These Catering Terms and Conditions apply unless a signed WoodSmoke Barbecue, LLC proposal, invoice or event agreement states otherwise.

The signed event agreement and its approved amendments are collectively referred to as the “Agreement.”

1. Event Proposals

A proposal is based on the information available when it is prepared, including:

• Event date and location
• Estimated guest count
• Menu selections
• Service style
• Staffing needs
• Equipment and rental requirements
• Setup and service times
• Venue access
• Travel requirements

Proposals may have an expiration date. Pricing and availability are not guaranteed after a proposal expires.

2. Booking and Date Reservation

An inquiry or proposal does not reserve an event date.

The event becomes confirmed only after:

• The Agreement has been accepted
• The required booking retainer has been received
• WoodSmoke has issued written confirmation

The booking retainer is applied toward the event total. Unless the Agreement states otherwise, the booking retainer is nonrefundable because WoodSmoke reserves the date, limits other bookings and begins event planning.

3. Final Payment

Unless the Agreement states otherwise, the remaining event balance is due no later than seven calendar days before the event.

WoodSmoke may suspend preparation, staffing or service when required payments are not received by the deadline.

An event is not considered paid until the payment has successfully cleared.

4. Final Guest Count

The client must provide the guaranteed final guest count no later than 10 calendar days before the event, unless the Agreement provides a different deadline.

The final invoice will be based on the greater of:

• The guaranteed final guest count
• The number of meals ordered
• The number of guests actually served when additional service is approved and available

Reductions after the final-count deadline may not reduce the amount due.

WoodSmoke will make reasonable efforts to accommodate increases, but additional meals, staffing or equipment are subject to availability and additional charges.

5. Menu and Service Changes

Menu, timing, location, guest-count and service changes must be approved in writing.

Requested changes may affect:

• Food pricing
• Labor
• Equipment
• Rentals
• Travel
• Permits
• Setup time
• Service time
• Taxes and administrative charges

Verbal requests are not final until confirmed by WoodSmoke in writing.

6. Pricing, Taxes and Additional Charges

Unless expressly included, quoted prices may not include:

• Applicable sales tax
• Delivery charges
• Travel or mileage fees
• Parking, tolls or venue-access charges
• Permit fees
• Rental equipment
• Additional staffing
• Extended service time
• Overtime
• Gratuity
• Credit-card processing charges when lawfully disclosed and permitted

Any mandatory service or administrative charge will be identified in the Agreement. A service charge is not necessarily a gratuity distributed directly to employees.

7. Event Schedule and Access

The client must provide timely and safe access to the venue, including adequate time for:

• Arrival
• Unloading
• Equipment placement
• Cooking
• Setup
• Service
• Breakdown
• Loading and departure

Delays caused by the client, venue, other vendors or inaccessible facilities may result in reduced service time or additional labor charges.

8. Venue Requirements

The client is responsible for confirming that the venue permits the contracted catering activities.

The client must disclose venue restrictions involving:

• Open flames
• Smokers, grills or pizza ovens
• Propane
• Generators
• Fire extinguishers
• Outdoor cooking
• Noise
• Vehicle access
• Loading areas
• Water and electricity
• Waste disposal
• Insurance certificates
• Vendor arrival and departure times

WoodSmoke may decline or modify any setup that it reasonably determines is unsafe, unlawful or inconsistent with venue requirements.

9. Permits and Approvals

WoodSmoke will maintain licenses and permits required for the services it is legally responsible for providing.

The client is responsible for venue authorization and for client-specific permits or approvals identified in the Agreement.

Unexpected venue or government requirements that create additional costs may be charged to the client when permitted by the Agreement and applicable law.

10. Outdoor Events and Weather

The client must provide a safe, level and reasonably accessible cooking and service area.

When needed, the client must provide appropriate shelter from:

• Rain
• Excessive heat
• High winds
• Smoke exposure
• Falling debris
• Unsafe ground conditions

Tents or coverings used near cooking equipment must be approved for the intended use and must comply with applicable fire and venue requirements.

WoodSmoke may pause, relocate, modify or stop cooking or service when conditions create a safety risk.

11. Food Service Period

Food quality and safety depend on timely service.

Unless the Agreement states otherwise, buffet or meal service is limited to the scheduled service period. Extended service may require additional staff and charges.

WoodSmoke is not responsible for quality deterioration caused by delayed guest arrival, delayed programs or unauthorized changes to the service schedule.

12. Leftover Food

WoodSmoke will determine which food may reasonably be released to the client after service.

When leftover food is released, the client assumes responsibility for:

• Prompt refrigeration
• Safe transportation
• Proper reheating
• Safe storage
• Discarding food that has exceeded safe time or temperature limits

WoodSmoke may discard food that it determines is unsafe to release.

13. Dietary Requests and Allergies

The client must disclose dietary requests and known allergies before the final menu deadline.

WoodSmoke will make reasonable efforts to accommodate approved requests but cannot guarantee an allergen-free environment.

The separate Food Allergy and Dietary Disclaimer is incorporated into these terms.

14. Rentals and Equipment

Rental equipment remains the property of WoodSmoke or the rental provider.

The client is responsible for loss, theft or damage caused by the client, guests, venue personnel or other vendors, excluding ordinary wear and damage caused by WoodSmoke.

Equipment must remain at the approved location and may not be moved without authorization.

15. Client Conduct and Safety

The client is responsible for reasonable conduct by guests and for maintaining a safe event environment.

WoodSmoke may stop service when employees or contractors face:

• Threats
• Harassment
• Violence
• Dangerous intoxication
• Unsafe animals
• Illegal activity
• Unsafe venue conditions

Stopping service for a documented safety reason does not automatically create a right to a refund.

16. Alcohol

WoodSmoke will provide or serve alcohol only when specifically stated in the Agreement and when all required licenses, permissions, insurance and age-verification procedures are in place.

When alcohol is supplied or served by the client, venue or another vendor, that party remains responsible for alcohol compliance unless the Agreement expressly states otherwise.

17. Subcontractors

WoodSmoke may use qualified employees, contractors, rental providers and approved service partners to fulfill the Agreement.

WoodSmoke remains responsible for managing the services it has agreed to provide.

18. Photography

WoodSmoke may photograph food, equipment and non-identifiable event setups for portfolio or promotional purposes.

WoodSmoke will obtain appropriate permission before intentionally using identifiable images of the client or guests when permission is required.

A client may submit a written request before the event asking WoodSmoke not to take promotional photographs.

19. Events Beyond Reasonable Control

Neither party will be responsible for failure caused by circumstances beyond reasonable control, such as:

• Natural disasters
• Government orders
• Wildfire or mandatory evacuation
• Extreme weather
• Utility failure
• Major transportation interruption
• Serious illness or emergency
• Venue closure
• Labor disruption
• Public-health restrictions

The parties will follow the Cancellation, Refund and Rescheduling Policy and make reasonable efforts to reduce avoidable losses.

20. Limitation of Liability

To the fullest extent permitted by law, WoodSmoke’s liability arising from the contracted event will not exceed the amount actually paid to WoodSmoke for the affected services.

This provision does not limit liability that cannot legally be limited.

21. Entire Agreement

The Agreement, approved proposal, invoice, these Catering Terms, the Cancellation Policy and any written amendments form the complete agreement between the parties.

Any modification must be approved in writing.