Policies and Procedures

 

Deposits

• All deposits are non-refundable.

• If you need to cancel your event, your deposit can be transferred to a new date. You may rebook up to one year from the original event date.

 

Reservations

• For bookings made 14 days or less before the event, full payment is required at the time of booking. No deposits will be accepted. No exceptions.

 

Last-Minute Booking Policy

• Any bookings made less than 14 days before the event are considered late bookings.

• Late bookings will incur a rush fee of 20% of the total invoice to account for expedited preparation and scheduling.

• Full payment is required at the time of booking, and menu options may be limited based on ingredient availability.

• Late bookings are non-refundable.

 

Venue Requirements

• Venue details must be provided at the time of booking. These details are required before a non-refundable deposit is accepted.

 

Guest Count Requirements

• You must book a package based on the total number of expected guests. Adjustments to reduce the guest count or package size are not allowed once booked. No exceptions.

 

Remaining Balances

• All remaining balances must be paid 14 days before the event date.

• Payments made after this deadline will incur a late fee of $150.

 

Cancellations

• For cancellations made less than 14 days before the event, 100% of the final balance will be forfeited.

 

Reservation Edits

• Changes to reservations made less than 30 days before the event will incur an inconvenience fee of $350.

• This includes updates to guest counts, menu selections, or other significant details.

 

Booking Minimums

• All services require a minimum spend of $1,000, regardless of guest count.

• For example, private dining for two guests will still have a $1,000 minimum charge.

 

Tastings

• Tastings are recommended for wedding parties.

• Tastings start at $250 per person with a minimum of two guests. A 6-course menu will be served.

• To book a tasting, email us at info@qoyacooks.com.

 

Consultations

• Phone consultations are available for a $50 fee.

 

Private Dining & Catering Housekeeping Rules

• To ensure smooth operations, no additional traffic is allowed in the kitchen or work area while our team is on-site.

Weather & Safety Policy

Weather conditions—especially during cabin stays, mountain locations, and winter months—may impact our travel and service execution. The safety of our team and the quality of your experience remain our highest priorities. The following terms apply to all bookings:

1. Severe Weather Conditions

Severe weather includes:

• Heavy snow, ice, or freezing rain
• Hazardous or closed roads
• Winter weather advisories or warnings
• Any conditions that make travel unsafe for staff

QoyaCooks LLC reserves the right to determine whether weather conditions are unsafe.

2. If We Cannot Safely Travel to Your Location

If severe weather prevents our team from safely reaching the event location:

Reschedule Only:

You may reschedule your service one time within 90 days at no additional charge (subject to availability).

• Non-Refundable Deposits & Payments:

All deposits & payments remain non-refundable under every circumstance, including weather-related issues.

• No Credits or Refunds:

No credits or refunds will be issued for weather-related cancellations due to advance food preparation, staffing, scheduling, and administrative costs.

3. If the Client Cancels Due to Weather

If the property is accessible and travel is safe, but the client chooses to cancel:

• All payments remain non-refundable
• A one-time reschedule is available within 90 days
• A new travel fee may apply depending on the revised date and location

4. Property Access Requirements

 

Clients are responsible for ensuring safe, clear access to the property. This includes:

• Driveways and walkways fully cleared of snow and ice
• Safe parking and unloading space for staff
• Accurate access instructions provided before arrival
• Communicating road or property conditions within 24 hours of service

If our team cannot safely access the property, service may be delayed, modified, or cancelled without refund.

5. Once Our Team Arrives

If weather worsens after staff arrival:

•No refunds or credits will be issued

Service adjustments may be made based on safety considerations

6. Guest Count Adjustments

If fewer guests attend due to weather, pricing remains based on the contracted guest count. Food quantities, staffing, and preparation do not adjust for weather-related absences.

7. Force Majeure

In the event of natural disasters, government travel restrictions, or states of emergency:

• A complimentary reschedule will be offered
• Otherwise, a service credit valid for 12 months will be issued
• Refunds are not provided

8. Company Rights

QoyaCooks LLC reserves the right to:

• Adjust arrival times for safety
• Modify service execution due to weather limitations
• Refuse service if conditions are unsafe for staff