This Refund & Cancellation Policy sets out the strict terms under which Hauchi Kay Catering Service will process cancellations, rescheduling requests, and refunds in connection with all event catering, private catering, corporate catering, wedding catering, and related hospitality services booked through our website www.haucikay.co.ke or directly with our team. By making a booking and paying a deposit, you acknowledge and unconditionally accept the terms of this policy.

Hauchi Kay Catering Service invests significant resources in personnel, ingredients, equipment, and logistics planning as soon as a booking is confirmed. Cancellations and late changes impose real and unavoidable financial costs on our business. This policy reflects those realities and is designed to be transparent, firm, and fair to all parties.

Deposit Policy

A non-refundable deposit is required to confirm all bookings. The deposit structure is as follows:

Booking Type	Required Deposit
Weddings and large events (100+ guests)	50% of total invoice value
Corporate catering events	40% of total invoice value
Private events (birthday parties, baby showers, etc.)	35% of total invoice value
Funeral and bereavement catering	30% of total invoice value
Drop-off catering and meal delivery	30% of total invoice value
Same-day or emergency bookings	100% payment required upfront

The deposit is non-refundable under all circumstances, including client-initiated cancellations, venue changes, and personal emergencies, as it compensates for the administrative, planning, and procurement costs immediately incurred upon booking confirmation.

Cancellation by the Client

The following cancellation schedule applies to all confirmed bookings where the client initiates cancellation:

Notice Period Before Event	Refund of Amounts Paid Beyond Deposit	Notes
More than 60 days	80% refund of amounts paid beyond deposit	Deposit remains non-refundable
30 to 59 days	50% refund of amounts paid beyond deposit	Deposit remains non-refundable
15 to 29 days	25% refund of amounts paid beyond deposit	Ingredients and staffing already committed
8 to 14 days	No refund	Full preparation underway
7 days or fewer	No refund	Procurement and staffing fully committed
Day of event (no-show)	No refund	All resources fully deployed

All cancellations must be submitted in writing to info@haucikay.co.ke or delivered in person to our Nairobi office. Verbal cancellations are not accepted and will not be acted upon. The date of receipt of the written cancellation notice determines which tier of the above schedule applies.

Rescheduling Policy

Clients who wish to reschedule (rather than cancel) a confirmed booking must observe the following:

Rescheduling requests made more than 30 days before the original event date: no rescheduling fee, subject to availability of the new date
Rescheduling requests made 15 to 29 days before the event: a rescheduling fee of 10% of the total invoice value applies
Rescheduling requests made 7 to 14 days before the event: a rescheduling fee of 20% of the total invoice value applies
Rescheduling requests made within 7 days of the event: treated as a cancellation under Clause 4.2 above; a new booking is required
Only ONE rescheduling per booking is permitted at no charge. All subsequent changes are subject to fees as above

Rescheduled events are subject to confirmation of catering team availability and ingredient procurement feasibility for the new date.

Guest Count Changes

Change Type	Policy
Increase in guest count	Accepted up to 14 days before event; subject to ingredient and staffing availability; additional charges apply
Decrease (up to 10%)	Accepted up to 14 days before event at no charge
Decrease (10%–25%)	Accepted up to 21 days before event; 5% reduction fee on decreased portion applies
Decrease (over 25%)	Treated as a partial cancellation; refund calculated proportionally per Clause 4.2

Cancellation by Hauchi Kay Catering Service

In the exceptional circumstance that Hauchi Kay Catering Service is compelled to cancel a confirmed booking due to reasons within our reasonable control, we will:

Notify the Client in writing as soon as the cancellation decision is made
Issue a full refund of all amounts paid including the deposit within 14 working days
Provide reasonable assistance to help the Client identify alternative catering providers

We shall not be liable for cancellations arising from force majeure events as defined in our Terms and Conditions (Section 2.7). In such cases, we will refund amounts paid beyond the deposit and retain the deposit to cover committed costs.

Refund Processing

Approved refunds will be processed as follows:

Refunds are returned via the original payment method (M-Pesa reversal, bank transfer)
Processing time: 7 to 14 working days from approval date
Proof of original payment must be provided with your refund request
Refund requests must be submitted to support@eventscatering.co.ke with subject line: “Refund Request — [Event Date] — [Your Name]”

Hauchi Kay Catering Service does not issue cash refunds for digital payments. All refunds are strictly processed electronically.

No-Show Policy

If the Client’s event does not proceed on the agreed date and the Company’s team has been deployed to the venue in accordance with the service agreement, the full invoice amount is payable and no refund shall be issued. This applies regardless of the reason for the no-show, including venue disputes, family emergencies, or weather conditions.