Hauchi Kay Catering Service Kenya is committed to providing transparent, fair, and structured payment terms for all our catering services. This Payment Policy applies to all catering bookings made with Hauchi Kay Catering Service, including wedding catering, corporate event catering, birthday party catering, private catering, outside catering in Kenya, social events catering, specialty catering, affordable corporate lunches, and company canteen management services.

By confirming a booking with Hauchi Kay Catering Service Kenya, clients agree to be bound by the payment terms outlined in this policy. These terms are designed to protect both clients and Hauchi Kay Catering Service, ensuring smooth planning, resource allocation, and service delivery for every event across Nairobi and Kenya.

Booking Confirmation & Initial Deposit

A catering booking with Hauchi Kay Catering Service Kenya is only confirmed upon receipt of a signed catering agreement and the required initial deposit. Until both conditions are met, Hauchi Kay Catering Service cannot guarantee date availability, staff allocation, or procurement of event-specific ingredients and supplies.

Deposit Requirements:

A non-refundable deposit of 50% of the total quoted catering fee is required to confirm your booking
The deposit must be received within 5 business days of signing the catering agreement
Failure to submit the deposit within this period may result in cancellation of the reservation and reallocation of your event date
For large-scale events exceeding 500 guests, a deposit schedule may be negotiated in writing

Payment Schedule

Following the initial deposit, the remaining balance is payable as follows:

50% deposit: Due upon signing of the catering agreement to confirm booking
25% mid-payment: Due 30 days before the event date (for events booked more than 60 days in advance)
Final 25%: Due 7 days before the event date
For bookings made within 30 days of the event: Full payment is due at the time of booking confirmation

Hauchi Kay Catering Service Kenya reserves the right to pause or cancel service preparations if scheduled payments are not received by the stipulated deadlines. Clients will be given a 48-hour grace period before formal cancellation proceedings are initiated.

Accepted Payment Methods

Hauchi Kay Catering Service Kenya accepts the following payment methods for all catering services in Kenya:

M-Pesa mobile money transfer (Preferred and fastest method)
Bank transfer to Hauchi Kay Catering Service Kenya’s designated business account
Cheque payments (subject to 5 business day clearance before booking is confirmed)
Cash payments for amounts not exceeding KES 50,000 (must be collected in person at our office)

All payment receipts will be issued electronically within 24 hours of payment confirmation. Clients are advised to retain all payment receipts for reference.

Pricing & Quotation Validity

All catering quotations provided by Hauchi Kay Catering Service Kenya are valid for 14 calendar days from the date of issue. After this period, prices may be subject to revision based on market conditions, ingredient costs, and staffing requirements. Hauchi Kay Catering Service reserves the right to adjust pricing for events with significant scope changes after initial quotation.

Additional Charges

The following may result in additional charges beyond the initially quoted price:

Increase in confirmed guest headcount beyond the final count submitted 10 days before the event
Requests for additional menu items or significant menu changes within 10 days of the event
Extended service hours beyond the agreed catering period (charged at an hourly rate per staff)
Venue access issues resulting in additional logistics, transport, or equipment costs
Last-minute specialty ingredient sourcing requests

All additional charges will be communicated transparently and require client written approval before implementation.

Cancellation & Refund Policy

Hauchi Kay Catering Service Kenya understands that circumstances change. Our cancellation policy is as follows:

Cancellation 60+ days before event: 75% of the deposit is refunded (25% retained as administrative fee)
Cancellation 30–59 days before event: 50% of the deposit is refunded
Cancellation 15–29 days before event: 25% of the deposit is refunded
Cancellation within 14 days of event: No refund on deposit; full remaining balance is waived
No-show or same-day cancellation: Full invoice amount is payable

All cancellations must be submitted in writing to support@eventscatering.co.ke. Cancellations communicated verbally will not be processed until confirmed in writing.

Late Payment & Penalties

Payments not received by the agreed deadlines will attract a late payment fee of 2% of the outstanding amount per week, compounding weekly. Hauchi Kay Catering Service Kenya reserves the right to suspend service preparation or reallocate event bookings for accounts in sustained arrears. Clients are encouraged to communicate proactively should any payment challenges arise.

Invoicing & Tax Compliance

All invoices issued by Hauchi Kay Catering Service Kenya comply with the Kenya Revenue Authority (KRA) requirements. VAT is charged where applicable and clearly itemised on all invoices. Clients requiring KRA-compliant ETR receipts must request these at the time of payment.