Catering Policies for Lexington's Favorite Catering Company: Seasons Catering and Special Occasions.Like Seasons Catering on Facebook. See all of our most recent events, parties, ice sculptures, and catered gigs here!
Learn about Lexington's Favorite Catering Company, Seasons Catering, Lexington KY.




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Catering Policies
The success of your event is very important to us and so we strive to provide you with the same consistent, excellent service by following all of the below standards:

CANCELATION POLICY: We understand that things do not always work out as planned. However due to time, cost, dedication to your prior planned project, and reservations of dates/venues/etc., non-refundable booking fees will be forfeited in the event of cancellation. Clients who have not paid a booking fee or deposit of any sort may be subject to a fee. See "Booking Fees, Billing & Payments" section below for more information.

DELIVERY:
Deliveries are available throughout Central and Eastern Kentucky for a fee. Locally, our delivery fee is $20. There is no charge for delivering items to catered functions inside of Fayette County which include use of Seasons service staff. Delivery pricing for non-staffed events outside of Fayette County vary according to the distance traveled, date and time of the delivery. Please call our catering office at 859-266-6661 for more specific costs or information.

DISCOUNT POLICY FOR NOT-FOR-PROFITS: The staff at Seasons Catering values the mission of local non-profits. In fact, our corporate view is that a community is only as strong as its weakest link. Without question, it is local non-profits who address ways to strengthen these links and we are very thankful for all that they contribute toward this cause. Because of the nature of our industry, we are afforded the opportunity to support many local non-profits who utilize food services, and we do so as often as circumstance allows. However, over the years, the amount of requests that we have received for discounted or donated catering services has been intense, and offering some groups discounts and not others have reflected negatively on our company, prompting us to create new policy as a standard of expectations regarding fair treatment and consistent pricing for all of our clientele. Seasons Catering has pledged to treat all of our potential clientele with the same level of respect, the same consistent pricing, and an equal commitment toward creating the best events possible, regardless of one’s financial status or capability. While we are not able to offer a discount for services, we are willing to honor any current tax exempt status and will work alongside of you tirelessly to help make your event as impressive and successful as possible. We further committed to trying very hard not to turn anyone away when working with lesser financially capable groups who may have limited (yet reasonable) budgets. If you are willing to work with us, we are very willing to help by working with you!

PICK UP ORDERS: Whether ordering for a party of two, a picnic basket or box lunch, a celebration cake or one of our special menu dishes, our team of experts can assist with your request and have the order ready for pick up at your convenience. There are no minimum or maximum orders for pick up requests. And we are happy to always provide any heating or special instructions for those who are picking up early. In order to fulfill orders and meet all your expectations, please call ahead at least 48 hours to ensure availability.

EQUIPMENT RENTAL/TENTING: Whether you need chairs and tables for a small outdoor gathering, or a tent for an outside wedding reception, Seasons works with the area’s finest rental contractors and will be happy to assist with any rental details that your event may require.

LICENSING: Seasons Catering is a professional, fully-licensed and insured Corporation providing full-service, off-premise catering and alcoholic bar and beverage services across the Commonwealth of Kentucky.

EVENT PLANNING: Our special event professionals will be delighted to provide assistance in planning all aspects of your function. We can assist with site selection, decor and menu planning, floral arrangements, elegant ice sculptures, entertainment, transportation, and invitations, along with any other service needed to complete your special occasion.

EVENT SITES: We have many years of experience working with the area’s finest venue locations. As an approved caterer for most venues, we have the knowledge to design floor plans and other creative ideas to make your event unique. Here is a list of places that we work regularly. If a venue that you are interested in is not on the list, please feel free to inquire with one of our event planning staff, 859-266-6661.

FLORAL DESIGNS: Seasons Catering is more than happy to assist with event decor, including creation of beautiful floral masterpieces or simple cocktail-style arrangements for all of your floral needs. Any decorative item is simply included on your final catering invoice.

SPECIALTY & WEDDING CAKES: We use only the freshest, finest ingredients when we prepare our specialty desserts and cakes. These are always made to order, always fresh, and never frozen. Call or email us to inquire about customized orders!

GUARANTEE POLICY: Seasons requires the lowest number of expected guests for each function to be submitted to our catering office no later than ten days prior to the event. After this point, your guest count may onlyincrease. A guaranteed guest count must be confirmed seven days prior to the event with all necessary paperwork and payment concluded.

SALES TAX: Kentucky sales tax of 6% must be applied to all orders and catered functions. If your organization is tax-exempt, please notify our catering office by submitting your tax ID certificate. Fax this information to 859-268-6934, 'Attention: Accounts Payable'.

BOOKING FEES, BILLING & PAYMENTS: A non-refundable booking fee of 25% of the estimated total invoice is required to reserve your date with Seasons Catering, which will all be applied to the final invoice. All final payments (with exception of additional bar related fees and/or overtime) must be received no later than seven (7) business days prior to the event date. Bar beverages by the glass and any overtime, if applicable, are due at the conclusion of the event via check or cash. We understand that situations beyond anyone's control sometimes require a necessary change of plans. However, due to reservation of your date (meaning that we no longer accept new business opportunity), scheduling of staff, prior time investment, and other potential expense related to your event, booking fees are not refundable.

NON-SUFFICIENT FUNDS (NSF Fees) & RETURNED CHECKS:  Any payment that is returned due to Non-Sufficient Funds (NSF), will incur a $50.00 non-refundable processing fee to the Client. Seasons Catering is assessed a fee for every NSF item that is encountered and must pass these costs along for all unpaid, returned payments. Any client who chooses to pay via check acknowledges and accepts these terms in order to utilize this payment option. Terms are posted via the website, in conspicuous places at our place of business, and on all invoices.  

LEFTOVER FOOD: When catering to our clients, we ensure that the food temperature and holding will be held to the best possible standard during your event. Should there be more food than your guests consume, we are happy to leave it for you upon request (and if you provide containers to leave the items in). However, we CANNOT be responsible for food conditions left for the client post our departure. A waiver release must be signed for this purpose.

STAFFING: Our catering staff are professionals and are fully trained to handle all of the necessary details of your event, leaving you free to enjoy yourself and be a guest at your own party! Our associates are available for event set-up, replenishing of food or stations, bartending, assisting with any guest’s needs and necessary clean-up. For evening events, associates are available for a maximum of five hours upon arrival at the event site. During business hours, our associates are available for up to four hours. If additional time is necessary (overtime), additional charges will be applied to your invoice.

CONSULTATION: We encourage all of our valued clients to call our catering office to arrange a complimentary consultation to discuss all the details of your upcoming event. We would love to offer you a tour of our facility and show you behind-the-scenes of our operation. It's also a wonderful time to meet our team of associates. Our professional event planners are available Monday through Friday, from 9:00 AM to 4:00 PM, every hour on the hour. If you require a weekend day or a different time, feel free to contact us, we will be happy to arrange a time best suited for your schedule.

GRATUITY: We do not require gratuity of any type, for any of the services that we provide regardless of size, location, type of service, or product served. While we obviously very much appreciate any gratuity that our clients might like to provide, this is always left entirely to the clients' discretion.
 
TASTE TESTING OPPORTUNITIES:   We certainly understand the importance of tasting different types of food for your event and we are happy to try to assist in your exploration for the perfect dishes!  With the high level of requests that we typically receive for tastings, we have established the following guidelines which apply to all of our clients and guests:

Tastings are conducted once monthly at the office of Seasons Catering. They are held on the last Thursday of each month, from 6:00- 7:00pm, and are available for pre-registered guests only. YOU MUST PRE-REGISTER IN ORDER TO PARTICIPATE. Our tastings are designed to be an interactive group experience, conducted in our kitchen by our award-winning Chef. Each month we will offer a different pre-set rotation, comprised of five (5) of our most popular items. For those who wish to participate in a specific tasting, contact our office for menus, dates, and costs. Those who wish to participate in multiple tastings are welcome to attend as many tastings as you would like (additional costs will apply; see below).

There is no fee to participate in taste tests for clients who have already reserved Seasons Catering and have placed their deposit; for those who have reserved our services, we are happy to offer one complimentary tasting (limit of two people). Additional guests are welcome to accompany the complimentary couple, at a cost of $15/person in attendance. Clients and guests are also welcome to attend additional monthly tastings; however the aforementioned fee of $15/person will apply to all who attend.  Persons interested in requesting a taste test who have not yet booked their event with Seasons Catering will be assessed a $15/person fee for each person who chooses to attend.  If an event is booked following the tasting, the money paid for the tasting(s) will be applied toward the balance determined for the event.


Space for tastings may be limited; we would strongly encourage you to make your reservations as far in advance as possible. All fees must be paid in advance via cash, check, or credit card. Because of the time and cost associated with preparing tasting items, we are not able to provide refunds for absent parties or scheduling conflicts; we appreciate your understanding! 


Ice Sculpture Policies

CANCELLATION POLICY: Due to the nature and unique challenges of our business, ice sculptures will not be cut until payment is made in-full. Since the entire process generally takes about 48 hours to freeze and complete a carving, full payment is required at least FIVE DAYS PRIOR to an event date to guarantee services. Expedited orders placed with less than this notice will need to be paid in-full when placing an order. Cancellations with less than five business days notice will result in loss of prior deposit or payments made. REFUNDS WILL NOT BE PERMITTED, however it may be possible to receive credit toward a future project.

If you have other questions about ice, many FAQ's can be found here.



Amazing Food. Creative Vision. Variety of Venues. Unforgettable Ice Sculptures.