Refund Policy

Overview

Our refund and cancellation policy applies to all catering, decor, buffet setup, event management, corporate catering, school functions, private events, weddings, BBQ events, hi-tea services, lunch boxes, and related services booked with Capital Caterers & Decorators.

All bookings are confirmed only after advance payment. The advance payment allows us to reserve your event date, arrange staff, plan the menu, prepare logistics, and begin event coordination.

Because catering and event services involve perishable food, staff scheduling, transport, decor preparation, and venue setup, refunds are handled according to the timing of cancellation and the preparation already completed.

To complete a refund request, we may require proof of booking, payment receipt, event details, and written cancellation confirmation.

Booking Advance

All events require an advance payment to confirm the booking.

The advance amount may vary depending on the event type, guest count, menu selection, decor requirements, setup, location, and total estimated bill.

A booking is not confirmed until the advance payment has been received and confirmed by Capital Caterers & Decorators.

Advance payments may be partially refundable only according to the cancellation timeline mentioned below.

Cancellations

If you cancel your event, the refund amount will depend on how close the cancellation is to the event date and how much preparation has already been completed.

There are certain situations where only partial refunds may be granted:

• Food items or ingredients have already been purchased
• Staff has already been booked
• Transport has already been arranged
• Decor items, flowers, stage, lighting, or setup materials have been prepared
• Special menu items have been sourced
• Vendor or equipment bookings have already been confirmed
• Administrative or planning work has already been completed

Cancellation More Than 7 Days Before Event

If the event is cancelled more than 7 days before the event date, a partial refund may be considered after deducting any planning, administrative, vendor, purchasing, or preparation costs already incurred.

The final refundable amount will depend on the event size, menu, decor, setup, and confirmed arrangements.

Cancellation 3 to 7 Days Before Event

If the event is cancelled 3 to 7 days before the event date, the advance payment may be partially refundable only if major food purchasing, staff booking, decor preparation, and vendor arrangements have not already been completed.

Any confirmed costs will be deducted from the refundable amount.

Cancellation Less Than 72 Hours Before Event

If the event is cancelled less than 72 hours before the event, the advance payment will usually be non-refundable.

This is because food purchasing, staff scheduling, transport, decor, crockery, equipment, and setup arrangements may already be confirmed.

Same-Day Cancellation

Same-day cancellations are non-refundable.

If food has already been prepared, packed, dispatched, delivered, or served, no refund will be applicable.

If staff, equipment, decor, or buffet setup has already reached the venue, the client may be required to pay the full or agreed remaining amount.

Refunds

Once your refund request is received, we will review your booking details, cancellation timing, payment record, menu preparation, staff arrangements, decor setup, and any costs already incurred.

We will notify you about the approval, rejection, or partial approval of your refund.

If your refund is approved, the amount will be processed through the agreed payment method within a reasonable time.

Approved refunds are usually processed within 7 to 14 working days.

Late or Missing Refunds

If your approved refund has not been received yet, first check your bank account or payment method again.

Then contact your bank or payment provider, as refund processing may take some time.

If you have done this and still have not received your refund, please contact us at:

Email: info@capitalcaterers.com
Phone/WhatsApp: 0312-0433220

Postponements

If you want to postpone or change your event date, please inform us as early as possible.

We will try to adjust your booking to the new date, subject to availability.

A postponement may include additional charges if new food arrangements, staff booking, decor preparation, transport, or vendor costs are required.

If the new event date is not available, the booking may be treated as a cancellation.

Guest Count Changes

Final guest count must be confirmed before the agreed deadline.

If the guest count is reduced after confirmation, the final bill may not be reduced if food, staff, setup, and event arrangements have already been planned or purchased.

If the guest count increases on the event day, additional charges may apply depending on food availability and service capacity.

Menu Changes

Menu changes may be accepted before the agreed deadline.

If ingredients have already been purchased or preparation has started, menu changes may not be possible or may include additional charges.

If a client replaces menu items with higher-cost dishes, the price difference will be charged separately.

Non-Refundable Services

Certain services and items are non-refundable once confirmed, purchased, prepared, or arranged.

Non-refundable items may include:

• Food already purchased or prepared
• Perishable food items
• Fresh flowers
• Custom decor items
• Stage, backdrop, or theme-based preparation
• Staff booking charges
• Transport arrangements
• Vendor booking charges
• Crockery and equipment reservation
• Specially sourced menu items
• Same-day or urgent bookings
• Printed or customized event materials

Food Already Prepared

Once food has been cooked, packed, dispatched, delivered, or served, refunds are not applicable.

Food is perishable and prepared specifically according to the confirmed event, guest count, and menu.

Capital Caterers & Decorators will not be responsible for food quality issues caused by delayed consumption, improper storage after delivery, external handling, or venue-related issues.

Weather, Venue, or External Issues

Refunds are not applicable for problems caused by weather, rain, wind, dust, extreme heat, road blockage, power failure, venue restrictions, parking issues, late venue access, security restrictions, government restrictions, or any situation beyond our control.

For outdoor events, the client is responsible for arranging proper venue facilities, weather protection, electricity, water access, and required permissions.

Damage or Loss Charges

If any crockery, cutlery, buffet equipment, tables, chairs, linens, decor items, lights, serving items, or other equipment are lost, broken, damaged, or stolen during the event, the cost may be deducted from any refundable amount or charged separately.

Corporate, School & Institutional Bookings

For corporate clients, schools, colleges, universities, offices, NGOs, and institutions, refund terms may depend on the approved quotation, invoice, purchase order, or written agreement.

Any special payment, cancellation, or refund terms agreed in writing will apply to that specific booking.

How to Request a Refund

To request a refund, please contact us with the following details:

• Booking name
• Event date
• Event location
• Payment details
• Reason for cancellation or refund request
• Proof of payment
• Any supporting details, if required

Refund requests can be sent to:

Email: info@capitalcaterers.com
Phone/WhatsApp: 0312-0433220

Need Help?

Contact us at info@capitalcaterers.com or 0312-0433220 for questions related to refunds, cancellations, postponements, or event bookings.

Note:

Refunds are reviewed fairly according to the event date, preparation completed, expenses incurred, and confirmed booking terms. We recommend discussing cancellation or changes as early as possible to avoid unnecessary charges.