Effective Date: January 12 , 2026
These Terms & Conditions govern catering and related services provided by Fyrestoke (we, us, our) to the client named in the Service Agreement (you, your). By signing the Service Agreement, you agree to these Terms & Conditions. If there is a conflict between the Service Agreement and these Terms & Conditions, the Service Agreement controls.
1. Quotes, Proposals, and Pricing
- Quotes are estimates based on the event details provided at the time of quoting and remain valid for 14 days unless stated otherwise.
- Pricing may change if guest counts, menu selections, service style, venue access, rentals, or timing change.
- All prices are in Canadian dollars and are exclusive of applicable taxes, service charges, permits, venue fees, and third‑party rental costs unless expressly stated.
2. Booking, Deposits, and Payments
- A booking is confirmed only when we receive both (a) a signed Service Agreement and (b) the required non‑refundable deposit stated in the Service Agreement.
- The remaining balance is payable as stated in the Service Agreement.
- Final payment is due no later than 10 days prior to the event date, unless otherwise agreed in writing.
- We may suspend or cancel services if payments are not made when due.
3. Changes After Booking
- We will make reasonable efforts to accommodate changes. Changes may affect pricing and may require written confirmation.
- Additional on‑site requests (e.g., extra portions, staff hours, rentals) will be billed at our prevailing rates and are due upon invoicing.
4. Cancellations and Refunds
- All cancellations must be made in writing.
- Deposits are non‑refundable.
- If you cancel 30 or more days before the event date: payments made beyond the deposit will be refunded.
- If you cancel 15–30 days before the event date: 50% of the total event cost is non‑refundable.
- If you cancel fewer than 14 days before the event date: 100% of the total event cost is due.
- If we must cancel due to a force majeure event (see Section 13), we will refund amounts paid less non‑recoverable third‑party costs actually incurred.
5. Guest Count and Minimums
- A reasonable estimated guest count is required at booking.
- Your final guest count is due 10 days before the event. If the final count increases after that date, we will try to accommodate but cannot guarantee availability.
- Charges will be based on the greater of the final confirmed count or the number of guests served.
6. Menu, Dietary Needs, and Allergens
- We can accommodate many dietary preferences with advance notice. You are responsible for communicating all allergies and dietary restrictions for your guests.
- While we take care to avoid cross‑contact, our kitchens and on‑site setups may handle common allergens. We cannot guarantee an allergen‑free environment.
7. Food Safety and Leftovers
- For food safety, perishable items left out beyond safe service windows may be discarded at our discretion.
- Once food leaves our control (e.g., after service or client pickup), you assume responsibility for proper handling and storage.
8. Service Styles and Staffing
- Service style (Drop‑Off, Buffet Style, Elevated Dining) is as selected in the Service Agreement or proposal.
- Standard staffing levels are based on guest count and service style. Additional staff may be required for complex venues, extended service, or add‑ons and will be billed accordingly.
- Overtime for staff requested on site will be charged at prevailing rates with a one‑hour minimum per staff member.
9. Access, Setup, Rentals, and Utilities
- You agree to provide safe, timely access to the venue, adequate setup space, water, and electrical supply as discussed.
- For live‑fire events, the venue must allow open‑flame cooking and have suitable outdoor space with ventilation and clearance.
- Rentals (tables, chairs, dishware, tents, generators, etc.) can be coordinated by us or by you. You are responsible for rental costs, loss, or damage not caused by our negligence.
- Load‑in/load‑out fees, elevator use, venue coordination, parking, travel, and similar access costs may be charged at cost plus an administrative fee.
10. Venue Requirements and Permits
- You are responsible for obtaining required venue approvals and permits unless we agree in writing to obtain them on your behalf.
- Any venue‑mandated fees (e.g., kitchen use fees, waste disposal, security) will be billed to you.
11. Alcohol Service
- Unless expressly stated in writing, Fyrestoke does not sell alcohol. If alcohol service is provided, it will be under appropriate licensing and Smart Serve/Serving It Right compliance, as applicable.
- You are responsible for complying with all alcohol laws and venue policies. We may refuse service to intoxicated or underage guests.
12. Outdoor Events, Weather, and Fire Safety
- You agree to provide appropriate weather contingency plans (e.g., covered areas, tenting, flooring) and to follow fire bans, local bylaws, and safety requirements.
- For safety, we may modify or pause live‑fire cooking during high winds, extreme weather, or fire advisories. We will use commercially reasonable efforts to offer alternative preparation methods when feasible.
13. Force Majeure
- Neither party is liable for delays or failures caused by events beyond reasonable control, including severe weather, wildfire or fire bans, labour disputes, supply disruptions, utility outages, epidemics, government orders, or acts of God.
- If a force majeure event materially impacts performance, we will work in good faith to reschedule. If rescheduling is not possible, we will refund amounts paid less non‑recoverable costs actually incurred.
14. Damages and Liability
- You are responsible for any damage to venue property, rentals, or our equipment caused by you, your guests, vendors, or invitees.
- To the maximum extent permitted by law, our total liability arising from the services will not exceed the amounts you paid for the event giving rise to the claim.
- We are not liable for indirect, incidental, special, or consequential damages.
15. Insurance and Indemnity
- We maintain customary commercial general liability insurance for our operations.
- You agree to indemnify and hold harmless Fyrestoke, its owners, employees, and contractors from claims, damages, and expenses arising from your breach of these terms, your directions, or the actions of your guests or vendors, except to the extent caused by our negligence or willful misconduct.
16. Photography and Marketing
- We may capture photos or short video clips of food, setups, and ambience for portfolio and marketing purposes. We will avoid photographing identifiable guests unless you grant consent or unless guests are incidental to larger scene shots. Tell us in writing before the event if you prefer no photos.
17. Taxes, Service Charges, and Gratuities
- Applicable taxes will be added to your invoice. Service charges or gratuities, if any, will be stated in your proposal or invoice. Voluntary tips are appreciated and go to the team.
18. Subcontractors
- We may engage trusted subcontractors or partner vendors (e.g., rental companies, bakers, florists) to support your event. We remain responsible for our performance under this agreement.
19. Privacy
- We handle personal information in accordance with our Privacy Policy. By engaging our services, you acknowledge that policy.
20. Governing Law and Disputes
- These Terms & Conditions are governed by the laws of Ontario and applicable federal laws of Canada.
- The parties will first attempt good‑faith negotiation, then mediation in Ontario. If unresolved, disputes may be brought in the courts of Ontario.
21. General
Electronic signatures and copies are acceptable and enforceable.
Independent contractor: We act as an independent contractor, not your employee or agent.
Severability: If a term is unenforceable, the rest remains in effect.
Waiver: A waiver must be in writing and is not a continuing waiver.
Entire agreement: The Service Agreement and these Terms & Conditions (and any written addenda) are the entire agreement regarding your event.
Amendments: Changes must be in a written document signed by both parties (email confirmation is acceptable unless a signature is required by law).