Refund & Cancellation Policy

At The BBQ Catering Company, we understand that event plans can sometimes change. This Refund & Cancellation Policy explains how cancellations, postponements, advance payments, menu changes, guest count changes and refunds are handled for catering bookings made with us. We request all customers to read this policy carefully before confirming a booking.

Booking Confirmation

A catering booking is considered confirmed only after we receive the agreed advance payment. The advance payment helps us block the event date, allocate our chefs and service team, plan the menu, arrange raw materials, coordinate logistics and prepare the required catering setup. Once a booking is confirmed, the date and service slot are reserved for your event.

Cancellation by Customer

If you wish to cancel your catering booking, please inform us as early as possible through phone, WhatsApp or email. Cancellation charges may apply depending on how close the cancellation is to the event date and how much preparation has already been completed.

Cancellation Terms

Cancellation Timeline	Refund Eligibility
Cancellation 7 days or more before the event	Partial refund may be provided after deducting planning, coordination and administrative costs
Cancellation 3 to 6 days before the event	Refund may be limited depending on procurement, staffing and preparation already completed
Cancellation within 48 hours of the event	Advance amount will usually be non-refundable
Cancellation on the event day	No refund will be applicable

Non-Refundable Advance

The advance payment may be non-refundable in cases where:

• The event date has been blocked exclusively for the customer
• Raw materials or ingredients have already been purchased
• Chefs, service staff or live counter teams have already been allocated
• Equipment, counters, vessels or logistics have been arranged
• Menu preparation or backend coordination has already started
• The cancellation is made very close to the event date

The exact refund amount, if applicable, will be reviewed based on the booking value, event type, preparation stage and cancellation timeline.

Postponement or Date Change

If you need to postpone your event, we will try our best to adjust the booking to a new date based on our team and slot availability. Postponement requests must be shared as early as possible.

If the new date is available, the advance amount may be adjusted against the revised booking. However, any additional costs caused due to price changes, extra logistics, menu changes, venue changes or vendor arrangements may be charged separately. If the new date is not available, the booking may be treated as a cancellation as per this policy.

Changes in Guest Count

Final guest count must be confirmed before the agreed deadline shared during booking. If the guest count is reduced after confirmation, refunds may not be applicable for the reduced number of guests if procurement, staffing or preparation has already been planned based on the earlier confirmed count.

If the guest count increases, additional charges will apply based on the revised number of guests and menu requirements. We request customers to share the most accurate guest count possible before final confirmation so we can plan food quantity, staff strength and service flow properly.

Menu Changes After Confirmation

We allow reasonable menu changes before preparation begins. However, menu changes requested close to the event date may not always be possible, especially if ingredients have already been purchased or preparation has started. If the revised menu increases the cost, the additional amount must be paid before the event.

If the revised menu reduces the cost, adjustment or refund will depend on the preparation stage and procurement status.

Refund Process

If a refund is approved, it will be processed to the original payment method or another mutually agreed payment mode. Refunds may take 7 to 10 working days after approval, depending on bank or payment gateway timelines.

Any transaction charges, payment gateway fees or bank charges may be deducted from the refundable amount where applicable.

Cancellation by The BBQ Catering Company

In rare situations, we may need to cancel or reschedule a booking due to unavoidable circumstances such as natural calamities, government restrictions, serious operational issues, safety concerns or events beyond our control.

In such cases, we will offer one of the following options:

• Reschedule the booking to another available date
• Adjust the amount against a future event
• Provide a refund after deducting any unavoidable costs already incurred, if applicable

 

No Refund for Completed Services

Once catering service has been delivered at the event venue, refunds will not be applicable. If there is any service-related concern, we request customers to inform us during the event itself so our team can address it immediately wherever possible. Complaints raised after event completion will be reviewed, but they may not qualify for a refund.

Food Quantity and Leftovers

Our food quantity is planned based on the confirmed guest count, selected menu and standard serving portions. Refunds will not be provided for leftover food, lower guest attendance or guests not consuming certain dishes. Similarly, if the actual number of guests exceeds the confirmed count, we may not be responsible for shortage beyond the agreed service quantity.

Venue, Setup and Access Issues

The customer is responsible for ensuring that the venue is accessible for our team, equipment, food movement and setup requirements.

Any delay caused due to venue access restrictions, parking issues, lift restrictions, power failure, water unavailability, permission issues or last-minute venue changes may affect the service timeline. Refunds will not be applicable for delays or service limitations caused by venue-side issues that are outside our control.

Live Counters and BBQ Setup

For live BBQ counters, live food stations or on-site cooking setups, we may require sufficient space, power access, ventilation and permission from the venue. If the venue does not allow live cooking, BBQ setup, smoke-based counters or equipment movement after booking confirmation, the menu or service format may need to be modified. Refunds may not be applicable if the restriction comes from the venue after the booking has been confirmed and preparation has already started.

Force Majeure

The BBQ Catering Company will not be liable for cancellations, delays or service limitations caused by events beyond our control, including but not limited to:

• Heavy rain or extreme weather
• Traffic restrictions
• Road closures
• Government rules or public restrictions
• Natural disasters
• Strikes or civil disturbances
• Power failure at the venue
• Venue access issues
• Emergency situations outside our control

In such cases, refunds or adjustments will be handled based on the actual situation and costs already incurred.

Contact for Cancellation or Refund Requests

For cancellation, postponement or refund-related requests, please contact us as early as possible. This helps us check the booking status, preparation stage and available options clearly.

THE BARBEQUE CATERING COMPANY
No 42, Site No 18,19,22,23, 2nd Cross Rd, Hosapalaya,
Haraluknute Village, Muneshwara Nagar,
Bengaluru, Karnataka 560068

GSTIN: 29BNHPB3134K1Z1

Working Hours:
Monday to Saturday
10:00 AM – 08:00 PM

Email: sales@thebbqcatering.com
Phone: +91 99721 26212

Please mention your booking name, event date, venue location, menu selected and payment details while raising a cancellation, postponement or refund request.

FAQs

Is the advance payment refundable?

The advance payment may be partially refundable depending on the cancellation timeline and preparation status. If ingredients, staff, logistics or setup arrangements have already been planned, deductions may apply.

Can I postpone my catering booking?

Yes, you can request a postponement. We will try to adjust your booking to a new date based on availability. If the new date is unavailable, the booking may be treated as a cancellation.

What happens if I cancel one day before the event?

Cancellations made within 48 hours of the event are usually non-refundable because procurement, preparation and team allocation are already completed or in progress.

Can I reduce the guest count after booking?

You can request a guest count change, but refunds may not apply if preparation has already started based on the earlier confirmed count.

How long does it take to receive a refund?

Approved refunds are usually processed within 7 to 10 working days, depending on bank or payment gateway timelines.

Will I get a refund if fewer guests attend the event?

No, refunds are not provided for lower guest attendance, leftover food or guests not consuming certain dishes. Food quantity is planned based on the confirmed guest count.

Can I change the menu after confirmation?

Menu changes are possible if requested early. Changes requested close to the event date may not always be possible, especially if ingredients have already been purchased.

What if The BBQ Catering Company cancels the booking?

In rare unavoidable situations, we may offer a reschedule, future adjustment or refund after reviewing the costs already incurred.

Will I get a refund if the venue has restrictions?

Refunds may not be applicable if the venue has restrictions related to setup, live counters, BBQ service, power access, parking, lift usage or food movement after the booking has already been confirmed.

Whom should I contact for refund or cancellation requests?

You can contact The BBQ Catering Company by calling +91 99721 26212 or emailing sales@thebbqcatering.com with your booking details, event date, venue location and payment information.