80 guests)	10 business days	3–4 weeks
Corporate Catering / Office Lunch	7 business days	2–3 weeks
Wedding / Engagement Catering	3 months	6–12 months
Funeral / Memorial Catering	48 hours (emergency service)	5 business days
Product Launch / Brand Event	4 weeks	6–8 weeks
Large-Scale Gala / Conference (300+ guests)	6 weeks	3–6 months

Hauchi Kay reserves the absolute right to decline any booking request that does not meet the minimum lead time requirements. Any exception to these lead times is at the sole discretion of Hauchi Kay management and will incur an emergency booking surcharge of not less than 20% of the total catering invoice.

Deposit Requirements

All confirmed catering bookings with Hauchi Kay are subject to a non-refundable deposit as detailed below. No event date will be reserved, no menus will be finalised, and no procurement will commence until the required deposit has been received and cleared in full.

Booking Category	Deposit Required
Events under KES 50,000	50% of total quoted amount
Events KES 50,001 – KES 200,000	40% of total quoted amount
Events KES 200,001 – KES 500,000	35% of total quoted amount
Events above KES 500,000	30% of total quoted amount

The remaining balance must be settled in full no later than 72 hours before the scheduled event date. Hauchi Kay reserves the right to withdraw services and forfeit all preparations without liability if full payment is not received within this window. Deposits are strictly non-refundable under all circumstances.

his deposit policy is enforceable under the Law of Contract Act (Cap. 23) of the Laws of Kenya, which recognises binding agreements formed through offer, acceptance, and consideration. The deposit constitutes lawful consideration for Hauchi Kay’s reservation of date and commencement of procurement.

Booking Confirmation

A booking with Hauchi Kay is deemed confirmed only upon: (a) receipt of the signed Service Agreement or written acceptance of the quotation via email; and (b) clearance of the required deposit into Hauchi Kay’s designated bank account. A booking confirmation reference number will be issued to the client by email or WhatsApp within 24 hours of deposit clearance.

Any booking not confirmed within 5 business days of quotation issuance shall be deemed lapsed, and Hauchi Kay reserves the right to accept alternative bookings for the same date without further notice.

Amendments to Confirmed Bookings

Amendments to a confirmed booking, including changes to guest numbers, menu selections, event date, or venue, must be submitted in writing to Hauchi Kay no later than 14 calendar days before the event. Hauchi Kay will endeavour to accommodate reasonable amendments subject to availability, supplier constraints, and any applicable cost adjustments.

Guest count increases of more than 15% above the originally confirmed number within 7 days of the event shall incur a premium surcharge of 25% on the incremental portion. Hauchi Kay cannot guarantee quality or service standards for unconfirmed last-minute guest additions.

Cancellations

All cancellations must be communicated to Hauchi Kay in writing. Cancellations are subject to the following forfeiture schedule:

Cancellation Notice Period	Amount Forfeited
More than 30 days before event	Deposit only (non-refundable)
15–29 days before event	50% of total invoice
8–14 days before event	75% of total invoice
7 days or less before event	100% of total invoice

Cancellation charges are valid and enforceable under Section 76 of the Law of Contract Act (Cap. 23), which recognises liquidated damages for breach of contract where loss is foreseeable. Costs already incurred by Hauchi Kay upon cancellation — including procurement, staffing commitments, and equipment hire — shall be recoverable.

Force Majeure

In the event that an event is cancelled or postponed due to circumstances entirely beyond either party’s control — including but not limited to government-imposed lockdowns, natural disasters, public health emergencies declared under the Public Health Act (Cap. 242), or civil unrest — Hauchi Kay shall apply a full credit of the deposit toward a rescheduled event within 12 months. No cash refund shall be issued in force majeure scenarios.

Governing Law

This Booking and Reservation Policy is governed by and construed in accordance with the laws of the Republic of Kenya. Any dispute arising under this policy shall be subject to the exclusive jurisdiction of the courts of Kenya, with initial mediation required in accordance with the Mediation Act (Act No. 1 of 2020).