These terms and conditions form the basis of the booking between the organiser and King’s Food. All bookings are provisional until confirmed by King’s Food.

A minimum of seven working days’ notice is required for all catering orders.  

A £20 minimum spend applies to each catering order that is delivered or serviced. If the minimum spend is not met, a supplementary charge will be applied to make up the difference.

All prices for external bookings including staffing charges are subject to VAT. 

Delivered and serviced catering orders will be cleared two hours after delivery. Formal dining has a service time of three hours.

Should you require your event to continue beyond these service periods, additional staffing charges will apply at a rate of £20 per staff member, per 30 minutes.

These charges will be calculated in accordance with the staffing ratios within our event standard operation practice and will be quoted and explained in advance if requested.

Requests for extended service should be communicated in advance where possible to ensure appropriate staffing arrangements can be made.

In the event advance notice is not provided the charge increases to £30 per 30 minutes to account for overtime rates and will be added to your quote with an explanation of the charge at the point of invoicing.

King’s Food is responsible for all alcohol sales and consumption within our licensed event spaces and subject to the licensing terms and conditions issued by the local authority. Any alcohol delivered by King’s Food to department owned spaces is the responsibility of King’s Food and subject to our licensing terms.

Corkage charges will apply to all alcohol that is brought in to and consumed in our licensed event spaces, and prior agreement must be obtained. Please see our drinks menu for prices.

A sale or return policy applies to alcoholic drinks ordered from our drinks menu. Only 10% of the order is eligible for sale or return. Food and non-alcoholic drinks are not provided on a sale or return basis.

External catering is not permitted within KCL event spaces. If King’s Food are unable to meet specific catering requirements (i.e. a wedding cake), customers are permitted to bring catering in, if this is agreed with King’s Food in advance.

All delivered catering equipment is the property of King’s Food and must be returned. A charge will be applied to the booking if any catering equipment is damaged or lost.

The charges are as follows:

• Small items (glasses, jugs, cutlery and plates): £5 each
• Large items (platters, fruit bowls, branded water bottles): £10 each
• Delivery/Collection boxes: £10 each
• Specialty items (wooden display boxes and any other items not listed charges)  £TBA

If catering equipment is removed from an event, it is the client’s responsibility to return the items to King’s Food within 24 hours.

Jugs of water can be provided upon request and a charge of £0.50 per person will be applied to the booking to cover the cost of disposables/glassware cleaning/equipment hire. 

Tablecloths are not included as part of the Everyday Hospitality service. Should a tablecloth be required, this may be added to the booking for an additional fee of £10.

A formal table set-up for non-formal dining arrangements is available upon request for an additional charge of £10 per person.

For large events, we may supply water in large Kilner drink dispensers, rather than 1L jugs. The standard charge of £0.50 per person for the provision of disposables/cleaning of glassware will apply. 

Self-catering is not permitted. Please contact studentbookings@kcl.ac.uk for details and permissions.

The time requested on the booking is when the catering will be ready.

• If collecting, please make sure you arrive at this time.
• If we are delivering, we will deliver your order to your room boxed.
• If it is a serviced order, please ensure that your room/space is available 30 minutes before your requested time to allow for set up. Please note that catering staff will need to enter the room to set up before the booking time. If you do not want your event to be interrupted, please make this clear when placing your order.

During busy periods, some orders may arrive up to 30 minutes earlier than requested. Specific delivery or clearing times/requirements must be requested at the time of booking.

We recommend that someone is available to receive the order, especially if the delivery location is an open space, to ensure that the delivery is secure.

Collected and delivered options accept responsibility for either disposing of rubbish or returning to collection or delivery point within a two-hour window.

Please select your preferred option, (i.e. vegetarian, plant-based, meat or fish) at the time of booking, in the notes section. If you do not make a selection, the default provision will be the plant-based option.

Whilst every effort will be made to produce the exact menu agreed, King’s Food reserves the right to alter a menu or individual item as required. We will endeavour to notify you of any changes prior to your event but this may not always be possible.

Dietary and allergen information is detailed on all our menus. Please note that we cannot guarantee that catering provided does not contain traces of nuts or any other allergen. This is because our catering is produced in environments where these allergens are present. Please contact King’s Food if you require any further information. 

Amendments 

Amendments to special orders may incur charges and will be dealt with on a case-by-case basis. 

Cancellations

In the event of a full or partial cancellation of a confirmed booking for hospitality or vouchers, the following cancellation charges will apply:

• Seven working days’ notice: no charge
• Less than seven working days’ notice: 50% of the catering costs will be charged
• Less than three working days’ notice: 100% of the catering costs will be charged

King’s Food reserves the right to cancel or terminate, wholly or in part, any booking at any time and for any reason, including but not limited to, the following:

• If the organiser is more than 30 days in arrears in respect of charges due for previous and/or current bookings or part(s) thereof.
• If the booking might, in the University's reasonable opinion, prejudice the reputation of King’s College London.
• If the behaviour of individual guests or a group, as a whole or in part, is deemed by King’s Food to be unacceptable. 
• If there is any breach of the University's terms and conditions of booking, or other relevant University policies. 

There are certain buildings in the university where we cannot provide a delivered catering service. In some locations, only a limited menu and/or disposable crockery can be delivered. Please note that catering is not permitted in lecture theatres, computer rooms or laboratories. 

To reduce food waste, we now provide takeaway boxes free of charge. Please note that if food is taken off site, it is done so at the individual’s risk.

Food safety regulations recommend that food is consumed within two hours of being served. King's Food is not liable for any issues that arise from food being consumed after this time, or because of improper transportation/storage. 

• Vouchers are non-refundable and the total amount will be charged to your account code (or invoice + VAT if external).
• Any unused vouchers can be redeemed until the expiry date that is printed on them, which will be the last date in July each year. If you have many vouchers left over, please tell us when you will use them so that our team can prepare accordingly.
• Vouchers can be used in all King’s Food outlets across all campuses. We request that vouchers are booked and charged according to the site, and for the date/s that they are expected to be redeemed, to help us manage staffing and prepare food accordingly.
• Vouchers can be redeemed in one transaction only.
• Vouchers are non-transferable and only valid for the items listed on them.
• Voucher orders must have prior approval from the relevant campus manager.
• Voucher bookings are subject to availability and term time/capacity restrictions apply.