Planning a successful catering event in Nairobi or across Kenya requires precise coordination of ingredients, staffing, equipment, and logistics. Hauchi Kay Catering Service Kenya’s Menu Changes & Final Headcount Policy is designed to ensure that every event, whether a corporate conference for 50, a wedding for 500, or a large outdoor catering event for 1,000+ guests, is delivered to the highest quality standards with no compromise on food freshness, presentation, or service.

This policy outlines the timelines, procedures, and conditions under which menu changes and guest headcount adjustments can be accommodated by Hauchi Kay Catering Service Kenya. It applies to all catering services including wedding catering, corporate event catering, birthday catering, outside catering, specialty catering, social events catering, and private party catering across Nairobi and Kenya.

Initial Menu Planning

Menu planning is a collaborative process between Hauchi Kay Catering Service Kenya’s expert culinary team and the client. Upon booking confirmation and deposit payment, clients are invited to a menu consultation, available in-person at Greatwall Gardens, Athi River, or via phone and email for clients across Kenya. During this consultation:

Clients select from Hauchi Kay Catering’s extensive menu options spanning Kenyan cuisine, continental dishes, international cuisines, and specialty dietary options
Dietary requirements including vegetarian, vegan, gluten-free, halal, and culturally themed menus are discussed and documented
Beverage packages, snack selections, and dessert options are confirmed
Table service style, buffet, plated, or hybrid, is agreed upon

A written menu confirmation document is issued within 5 business days of the consultation and must be approved by the client in writing before procurement begins.

Menu Change Deadlines

Hauchi Kay Catering Service Kenya accommodates menu change requests within the following timelines:

Major Menu Changes (30+ days before event):

Significant alterations to the agreed menu, such as changing cuisine type, adding or removing entire courses, or switching service style, must be requested at least 30 days before the event date. These changes are subject to availability and may affect pricing. All major changes require a written amendment to the original catering agreement.

Minor Menu Adjustments (10–29 days before event):

Minor adjustments such as swapping individual dishes within the same course, adjusting seasoning preferences, or adding a small number of additional menu items may be accommodated with at least 10 days’ notice. Additional charges may apply for specialty ingredients.

Final Menu Lock (within 10 days of event):

No menu changes can be accepted within 10 days of the event date, as ingredient procurement and preparation schedules will already be in progress. Hauchi Kay Catering Service Kenya will be unable to accommodate any menu modifications after this deadline. Exceptions may be considered only for verified medical or severe dietary emergency situations, at the sole discretion of Hauchi Kay management.

Final Guest Headcount

Accurate guest headcount is critical to ensuring the right quantity of fresh, high-quality food is prepared for your event. Hauchi Kay Catering Service Kenya operates on the following headcount policy:

An estimated guest count is provided at the time of booking
A revised estimated count should be provided at the 30-day mark before the event
The final confirmed headcount must be submitted in writing to support@eventscatering.co.ke no later than 10 days before the event date
Once the final headcount is submitted, it becomes the minimum billable number of guests, meaning you will be charged for at least this number regardless of actual attendance
Increases in headcount of up to 10% above the final confirmed count will be accommodated where possible if communicated within 5 days of the event; additional charges will apply
Headcount increases of more than 10% within 5 days of the event cannot be guaranteed and will be subject to ingredient and staff availability

Specialty & Seasonal Ingredient Considerations

Hauchi Kay Catering Service Kenya prides itself on using freshly sourced, healthy, and quality seasonal ingredients. Some specialty items on our menus are subject to market availability. Where a selected ingredient becomes unavailable due to seasonality or supply chain issues, Hauchi Kay Catering will:

Notify the client as soon as possible
Propose a comparable quality substitute of equal or greater value
Obtain client approval before finalizing the substitution

Hauchi Kay Catering Service Kenya will never compromise on food quality or safety, even when managing last-minute ingredient substitutions.

Dietary Requirements & Allergen Management

All dietary requirements and food allergens must be disclosed at the menu consultation stage and confirmed in writing at least 14 days before the event. Hauchi Kay Catering Service Kenya takes allergen management seriously and will make every effort to accommodate dietary needs; however, we cannot guarantee a fully allergen-free environment as our kitchens handle a wide range of ingredients. Clients with severe allergies are advised to discuss detailed precautions with our team.

Beverages & Non-Food Items

Changes to beverage selections, including alcoholic beverages, juices, and specialty drinks, follow the same timelines as food menu changes. Bar service additions or changes within 10 days of the event are subject to stock availability. Hauchi Kay Catering Service’s experienced bar attendants and mixologists will advise on available options.