Catering Booking and Deposit Agreement

Version 2026-10-20 · Effective October 20, 2026

This Catering Booking and Deposit Agreement (the "Agreement") is between Zoe Ophelia Holdings LLC, a Washington limited liability company doing business as Twisp River Catering ("we", "us" or "Twisp River Catering"), and the person who books catering services with us (the "Client" or "you"). You accept this Agreement when you tick the agreement box, type your full name as your electronic signature and pay a deposit on twisprivercatering.com, or when you sign or accept a written proposal that refers to it. This Agreement follows the same structure as the agreements used by our sister company, Weddings in the Methow, adapted for catering.

1. What this Agreement covers

1.1 This Agreement covers off-site catering, bar service and related services for the event date, venue and package shown in your quote or proposal (your "Event").

1.2 Your online quote is an estimate. Within a few days of your deposit we confirm the details with you by phone or email and send a written event proposal (menu, timeline, staffing, guest count and pricing). The proposal and this Agreement together are the full agreement between us. If they conflict, the signed or accepted proposal controls for menu, quantities and price, and this Agreement controls for everything else.

1.3 We may decline any booking. If we decline a booking after you have paid a deposit, we refund the full deposit.

2. Deposit and booking your date

2.1 A 50% deposit books your date. The deposit is 50% of the estimated total shown when you book (food, bar, add-ons, service charge, travel and estimated sales tax).

2.2 Once paid, we reserve your date on our booking calendar and stop offering that date to other full-service clients. Because we turn away other events for your date, the deposit is non-refundable except as stated in Sections 2.3, 7.3 and 8.

2.3 If the online payment goes through but your date was already taken (for example, two people booked the same date at the same moment), we tell you right away and refund the full deposit, or move it to another open date if you prefer.

2.4 The deposit is applied to your final invoice. The credit does not expire and applies to a rescheduled date under Section 7.3.

2.5 The deposit reserves our catering services only. It does not reserve a venue, rentals, lodging, a planner or any other vendor.

2.6 Chargebacks. You agree to contact [email protected] before disputing a charge with your bank or card issuer. Your tick-box acceptance, typed-name signature, and our record of its time, version and payment reference are evidence of your authorization, and we may submit them in any dispute. If you file a chargeback that is not upheld, or in breach of this Agreement, we may release your date and recover the reasonable costs of the dispute, as permitted by law.

3. Final guest count and balance

3.1 Your final guaranteed guest count and the remaining balance are due 14 days before the Event.

3.2 We bill the guaranteed count or the actual number of guests served, whichever is higher. If you do not give us a final count by the due date, we use the count in your proposal.

3.3 Increases after the final count are accepted if we can staff and source them, at the per-guest prices in your proposal. Decreases after the final count do not reduce the price.

3.4 Decreases made more than 14 days before the Event lower your price, but the event minimum for your date still applies, and the deposit already paid is not refunded even if the new total is lower.

3.5 Event minimums (food and bar, before service charge and tax) are shown on our Menus page and in your proposal. If your order is below the minimum for your date, you pay the minimum.

3.6 If the balance is not paid by the due date, we may cancel the Event and treat it as a cancellation by you under Section 7.

4. Prices, service charge, taxes and fees

4.1 Service charge. A 20% service charge is added to food, bar and add-ons for full-service events (not Trailhead Drop-Off). The service charge is not a gratuity and is not paid to the employees who serve your Event as a tip or gratuity. Twisp River Catering keeps the full service charge to cover event staffing, wages, transport, equipment and coordination. Any tip or gratuity for the crew is optional and at your discretion; if you give one, the full amount goes to the staff who served your Event. This disclosure is made under RCW 49.46.160.

4.2 Sales tax. Washington sales tax is charged at the rate for your Event's location on food, bar, add-ons and the service charge. Online quotes estimate this rate; your invoice shows the exact rate.

4.3 Travel. Travel fees are shown in your quote and on our Menus page.

4.4 Card fee. Checks and ACH bank transfers are preferred. Payments made by credit or debit card for the balance may carry a fee of 3% of the amount charged, which we disclose before you pay.

4.5 Price lock. Prices in your proposal are locked for 12 months from the date of your proposal. For events more than 12 months out, we may adjust prices for increases in food, beverage or labor costs. We notify you in writing at least 60 days before the Event, and you may cancel within 14 days of that notice for a refund of the deposit amount above 25% of the original estimated total.

4.6 Rentals and third parties. Rentals we coordinate are billed at the rental company's cost, and the rental company's own terms apply to them.

5. Venue, permits and site requirements

5.1 You are responsible for securing your venue and for getting the venue's approval for outside catering and bar service.

5.2 You must make sure we have safe access to the site, a level work area near the service area, and the water, power and kitchen facilities described in your proposal. Sites without kitchen, water or power need our remote-site field kitchen add-on.

5.3 Any permits the venue or local authority requires for the Event itself (for example, event, fire, tent or banquet permits) are your responsibility unless your proposal says we will obtain them. We are responsible for our own business and food-service permits.

5.4 You must tell us in advance about venue rules, load-in times, quiet hours, fire restrictions and any limits on open flames or smokers. If weather, smoke, fire restrictions or venue rules require a change in how we cook or serve, we will adapt the service as needed and safely, and this is not a breach of this Agreement.

6. Menu, dietary needs and food safety

6.1 Your menu is finalized about 3 months before the Event. We may substitute an ingredient or dish of equal or greater quality if an item is unavailable or seasonal (for example, Lapin cherries out of season).

6.2 You must tell us in writing about guest allergies and dietary needs at least 14 days before the Event. We prepare dishes in a kitchen that handles common allergens, so we cannot guarantee any dish is free of allergens or cross-contact. Please read our Allergen and Food-Safety Notice, which is part of this Agreement.

6.3 Service window. Food is served for the service window in your proposal (typically up to 2 hours for a buffet within a 5-hour staff window). For food safety, we remove food that has been held at serving temperature past safe time limits.

6.4 Leftovers. Because of food-safety rules, leftover food that has been served or displayed is not packaged for guests to take home, unless we agree otherwise in writing and you sign our leftover release. Food that has never been served may be packaged at our discretion. Once food leaves our control, we are not responsible for how it is stored, reheated or eaten.

6.5 Outside food (for example, a wedding cake from your baker) is your responsibility and that of its supplier.

7. Cancellation and changes by you

7.1 You may cancel at any time by email to [email protected]. Cancellation is effective when we receive your email.

7.2 If you cancel:
- more than 14 days before the Event, we keep the deposit and you owe nothing more;
- 14 days or less before the Event, you owe the full balance, because we have already purchased food and scheduled staff. We will credit back any food costs we are able to recover.

7.3 Moving your date. If you ask to move your Event at least 90 days before the original date, we transfer your deposit once to an open date within 12 months of the original date. Pricing may be updated for the new date.

8. Cancellation by us, and force majeure

8.1 If we cancel for any reason other than force majeure or your breach, we refund all payments you made, including the deposit. That refund is your sole remedy for our cancellation.

8.2 Force majeure. Neither of us is responsible for failing to perform because of events beyond reasonable control, including wildfire, smoke, evacuation orders, road or highway closures (including closure of State Route 20), severe weather, flood, power outages, government orders, public-health restrictions, venue closure, or loss of a needed license or permit for reasons outside our control.

8.3 If a force majeure event prevents the Event, we will first offer to move your Event to an open date within 12 months and apply all payments to it. If no date works for you, we refund all amounts you have paid, minus non-recoverable costs we have already spent on your Event (for example, food purchased and rental fees), which we document for you.

8.4 If a force majeure event only affects part of the service (for example, smoke forces a move indoors or a simpler menu), we will provide the closest reasonable alternative and adjust the price for anything we cannot provide.

9. Bar and alcohol service

9.1 All bar service is subject to licensing. Alcohol is served only as permitted by Washington State Liquor and Cannabis Board rules and by the licenses and permits that apply to your Event. If we cannot lawfully provide a bar service you booked, we will tell you as soon as we know, and we will either provide a lawful alternative or refund the price of that bar service.

9.2 Only our licensed, trained bartenders serve alcohol we provide. We do not serve alcohol to anyone under 21, anyone who cannot show valid ID when asked, or anyone who appears intoxicated. We may stop serving any guest, or close the bar early, if we believe a guest is intoxicated, a minor is being served, or service has become unsafe. Closing the bar early for these reasons does not entitle you to a refund.

9.3 You agree not to bring or allow outside alcohol into the bar area we run unless we agree in writing. You are responsible for any alcohol you, your guests or other vendors provide, and for any service of alcohol that is not done by our staff.

9.4 Hosted bar packages are priced per guest 21 and over, for 4 hours, as shown in your proposal. Guests under 21 are billed at the Zero-Proof rate. A cash bar requires the bar-sales minimum shown in your proposal, and you pay any shortfall. Last call is given before the scheduled end of bar service.

9.5 You are responsible for arranging safe transportation for guests and for making sure guests do not drive while impaired.

10. Conduct, safety and damage

10.1 Our staff may stop service or leave if they face harassment, threats, violence or unsafe conditions. If that happens, you still owe the full price.

10.2 You are responsible for loss of or damage to our equipment while it is at the Event, caused by you or your guests, beyond normal wear. We are responsible for damage our staff cause to the venue through our own negligence.

10.3 Additional staff time beyond the service window in your proposal is billed at the extra staff hour rate shown on our Menus page.

11. Limitation of liability and indemnity

11.1 To the fullest extent the law allows, our total liability for any claim relating to the Event or this Agreement is limited to the total amount you paid us for the Event.

11.2 Neither of us is liable for indirect, incidental, special or consequential damages, including emotional distress, lost deposits paid to other vendors, or lost enjoyment, except where the law does not allow this limitation.

11.3 Nothing in this Agreement limits liability for death or personal injury caused by negligence, for gross negligence or willful misconduct, or for anything else that cannot be limited under Washington law.

11.4 You agree to defend, indemnify and hold us harmless from claims by third parties arising from the acts of you or your guests (including guests who are served alcohol not provided by us, or who drive impaired), from venue conditions we do not control, and from your breach of this Agreement, except to the extent the claim is caused by our negligence or misconduct.

11.5 Insurance. If your venue requires a certificate of insurance or to be named as an additional insured, tell us at least 30 days before the Event so we can provide it or arrange the required coverage.

11.6 Other vendors. We are responsible only for our own catering and bar services. Venues, rental companies, planners, bakers and other vendors are responsible for their own services, even when we coordinate with them or order rentals for you.

12. Photos

We may photograph our food and setups at your Event for our marketing. We will not publish photos showing identifiable guests without permission. Tell us in writing if you do not want any photos taken.

13. Our relationship with Weddings in the Methow

Weddings in the Methow is our sister company and offers wedding planning. We share a booking calendar so that your date is closed on both sites. If you also hire Weddings in the Methow, that is a separate agreement with them, and each company is responsible only for its own services.

14. General terms

14.1 Governing law and venue. This Agreement is governed by the laws of the State of Washington. Any lawsuit about this Agreement must be brought in the state courts located in Okanogan County, Washington, and both of us consent to those courts.

14.2 Disputes. Before going to court, we each agree to try in good faith to resolve any dispute by talking it through for at least 30 days after one of us gives written notice of the problem.

14.3 Entire agreement and changes. This Agreement, your accepted proposal and any written change orders are the entire agreement between us. Changes must be in writing (email is fine) and agreed by both of us.

14.4 Severability. If any part of this Agreement is found unenforceable, the rest stays in effect, and the unenforceable part is changed only as much as needed to make it enforceable.

14.5 Assignment. You may not transfer this Agreement without our written consent. We may transfer it to an affiliate or successor business (for example, a future Twisp River Tap House business under common ownership) that will provide the same services, and we will tell you if we do.

14.6 Notices. Notices must be sent by email. Ours go to the email you gave us; yours go to [email protected].

14.7 Termination for breach. Either of us may end this Agreement by email if the other materially breaches it and does not fix the breach within 7 days after notice (or sooner if the Event is less than 7 days away). If we end it because of your breach, Section 7 applies as if you had cancelled.

14.8 Independent business and confidentiality. We are an independent business, not your employee or agent. We keep your event details confidential and use them as described in our Privacy Policy.

14.9 Electronic signature. You agree that ticking "I have read and agree" and typing your full name on our site is your electronic signature, with the same effect as a handwritten signature under Washington's Uniform Electronic Transactions Act (RCW 1.80). We keep an electronic record of the Agreement version, the date and time, your typed name, your IP address and the payment reference.

Contact

Twisp River Catering, a DBA of Zoe Ophelia Holdings LLC
30 Palomino Rd, Winthrop, WA 98862
Mailing address: P.O. Box 1275, Twisp, WA 98856
[email protected] · (509) 512-2769