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1. Check Availability & Get a Quote

Complete our enquiry form with a few simple details about your event, guest numbers and the services you’re interested in.

At this stage, you don’t need every little detail finalised — just enough for us to understand your plans and provide an initial quote.

2. Secure Your Date

Once you’re happy to move forward, we’ll send over:

• Your quote

• Booking paperwork

• Agreement/contract

• Deposit information

Once your deposit has been paid and your initial booking form completed, your date is officially secured within our diary.

You’ll then receive confirmation emails and automated welcome information.

Our standard deposit is 50%, although alternative arrangements can sometimes be discussed where appropriate.

Any minimum spends or booking requirements specific to your event will always be clearly outlined within your quote and booking emails.

3. Relax — Final Details Come Later

We know event planning changes constantly, so we keep the initial booking process simple and give you breathing space to finalise the finer details later on.

Once your booking is secured, you generally won’t hear much from us until closer to your event date unless we specifically need something from you — don’t worry, this is completely normal and your booking is safely secured within our diary.

During busy seasons, our inbox can become extremely active, but we aim to respond within 1 working day wherever possible.

If you haven’t heard from us, please feel free to send us a polite nudge — we’d always rather be reminded than have customers worrying.

To keep everything accurate and organised, we handle all booking communication via email wherever possible. This gives:

• A clear paper trail

• Accurate booking records

• Less chance of important details being missed

If possible, please keep replies within the same email thread and include your booking reference and event date when contacting us.

4. Final Booking Form & Guest Numbers

Your final booking form is due 3 weeks before your event and includes things such as:

• Final guest numbers

• Dietary information

• Timings

• Menu selections

• Setup information

• Any final changes or requests

Why we wait until 3 weeks: Guest numbers, timings and plans often change throughout the planning process, so this keeps everything cleaner and less stressful for everyone.

We always recommend booking with a conservative guest estimate initially, as numbers can always increase later if needed.

Please note: Once booked, guest numbers cannot decrease below the original confirmed amount.

5. Final Balance Payment

Once your final booking form has been completed, the remaining balance will be due.

Payments can be made via:

• Bank transfer

• Secure online payment link

6. Final Countdown

7 days before your event, you’ll receive a final countdown email with useful reminders, final information and any important updates before the big day.

7. Event Day

Our team usually arrives 1–2 hours before service begins to set up, prepare and ensure everything is ready to run smoothly and on time.

Whether it’s a wedding, birthday, private party or corporate event, our goal is simple:

Great food, smooth service and an experience your guests will remember.

8. After Your Event

You may receive a short review request, as customer feedback genuinely helps us improve and maintain high standards.

You may also occasionally receive updates regarding new menus, products, services or offers from Vines.

Additional Information

Planning & Logistics

Once your booking is confirmed, our team carefully plans your event around:

• Guest numbers

• Menu selections

• Service timings

• Venue access

• Setup requirements

• Travel and logistics

We always allow sensible contingency time for travel and setup to help ensure everything runs smoothly on the day.

Catering Unit Dimensions & Access

Our catering units and horseboxes typically require approximately:

• Height: 3m

• Length: 3m

• Width: 2m

Please ensure:

• Adequate access and turning space

• No low-hanging branches

• No height restrictions

• Safe setup space at the venue

If your venue has any access concerns or restrictions, please let us know as early as possible.

Power Requirements

Most of our catering units only require access to a standard 3-pin plug socket.

This is generally used for low-voltage LED lighting, and we provide extension leads where required.

Specific power requirements (if any) will always be discussed beforehand depending on your chosen setup.

Reliability & Backup Systems

One of the biggest advantages of booking with an established events company is reliability.

Unlike many smaller operators, we have:

• Backup drivers

• Backup event leaders

• Backup vehicles

• Backup catering units

• Multiple trained team members across all areas of the business

This means we have systems and contingencies in place to help protect your event if unexpected issues arise.

Transparent Pricing

Our pricing is usually structured per guest, making it simple and transparent to understand.

Travel, fuel and standard operational costs are included within your quote, meaning there are no hidden surprise charges later on.

Any optional extras or upgrades are clearly listed and priced within your booking paperwork.

Plates, Cutlery & Serving Equipment

Disposable plates, napkins and cutlery are included free of charge with all standard catering packages.

If you require china plates, premium cutlery or additional serving equipment, this can usually be arranged at an additional cost.

Queue Management & Service Style

Depending on guest numbers, timings and service style, our team may adjust service flow on the day to help keep queues moving efficiently and ensure all guests are served smoothly.

This may include:

• Rotating menu options

• Buffet-style service adjustments

• Portion pacing during peak periods

Our priority is always smooth service and a great guest experience.

Dietary Requirements & Allergies

We can cater for most dietary requirements and intolerances with advance notice.

However, due to the nature of working within mobile catering units and shared kitchens, we generally cannot guarantee allergy-safe preparation unless specifically agreed in writing beforehand.

While we always take food safety seriously, there is an increased risk of cross-contamination in these environments.

Safety, Hygiene & Insurance

We hold:

• 5-star food hygiene ratings

• Public liability insurance

• Employers liability insurance up to £10 million

All events are operated with the appropriate food safety procedures, risk assessments and operational processes required to deliver events safely and professionally.

Cancellation & Rescheduling

Deposits are fully refundable if cancellation takes place 12 months or more before the event date.

If cancellation takes place within 12 months of the event date, we are usually happy to transfer your booking to another available date within 12 months of cancellation.

We understand that life happens and always aim to be fair and reasonable wherever possible.

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