Terms & Conditions
ULTIMO CATERING + EVENTS (“ULTIMO”)
TERMS & CONDITIONS – CATERING, FUNCTIONS AND EVENTS
As of 15 March 2024
BOOKING CONDITIONS & ACCEPTANCE OF QUOTE
The Customer is asked to read carefully all the provisions of the Contract concerning their function. The Contract must be duly dated, signed and returned by the customer within the appointed time with the required deposit payments. If Ultimo Catering + Events accepts a change to the Contract signed by both parties, a new Contract offer shall be drawn up which shall cancel the previous offer.
PENDING BOOKINGS
Pending bookings will be held for a period of 1 month. If not confirmed during this time, and every effort has been made to contact the client, the booking will be cancelled.
TERMS OF PAYMENT
On confirmation of a booking, a deposit is required. Final payment is due no later than 7 days prior to the function. Any extra charges (non returns, extended staff hours, breakages) will be invoiced post event.
MENU SELECTION + CHANGES
Final menu selections must be confirmed no later than 14 days prior to the booking date. Requests for changes to menu selection within 14 days prior to a function will be considered at the sole discretion of Ultimo. We will do everything possible to facilitate your requests, but not all changes can be guaranteed and substitutions may be suggested where items are not available. In the case of supply shortages outside of our control, menu and beverage items may be substituted by a similar product.
CONFIRMATION OF NUMBERS
Final numbers must be confirmed 10 days prior to the function. If no guaranteed number is received, the original number contracted or final head count, whichever is greater, will be charged.
DIETARY REQUIREMENTS
Final dietary requirements must be provided no later than 10 days prior to the booking date. Requests for changes or additions within 10 days prior to a function will be considered at the sole discretion of Ultimo. We will do everything possible to facilitate your requests, but not all changes can be guaranteed and substitutions may be suggested where items are not available.
PUBLIC HOLIDAYS
Ultimo has a surcharge of 20% on food & 75% surcharge on staff on public holidays (due to recent award changes).
SAFE FOOD TRANSPORT
All food is required to be transported in a refrigerated vehicle. If, due to the size of your function or event, Ultimo are required to hire a bigger refrigerated vehicle to safely transport and store your food for the duration of your function, this will be charged at $450-$550 depending on guest numbers and volume of food, beverages or equipment required to be transported.
RESPONSIBLE SERVICE OF ALCOHOL
Ultimo upholds the principle of Responsible Service of Alcohol and in accordance with the applicable liquor license, reserves the right to refuse service to persons suspected to be under the age of eighteen years and to any person who shows signs of intoxication. Ultimo reserves the right to remove the offending guest/s from the premises or to close the bar entirely.
BEVERAGES
BYO Beverages at a Fixed Venue – You will be charged a licensing fee of $5.5 / head. Ultimo is a full service food & beverage caterer and holds a Special Facilities Liquor License. We therefore hold the liability and costs associated with this.
BYO Beverages at Private Residence – You will not be charged a licensing fee.
Optional BYO Beverage Handling Fee – For BYO beverages at both a fixed venue or a private residence, you have the option of having your beverage order delivered to our base, and Ultimo will store, chill, handle & transport to your function or event for $450 additional vehicle hire (if not already required) + $330 labour handling fee.
All bookings at the Quarry Amphitheatre are required to use Ultimo for Beverages as we hold the liquor license.
If you are using Ultimo Provided Beverages there is no licensing fee and no handling labour fee.
Beverage Packages Disclaimer
While we take great care to provide accurate beverage estimates based on confirmed guest numbers and past event data, individual group preferences and consumption patterns can vary significantly. Some events may see an unexpected higher demand for certain products. Ultimo maintains a reserve stock at our base to ensure we are prepared to restock promptly if actual consumption exceeds our initial estimates. In such cases, our team, is trained to respond immediately to maintain smooth service and guest satisfaction. We do our best to ensure a product is restocked with the same (or similar product) as quickly as possible in most instances. However, this is not always feasible.
EQUIPMENT + BOND
All equipment required for the event can be arranged by Ultimo. We will be hiring on your behalf and will not be responsible for any damages or shortages of hire equipment. Ultimo will not be liable for any injuries arising from the hiring of this equipment. Ultimo reserves the right to charge a $100 Bond on all equipment hired on behalf of the client depending on the quantity of equipment required. This will be considered at the sole discretion of Ultimo. This bond will be due to be paid 7 days prior to the function date. The bond will be reconciled post event.
MARKETING DISCLAIMER
When you attend an Ultimo function, you enter an area where photography & videography may occur. Ultimo will always seek the event organiser or client’s permission to have an additional photographer present. By entering the event premise, you & your guests consent to such photographic content being used for marketing and promotional purposes.
HEALTH + SAFETY DISCLAIMER
Ultimo will not be liable for food requested to be left behind or taken after a function. Ultimo endeavours to advise guests of all dietaries in our food, however all items are prepared in our commercial kitchen where trace elements of seafood, nuts and other allergens may be present. Ultimo takes no responsibility for any allergic reactions.
FUNCTIONS QUOTED IN ADVANCE
For functions taking place over 6 months from the date originally quoted and/or confirmed, there may be an increase in the price of food, beverages, staffing, equipment or potential price increases by our suppliers. Therefore, for any pending or confirmed bookings, Ultimo reserves the right within the 3 months prior to the event date, if required. A price increase of up to 10% (and no more than 10%), may be applied at this time.
FORCE MAJEURE
Any delay or failure in the performance by Ultimo shall be excused if and to the extent caused by the occurrence of a Force Majeure. For purposes of this Contract, Force Majeure shall mean a cause or event that is not reasonably foreseeable or otherwise caused by or under the control of the Party claiming Force Majeure, including extreme weather, fires, floods, explosions, riots, accidents, governmental acts, injunctions, power failures, labour strikes or COVID-19.
CANCELLATION
Cancellation of a booking must be received in writing. Ultimo reserves the right to withhold all or part of, as outlined below;
| Function Cancellation Date Range | Function Cancellation Charges |
| Over 30 days prior to confirmed function date | 25% of total quoted function charges |
| 10 – 30 days prior to confirmed function date | 50% of total quoted function charges |
| Less than 10 days prior to confirmed function date | 100% of total quoted function charges |
POSTPONEMENT
Requests for postponement of a booking must be received in writing. The rescheduled booking date must be within 12 months of the original booking unless otherwise agreed upon in writing, and is subject to availability. All monies paid to date will be allocated to the new function date. Ultimo reserves the right to withhold all or part of the deposit for administration team and service costs incurred. Also refer to ‘Functions Quoted in Advance’ above.
Terms & Conditions
ULTIMO CATERING + EVENTS (“ULTIMO”)
TERMS & CONDITIONS – WEDDINGS
As of 15 March 2024
BOOKING CONDITIONS & ACCEPTANCE OF QUOTE
The Customer is asked to read carefully all the provisions of the Contract concerning their function. The Contract must be duly dated, signed and returned by the customer within the appointed time with the required deposit payments. If Ultimo Catering + Events accepts a change to the Contract signed by both parties, a new Contract offer shall be drawn up which shall cancel the previous offer.
PENDING BOOKINGS
Pending bookings will be held for a period of 1 month. If not confirmed during this time, and every effort has been made to contact the client, the booking will be cancelled.
TERMS OF PAYMENT
On confirmation of a booking, a deposit is required. The next progress payment is invoiced 8 weeks prior to the wedding. Final payment for all remaining quoted charges plus bond, is invoiced 14 days prior to the wedding, with payment required in full at least 7 days prior to wedding date. Any extra charges (non returns, extended staff hours, breakages) will be invoiced post event.
| Invoice Schedule | Total payable |
| On booking confirmation | 10% of total quoted wedding charges |
| 8 weeks prior to wedding date | 40% of total quoted wedding charges |
| 14 days prior to wedding date | Remaining of total quoted charges + bond. Payment required in full 7 days prior to wedding date. |
CONFIRMATION OF NUMBERS
Final numbers must be confirmed at no later than 21 days prior to the wedding date. If your guest numbers drop from this date, Ultimo reserves the right to invoice for the numbers confirmed 21 days prior. If no confirmed number is received 21 days prior to your event date, the original number quoted or final head count, whichever is greater, will be charged.
PUBLIC HOLIDAYS
Ultimo have a surcharge of 20% on food & 75% surcharge on staff on public holidays, due to recent award changes.
MENU SELECTION + CHANGES
Menu selections must be confirmed no later than 21 days prior to the booking date. Requests for changes to menu selection within 21 days prior to a function will be considered at the sole discretion of Ultimo. We will do everything possible to facilitate your requests, but not all changes can be guaranteed and substitutions may be suggested where items are not available. In the case of supply shortages outside of our control, menu and beverage items may be substituted by a similar product.
DIETARY REQUIREMENTS
Final dietary requirements must be provided no later than 14 days prior to the booking date. Requests for changes or additions within 14 days prior to a function will be considered at the sole discretion of Ultimo. We will do everything possible to facilitate your requests, but not all changes can be guaranteed and substitutions may be suggested where items are not available.
SAFE FOOD TRANSPORT
All food is required to be transported in a refrigerated vehicle. For wedding bookings over 60pax, Ultimo are required to hire a bigger refrigerated vehicle to safely transport and store your food for the duration of your function. This is charged at $450-550 depending on guest numbers.
RESPONSIBLE SERVICE OF ALCOHOL
Ultimo uphold the principles of Responsible Service of Alcohol and in accordance with the liquor license applicable, reserves the right to refuse service to persons suspected to be under the age of eighteen years and to any person who shows signs of intoxication. Ultimo reserves the right to remove the offending guest/s from the premises or to close the bar entirely.
BEVERAGES
BYO Beverages at a Fixed Venue – You will be charged a licensing fee of $5.5 / head. Ultimo is a full service food & beverage caterer and holds a Special Facilities Liquor License. We therefore hold the liability and costs associated with this.
BYO Beverages at Private Residence – You will not be charged a licensing fee.
Optional BYO Beverage Handling Fee – For BYO beverages at both a fixed venue or a private residence, you have the option of having your beverage order delivered to our base, and Ultimo will store, chill, handle & transport to your function or event for a $330 handling labour fee.
All bookings at the Quarry Amphitheatre and Sunset Terrace Scarborough SLSC are required to use Ultimo for Beverages as we hold the liquor license.
If you are using Ultimo Provided Beverages there is no licensing fee and no handling labour fee.
Beverage Packages Disclaimer
While we take great care to provide accurate beverage estimates based on confirmed guest numbers and past event data, individual group preferences and consumption patterns can vary significantly. Some events may see an unexpected higher demand for certain products. Ultimo maintains a reserve stock at our base to ensure we are prepared to restock promptly if actual consumption exceeds our initial estimates. In such cases, our team, is trained to respond immediately to maintain smooth service and guest satisfaction. We do our best to ensure a product is restocked with the same (or similar product) as quickly as possible in most instances. However, this is not always feasible.
EQUIPMENT + WEDDING BOND
All equipment required for the event can be arranged by Ultimo. We will be hiring on your behalf and will not be responsible for any damages or shortages of hire equipment. Ultimo will not be liable for any injuries arising from the hiring of this equipment.
A $1,000 Wedding Bond is required which will be reconciled post-event. This bond will be due to be paid 14 days prior to the wedding date and held by Ultimo to cover any breakages, damages, extra staff hours or equipment (pre-approved by you), any difference between estimated delivery & collection fee and actual fees charged to Ultimo, plus anything out of scope that is requested by you, that may be required in the lead up or on the day. The bond will be reconciled 14 days post your wedding date pending the invoice received from the hire company.
WEDDING CATERING COORDINATOR
An Ultimo Wedding Coordinator will endeavour to be present on the day of your function. However, in the event of multiple weddings taking place on the same day (2+), your wedding coordinator is not guaranteed to be present at your event. Should a logistical clash occur, Ultimo will arrange a Senior Event Supervisor to be present on behalf of your Wedding Coordinator if they are unable to attend. We will always advise our clients in advance who is supervising their event.
ADDITIONAL ON DAY COORDINATION
Ultimo provide on day coordination only for catering and service staff, including the set up of catering service related equipment. i.e. tables, chairs, cutlery, crockery, bar and kitchen. Any coordination on the day required outside of our usual scope of services will be charged at a fee of $75.00 per hour. This includes, but is not limited to, last minute changes due to the weather, styling decisions, or set up/pack down/collection of other items not provided or arranged through Ultimo.
MARKETING DISCLAIMER
When you attend an Ultimo function, you enter an area where photography & videography may occur. Ultimo will always seek the event organiser or client’s permission to have an additional photographer present. By entering the event premise, you & your guests consent to such photographic content being used for marketing and promotional purposes.
HEALTH + SAFETY DISCLAIMER
Ultimo will not be liable for food requested to be left behind or taken after a function. Ultimo endeavours to advise guests of all dietaries in our food, however all items are prepared in our commercial kitchen where trace elements of seafood, nuts and other allergens may be present. Ultimo takes no responsibility for any allergic reactions.
WEDDINGS QUOTED IN ADVANCE
For weddings taking place over 6 months from the date originally quoted and/or confirmed, there may be an increase in the price of food, beverages, staffing, equipment or potential price increases by our suppliers. Therefore, for any pending or confirmed bookings, Ultimo reserves the right within the 3 months prior to the event date, if required. A price increase of up to 10% (and no more than 10%), may be applied at this time.
FORCE MAJEURE
Any delay or failure in the performance by Ultimo shall be excused if and to the extent caused by the occurrence of a Force Majeure. For purposes of this Contract, Force Majeure shall mean a cause or event that is not reasonably foreseeable or otherwise caused by or under the control of the Party claiming Force Majeure, including extreme weather, fires, floods, explosions, riots, accidents, governmental acts, injunctions, power failures, labour strikes or COVID-19.
CANCELLATION
Cancellation of a booking must be received in writing. Ultimo reserves the right to withhold all or part of, as outlined below;
| Function Cancellation Date Range | Function Cancellation Charges |
| Up to 90 days prior to confirmed function date | 10% of total quoted wedding charges |
| 30-90 days prior to confirmed function date | 40% of total quoted wedding charges |
| 14-30 days prior to confirmed function date | 60% of total quoted wedding charges |
| 0-14 days prior to confirmed function date | 100% of total quoted wedding charges |
POSTPONEMENT
Requests for postponement of a booking must be received in writing. The rescheduled booking date must be within 12 months of the original booking unless otherwise agreed upon in writing, and is subject to availability. All monies paid to date will be allocated to the new function date. Ultimo reserves the right to withhold all or part of the deposit for administration team and service costs incurred. Also refer to ‘Functions Quoted in Advance’ above.
Cover Photo by Kirsten Graham Photography
