Hauchi Kay CateringCorporate · Party · Wedding · Events · Private Chef ·Nairobi, Kenya Event Catering Booking & Reservation Policy Kenya
Every Hauchi Kay booking, whether for a wedding, corporate function, private party, birthday, funeral or product launch, is guided by this policy. It sets out how bookings are made, confirmed, amended and cancelled, so your event is planned, resourced and executed to the highest standard.
PolicyBooking and reservation terms for all Hauchi Kay event catering
Who forClients booking weddings, corporate, private, birthday, funeral and launch events
Lead time5 business days to 6 weeks, depending on event type
Deposit30% to 50% of the quoted amount, non-refundable
Balance dueSettled in full 72 hours before the event
Next stepWritten confirmation once your deposit clears
Policy overview
Understanding the Hauchi Kay Booking Policy
This policy governs all bookings for event catering services, private catering, corporate catering, buffet service, plated meal service, cocktail and canape catering, and full service event catering. Submitting a booking request or paying a deposit to Hauchi Kay means you accept these terms in full.
Official booking channels only
Website inquiry form, phone, WhatsApp, email, or an appointment at our Nairobi office.
Fixed minimum lead times
Every event type has a minimum and recommended booking window.
Deposits secure your date
No date is reserved and no procurement begins without a cleared deposit.
Written confirmation
Every confirmed booking receives a reference number by email or WhatsApp.
Fair amendment terms
Clear rules for changing guest numbers, menus, dates or venues.
Governed by Kenyan law
Deposits, cancellations and disputes follow the Law of Contract Act.
How it works
Submitting a Booking Request
1
Reach us through the website inquiry form, phone, WhatsApp or email, or book an in person consultation at our Nairobi office by appointment.
2
Verbal arrangements made outside these official channels are not a valid booking, so please confirm everything in writing.
3
Our events coordination team responds within 24 to 48 business hours to discuss guest count, menu, dietary needs, service style, equipment and budget.
4
We issue a detailed catering proposal covering your full event, in writing.
5
Your date is reserved once we receive your signed agreement and your deposit has cleared.
Book early to secure your date
Weddings and large scale galas fill up months ahead. Confirm your lead time and reserve your preferred date today.
Lead times
Minimum Advance Booking Requirements
Hauchi Kay applies strict minimum lead times so that sourcing, staffing and food preparation are never rushed. A request that falls short of these windows may be declined, or accepted at management’s sole discretion with an emergency booking surcharge of at least 20% of the total invoice.
5 business days min.
Intimate Private Dining
Up to 20 guests. Recommended: 2 to 3 weeks ahead.
10 business days min.
Birthday & Small Social Events
20 to 80 guests. Recommended: 3 to 4 weeks ahead.
7 business days min.
Corporate Catering & Office Lunch
Recommended: 2 to 3 weeks ahead.
3 months min.
Wedding & Engagement Catering
Recommended: 6 to 12 months ahead.
48 hours min.
Funeral & Memorial Catering
Emergency service available. Recommended: 5 business days.
4 weeks min.
Product Launch & Brand Events
Recommended: 6 to 8 weeks ahead.
6 weeks min.
Large Scale Gala & Conference
300+ guests. Recommended: 3 to 6 months ahead.
Pricing
Typical Cost Ranges by Event Type
These are indicative ranges to help with initial budgeting, based on guest numbers, menu tier and service style. Your final quotation is confirmed in writing before any deposit is requested.
KSh 40,000 – 120,000
Intimate Private Dining
Up to 20 guests, plated or family style service.
KSh 120,000 – 350,000
Birthday & Small Social Events
20 to 80 guests, buffet or cocktail style.
KSh 80,000 – 450,000
Corporate Catering & Office Lunch
From daily office lunches to full corporate functions.
KSh 500,000 – 2,500,000+
Wedding & Engagement Catering
Full service wedding catering, scaled to guest count and menu tier.
KSh 150,000 – 600,000
Funeral & Memorial Catering
Includes emergency service for short notice events.
KSh 300,000 – 1,200,000
Product Launch & Brand Events
Branded catering for corporate launches and activations.
KSh 1,000,000 – 5,000,000+
Large Scale Gala & Conference
300+ guests, multi station and plated service.
Deposits
Deposit Requirements
All confirmed bookings are subject to a non-refundable deposit. No date is reserved, no menu is finalised and no procurement begins until the required deposit has been received and cleared in full.
50% deposit
Events under KSh 50,000
Of the total quoted amount.
40% deposit
KSh 50,001 to KSh 200,000
Of the total quoted amount.
35% deposit
KSh 200,001 to KSh 500,000
Of the total quoted amount.
30% deposit
Above KSh 500,000
Of the total quoted amount.
The remaining balance must be settled in full no later than 72 hours before your scheduled event. Hauchi Kay reserves the right to withdraw services if full payment is not received within this window. Deposits are non-refundable under all circumstances.
Confirmation & changes
Booking Confirmation and Amendments
Confirmed bookings
A booking is confirmed once we receive your signed service agreement (or written acceptance of the quotation) and your deposit clears. A confirmation reference follows within 24 hours.
Lapsed bookings
Quotations not confirmed within 5 business days of issue may lapse, and the date can be offered to another client without further notice.
Amendments
Changes to guest numbers, menu, date or venue must be submitted in writing at least 14 calendar days before the event, subject to availability and any cost adjustment.
Late guest increases
Guest counts raised by more than 15% within 7 days of the event attract a 25% surcharge on the extra guests, with no service guarantee.
Cancellations
Cancellation Forfeiture Schedule
All cancellations must be communicated in writing. These charges reflect the costs Hauchi Kay has already committed by that point, including procurement, staffing and equipment hire, and are enforceable under Section 76 of the Law of Contract Act (Cap. 23).
Deposit only
More than 30 days before
Deposit is forfeited. No cash refund.
50% of invoice
15 to 29 days before
Forfeited on cancellation.
75% of invoice
8 to 14 days before
Forfeited on cancellation.
100% of invoice
7 days or less before
Full invoice forfeited.
Governing terms
Force Majeure and Governing Law
If an event is cancelled or postponed for reasons entirely outside either party’s control, such as government directed lockdowns, natural disasters, a declared public health emergency under the Public Health Act (Cap. 242), or civil unrest, Hauchi Kay credits your full deposit toward a rescheduled event within 12 months. No cash refund applies in these cases.
This policy is governed by the laws of the Republic of Kenya. Any dispute is subject to the exclusive jurisdiction of the courts of Kenya, with mediation required first under the Mediation Act (Act No. 1 of 2020).
Coverage
Areas We Serve
- Nairobi and its environs (Westlands, Karen, Kasarani, Embakasi, Ruaka, Kikuyu)
- Kiambu, Murang’a, Nyeri and wider Central Kenya
- Nakuru, Naivasha and the Rift Valley
- Kisumu, Kakamega and Western Kenya
- Machakos, Kitui and Eastern Kenya
- Meru, Embu and surrounding counties
- Mombasa and the Coastal region
FAQs
Booking & Reservation Policy FAQs
How do I make a booking with Hauchi Kay?
Submit a request through our website inquiry form, phone, WhatsApp, email, or an in person appointment at our Nairobi office. Verbal arrangements made outside these channels are not a valid booking.
Is the deposit refundable?
No. Deposits are non-refundable under all circumstances and secure your date, menu planning and procurement.
What happens if I need to cancel my event?
Forfeiture depends on the notice given, from the deposit only if cancelled more than 30 days out, up to the full invoice if cancelled 7 days or less before the event.
Can I change my guest numbers close to the event?
Yes, but increases of more than 15% within 7 days of the event attract a 25% surcharge on the extra guests, and service quality cannot be guaranteed for last minute additions.
How far ahead should I book a wedding?
At minimum 3 months, though 6 to 12 months is recommended given demand for preferred dates.
What if my event is affected by circumstances beyond anyone's control?
Your deposit is credited in full toward a rescheduled event within 12 months. No cash refund applies in force majeure situations.
When is the remaining balance due?
The full remaining balance is due no later than 72 hours before your scheduled event date.
Ready to secure your event date?
Hauchi Kay Catering. Clear, fair booking terms for weddings, corporate, private and institutional clients across Kenya.