Reservation Policies

Reservation Deposits

A reservation deposit is required to secure your event date.
The deposit is applied toward the final invoice and confirms that the requested date has been reserved on the Pan To Palate calendar.
If a reservation is canceled more than 30 days before the scheduled event, the reservation deposit will be refunded in full.

Final Payment

The remaining balance is due within three calendar days following completion of services unless otherwise agreed upon in writing.
There is a 10% discount if services are paid fully in cash.
Itemized estimates are submitted for approval prior to each reservation.
The final invoice will reflect the guaranteed guest count, approved menu additions, grocery costs, and any staffing charges requested.

Cancellation Policy

Should a reservation need to be canceled, the following terms apply:

Cancellations made more than 30 days before the scheduled event will receive a full refund of the reservation deposit.
Cancellations made 8–30 days before the scheduled event are responsible for 50% of the confirmed event total.
Cancellations made within 7 days of the scheduled event are responsible for 100% of the confirmed event total.

Cancellation charges account for the reservation of the event date, scheduling and staffing commitments, menu planning, administrative preparation, and other business that may have been declined for the same date.

Guest Count, Menu changes, and dietaries

Guest Count Policy

An estimated guest count is sufficient when initially inquiring. Clients are not held to exact headcount at the time of inquiring for the date.

The final guaranteed guest count is due 14 calendar days before the scheduled service date.

Guest count decreases may be submitted until the 14-day deadline.
Once the final guaranteed guest count is confirmed, it becomes the billable guest count.
Guest count increases are welcomed at any time whenever possible but remain subject to staffing, ingredient availability, and menu feasibility.
Guests added after the 14-day deadline will be charged at the applicable per-person rate and may require additional staffing.
If fewer guests attend than the final guaranteed guest count, the invoice will remain based on the confirmed minimum billable count.

Menu structure and changes

Standard pricing listed is based on the menu structure and guest-count tier presented on the Pan To Palate Pricing page.
Clients are welcome to customize their menus. Additional dishes, proteins, courses, dietary variations, or labor-intensive requests may result in additional grocery, preparation, or staffing charges. ,or service charges.
All menu additions and related charges will be presented for approval before each event.
Significant menu changes requested close to the service date may not be possible due to ingredient availability, staffing, or preparation requirements.

Dietary Restrictions

Dietary restrictions, food allergies, and specialized menu needs should be disclosed as early as possible and no later than the final menu confirmation.
Pan To Palate will take reasonable precautions and make every effort to accommodate disclosed dietary needs. However, services are performed in residential kitchens and ingredients may be purchased from facilities that process common allergens. A completely allergen-free environment cannot be guaranteed
Clients are responsible for providing complete and accurate information on their menu and group form regarding severe allergies and dietary restrictions before the event.

Additional Staffing, Grocery, and Holiday reservations

Additional staff may be required based on:

Guest count
Menu complexity
Plated service
Bartending needs
Table service
Venue layout
Event timing

Events with more than 12 guests will generally require additional support but less-involved self-serve options are available without.
Any required staffing charges will be included in the event estimate or communicated for approval if the needs of the event change during planning

Grocery Sourcing

Per-person pricing includes grocery sourcing and reimbursement based on the approved menu.
Pan To Palate typically purchases a balance of organic and conventional ingredients according to quality, availability, seasonality, and the requirements of the selected menu.
Requests for exclusively organic ingredients, specialty products, premium purveyors, or a specific shopping location should be made before booking or during menu planning. These requests may affect the final price but will list on the estimate prior to the reservation date and subject to approval by client.
Certain ingredients or purveyors may not be available in every Colorado mountain community. Reasonable substitutions may be made when necessary while preserving the quality and intent of the menu.

Holiday Reservations

Holiday reservations are billed double the standard per-person rate.

Holiday pricing applies to:

Thanksgiving
Christmas Eve
Christmas Day
New Year’s Eve
New Year’s Day
Easter

Holiday availability is limited and reservations are confirmed on a first-come, first-served basis.

Travel & Location, Timing, and Gratuity

Service Timing and Access to Property

Clients are responsible for ensuring that the chef and assigned staff can access the property at the agreed-upon arrival time.
Delays caused by unavailable access, incomplete property instructions, venue restrictions, or significant changes to the agreed schedule may affect the timing or scope of service.

Gratuity

Gratuity is not included and is never required, but it is always appreciated.
Any gratuity received is distributed among myself and any service professionals assigned to the event.

Weather, Travel Disruptions, and Unforeseen Circumstances

Colorado weather and mountain travel can occasionally create unsafe or unavoidable conditions.
If an event cannot reasonably be performed because of severe weather, road closures, illness, or extreme traffic delays; Pan To Palate will work with the client in good faith to determine an appropriate solution.

Client Obligations, Acceptance of Policies, and questions

Client Responsibilities

Clients are responsible for:

Providing accurate event and contact information
Disclosing allergies and dietary restrictions
Confirming the final guest count by the deadline
Providing reasonable kitchen access and working utilities
Communicating property restrictions or access requirements
Reviewing and approving estimates, menus, and staffing charges
Paying the final invoice within the required timeframe

Acceptance of Policies

Submission of a reservation deposit confirms that the client has reviewed and accepted the Pan To Palate Reservation Policies.
The policies in effect when the reservation deposit is received will govern that reservation unless different terms are agreed upon in writing.
Pan To Palate may update these policies for future reservations as the business and service offerings evolve.

Have Additional Questions?

Every event is different, and questions are always welcome.
Please contact Pan To Palate before submitting your reservation deposit if any part of these policies requires clarification.