Catering & Event Services
Effective Date: November 2026
These Terms and Conditions (“Agreement”) govern all catering, event planning, staffing, equipment rentals, and related services provided by Mason Catering Services Inc. (“Company”) to the individual or entity booking services (“Client”).
By signing a proposal, submitting payment, or otherwise accepting these Terms and Conditions, the Client agrees to the provisions outlined below.
- Unforeseen Circumstances & Force Majeure
Mason Catering Services Inc. reserves the right to postpone, modify, suspend, or cancel services when circumstances beyond its reasonable control prevent or materially interfere with the safe or timely execution of an event.
Such circumstances may include, but are not limited to:
- Severe weather conditions and natural disasters
- Power outages or utility interruptions
- Fire, flooding, earthquakes, or other emergencies
- Government restrictions, public health emergencies, or mandatory closures
- Acts of terrorism, war, or civil unrest
- Transportation disruptions, accidents, or road closures
- Unexpected illness or emergencies affecting essential personnel
- Supply chain disruptions or vendor failures beyond the Company’s reasonable control
The Company will make commercially reasonable efforts to notify the Client promptly and explore alternative arrangements, including rescheduling or providing substitute services where feasible.
Neither party shall be liable for failure or delay in performing contractual obligations to the extent directly caused by qualifying circumstances beyond its reasonable control, except for obligations that accrued before the event.
If services cannot be performed, any refund or credit will be determined based on services already rendered, nonrecoverable expenses, applicable law, and the terms of this Agreement.
The Company shall not be responsible for indirect or consequential losses arising from a qualifying force majeure event to the extent permitted by applicable law.
- Cancellation & Refund Policy
All bookings are subject to the following cancellation terms:
Standard Catering & Event Services
- Cancellations made more than 72 hours before the scheduled event are subject to a cancellation fee equal to 50% of the total contracted amount.
- Cancellations made within 72 hours of the scheduled event are subject to a cancellation fee equal to 100% of the total contracted amount.
Custom & Special Orders
All customized menus, specialty ingredients, personalized décor, and special-order items are non-refundable once the order has been confirmed and procurement or production has commenced. Such orders may be subject to a cancellation charge of up to 100% of the applicable item or service cost.
Equipment Rentals & Staffing
Confirmed rental equipment and staffing services are subject to a 100% cancellation fee upon booking, where the reservation or commitment is designated non-refundable in the approved proposal.
Additional Conditions
- All cancellation requests must be submitted in writing.
- Cancellation fees will be deducted from amounts already paid, and any outstanding balance will remain payable.
- Any refund owed will be processed within [10–15] business days following written confirmation.
- Rescheduling requests are subject to availability and may incur additional charges.
- Returned checks are subject to a $75 administrative fee, or the maximum amount permitted by applicable law, whichever is lower.
Cancellation fees are intended to compensate Mason Catering Services Inc. for reserved dates, committed personnel, planning time, purchased materials, and lost booking opportunities, and are subject to applicable law.
- Delivery Delays & Tardiness
Mason Catering Services Inc. is committed to providing timely delivery, setup, and event services.
While every reasonable effort will be made to meet agreed-upon schedules, unforeseen circumstances may occasionally result in delays.
Potential causes include traffic congestion, transportation accidents, vehicle breakdowns, severe weather, unexpected staff emergencies, venue access restrictions, and other circumstances beyond the Company’s reasonable control.
In the event of an anticipated delay, the Company will make reasonable efforts to communicate with the Client and provide an updated estimated arrival time.
The Company shall not be liable for indirect, incidental, or consequential losses resulting from delays beyond its reasonable control, to the extent permitted by law.
If a material delay results directly from circumstances within the Company’s reasonable control, the parties will work in good faith to determine an appropriate resolution, consistent with this Agreement and applicable law.
The Client is responsible for providing accurate event details, reasonable venue access, and sufficient setup time.
- Damage, Injury & Personal Property Liability
Mason Catering Services Inc. will exercise reasonable care in the preparation, transportation, setup, service, and removal of food, equipment, and event materials.
Personal Injury & Property Damage
The Company shall be responsible for bodily injury or property damage to the extent caused by its negligence, willful misconduct, or other conduct for which liability cannot legally be excluded.
The Company shall not be responsible for injury or damage caused by:
- Unsafe venue conditions outside the Company’s control
- Misuse or unauthorized handling of catering equipment
- Negligence or misconduct by the Client, guests, venue personnel, or unrelated third-party vendors
- Failure to follow reasonable safety instructions
- Circumstances beyond the Company’s reasonable control
Potential event hazards include hot food and beverages, heated serving equipment, electrical cords, spills, and the movement of rental equipment.
Food Safety & Allergies
The Client is responsible for informing Mason Catering Services Inc. in writing of known dietary restrictions, food allergies, and special food-handling requirements before final menu confirmation.
While the Company will take reasonable precautions, food may be prepared in facilities where common allergens are present. Mason Catering Services Inc. cannot guarantee an allergen-free environment unless expressly agreed in writing.
The Company remains responsible for compliance with applicable food safety and handling requirements.
Once food has been delivered or service has concluded, the Client assumes responsibility for appropriate storage, temperature control, and handling of food remaining in the Client’s possession, except where the Company has agreed to provide continued food service.
Personal Belongings
The Client and event guests are responsible for securing their personal belongings, including cash, jewelry, electronics, and other valuables.
Mason Catering Services Inc. is not responsible for loss, theft, or damage to personal property unless directly attributable to the Company’s negligence or misconduct.
- 5. Rental Equipment Policy
Standard Delivery & Pickup
Standard rental service includes:
- Same-day equipment delivery alongside scheduled catering services
- Next-day equipment pickup between 9:00 AM and 1:00 PM
- Standard delivery and pickup fee of $150.00
Additional Rental Service Fees
|
Service |
Additional Fee |
|
Standard delivery and next-day pickup |
$150.00 |
|
Same-day delivery separate from food delivery |
$120.00 |
|
Same-day equipment pickup |
$120.00 |
|
Guaranteed specific delivery or pickup time |
$120.00 |
All delivery and pickup arrangements are subject to venue access, staffing availability, and prior confirmation.
Damaged, Lost, or Missing Equipment
The Client assumes responsibility for rental equipment from the time of delivery or documented handoff until collection by Mason Catering Services Inc.
Any rental equipment that is lost, missing, broken, or damaged beyond ordinary wear and tear while in the Client’s custody may be charged at its full reasonable replacement value.
The Company reserves the right to invoice the Client for documented replacement costs.
The Client must ensure that all rented equipment is accessible and ready for collection at the agreed-upon pickup time. Additional pickup attempts or extended rental periods may incur additional fees, communicated to the Client in advance where practicable.
- Certificate of Insurance (COI) & Insurance Requirements
Mason Catering Services Inc. recognizes that certain venues, commercial properties, and event organizers require proof of insurance before catering or event services may commence.
Company Certificate of Insurance
Upon written request, and subject to the Company’s actual insurance coverage, Mason Catering Services Inc. may provide a current Certificate of Insurance (COI) evidence applicable insurance policies for a fee.
Coverage may include:
- Commercial General Liability Insurance
- Products and Completed Operations Liability
- Workers’ Compensation Insurance, where required
- Commercial Automobile Liability, where applicable
- Liquor Liability Insurance, where alcoholic beverage services are provided and coverage is required
The Certificate of Insurance will identify the applicable policy types, coverage limits, policy periods, and issuing insurance provider.
Venue Requirements
The Client is responsible for informing Mason Catering Services Inc. of all venue-specific insurance requirements before confirming services.
If a venue requires additional insured status, special policy endorsements, or coverage limits beyond those maintained by the Company, such requests must be submitted in writing sufficiently in advance of the event.
Additional insured status is effective only when provided under the applicable insurance policy or through an authorized endorsement. A Certificate of Insurance alone does not create or modify insurance coverage.
Any additional premiums or administrative charges required to obtain special coverage or endorsements must be approved by the Client before being incurred.
Third-Party Vendors
Independent vendors hired directly by the Client, including bartenders, decorators, entertainment providers, rental companies, and other service professionals, remain responsible for maintaining insurance appropriate to their services.
Mason Catering Services Inc. is not responsible for the acts, omissions, or insurance obligations of independently contracted third parties outside its control.
Client Responsibilities
The Client is responsible for securing any event permits, venue approvals, or event-specific insurance required of the event organizer or host, unless Mason Catering Services Inc. has expressly agreed in writing to obtain them.
The Company’s insurance coverage does not automatically extend to the Client, venue, guests, or unrelated third-party vendors.
- Event Access, Setup & Venue Requirements
The Client agrees to provide reasonable access to the event venue at the scheduled delivery and setup time.
The Client must ensure that the venue provides any agreed-upon utilities, preparation areas, loading access, parking arrangements, and necessary permissions.
Any additional costs resulting from inaccurate venue information, restricted access, unanticipated stairs or loading requirements, or delays caused by the Client or venue may be charged to the Client, provided the additional charges are reasonably documented and communicated.
- 8. Event Modifications & Final Confirmation
All changes to guest count, menu selections, service schedules, event locations, or rental requirements must be submitted in writing.
Requested changes are subject to availability, operational feasibility, and any additional costs.
The final confirmed guest count and event specifications must be submitted no later than [fourteen days] before the event.
Any reduction in guest count after the final confirmation deadline may not result in a reduction of the contracted price.
- Limitation of Liability
To the fullest extent permitted by applicable law, Mason Catering Services Inc. shall not be liable for indirect, special, incidental, or consequential damages, including lost profits, missed opportunities, or emotional distress arising from circumstances for which the Company is not legally responsible.
Nothing in this Agreement shall exclude or limit liability for gross negligence, willful misconduct, violations of applicable law, or other liability that cannot legally be waived.
Any contractual limitation of damages shall be subject to applicable state law and shall not diminish the Company’s nonwaivable obligations concerning food safety, bodily injury, or property damage.
- Agreement & Acceptance
By signing below or otherwise accepting Mason Catering Inc.’s proposal and these Terms and Conditions, the Client acknowledges that they have reviewed, understood, and agreed to the policies governing catering, event planning, staffing, rentals, cancellation, insurance, and related services.
Client Name: __________________________
Event Date: ___________________________
Client Signature: ______________________
Date: _________________________________
Mason Catering Services Inc.
Authorized Representative: __________________
Signature: _______________________________
Date: ___________________________________