Terms, Conditions, Hints and Tips
Thankyou for giving Hot Rod’s Roasts the opportunity to quote on your up coming
function.
Please read the following carefully to help provide a smooth running function. If you have any
queries or want to do something a bit different please ring
9729 9111 or e-mail us via our CONTACT FORM
Do
read the following information first as most commonly asked questions are answered below.
1. HOW TO BOOK
If you have decided to go ahead please submit us the booking
form from the web site. We will then contact you to confirm the date is available as we are often
booked out. Alternatively if you do not use the net, please call us first to check on availability
of dates and we will put a “Tentative Booking Note” in our reservation diary to mark that you are
interested in that date until we receive your booking form via fax or post. A function is
not booked until we have received a booking form and the deposit of 30% of your invoice based on
your estimate head count. This indicates your agreement to our terms and conditions, and is
required within 1 week of making a tentative booking. We give a full receipt at the
function. If you want a booking receipt for your deposit please ring within 5 working days after
payment.
2. HEAD COUNT
When booking your function only an estimate of your guests is required. No latter
than 5 working days prior, usually Monday, you must ring if you want to change your head
count. All our stock orders are done at 9.00am Wednesday morning weekly to
ensure fresh stock. If we have not heard from you we will assume that your estimate number is your
final figure. Please DO NOT RING after this time as we will have done all our
calculations, staff roster, & orders. Stock can not be sent back. A good way to remember is to
put this on your fridge! Price per head is calculated by the number of adults. On “People’s
Choice”, “Bee’s Knee’s” and “Fully Catered Finger food” children are charged separately at $4.00
p/h for ages 0-4, $7.00 p/h for 5-9, 10yrs and over are charged at adults rate. If there are more
than 10% of children at a function different prices may occur.
RING TO CONFIRM ANY FINAL HEAD COUNT NO LATER THAN 4 DAYS PRIOR
3. WHAT DO YOU, THE CUSTOMER, NEED TO SUPPLY?
FINGER FOOD FUNCTIONS;
When we serve we supply everything from platters to serviettes, sauce bowls, sauces, all cooking
utensils etc. The only thing you need to provide is a domestic oven, 1.5 mtrs
of bench space, a sink, two power points and clear and safe access.
SERVED SPIT ROAST “BUFETT STYLE” OR SIMILAR MEALS
The only thing you need to provide is two 7 foot tables or equivalent with table cloths for up to
80 heads (for over 80 please discuss it with us) and clear and easy access. This is the bare
minimum size as it takes quite a bit of room to serve a lot of people. If you provide less room the
night will not run smoothly and this will greatly affect your guests. A good tip, we love to serve
from carports, garages, verandas etc, you’ll be surprised at how much easier it is if we are away
from the main stream. In halls or function rooms put us near an exit door so we are not carrying
boxes of food and equipment through your guests’ area.
MAIN MEAL AND DESSERTS FOR SELF SERVE
Self serve has the great advantage of a flexible serving time and of course is cheaper. Bowls,
serving utensils, cleaning equipment etc are NOT PROVIDED however there are normally enough in a
home kitchen to provide what you need.
"SET UP AND GO" OPTION
You need to provide plates,cutlery and serviettes, 2 trestle tables, and serving utensils,
see each menu as different menus require different utensils.
4. PAYMENT
For functions using the "Set Up and Go" option the final
payment is required on confirmation of your final head count. Payment on the day is not accepted,
please enquire.
For fully served functions payment must be made prior to us serving at your function. We do
not offer accounts and there are no exceptions, however you are welcome to pay in total prior to
the event. If paying the final amount by credit card we must have the details upon confirmation of
final numbers. You cannot pay by card on the day. We are able to keep an accurate count on numbers
as we allow one plate per person. In the event that you have more people than you have paid for we
“down tools” and consult with you on whether you are willing to pay for the extra people. If you
are willing we then use our back up plates and cutlery, top up with any “emergency food” and serve
what is usually left for seconds. This is painfully embarrassing for us, you, and most of all your
guests, as they are left standing there while all this goes on. Keep in mind that although it can
be extremely hard to estimate numbers especially at 21st and clubs, most of the time it gets
cheaper if you order more and that the left overs are yours to keep.
5. SERVING TIME
We arrive between 30 and 40 minutes prior to your serving time according to the size of the
function as everything is done at the shop. It is always best to set your serving time later than
usual as people are always late and not everything goes to plan!
6. HOW MUCH FOOD IS THERE?
At finger food functions we bring far more than needed so we can offer as much of a guest’s
favourite as required. All “sit down” meal quantities are calculated according to the booked head
count and we use the same calculations successfully week after week. In the event you feel your
guests are above the normal large serve we allow, eg Sumo Wrestlers or a footy club who expect to
eat meat all night, please discuss it with us.
7. MISCELLANEOUS
Hot Rod’s Roasts reserves the right to refuse a booking or to serve, eg rude or drunk guests. Hot
Rod’s Roasts is fully insured for public liability, takes much care but no responsibility.
8. DEPOSIT
Deposits are non refundable on cancellation.
9. HOW TO CONTACT US
you can find our contact details HERE
10.Allergies
Hot Rod's Roasts food may contain products that could cause an allergic reaction and take no
responsibility in this case. Some of our food contains wheat, eggs, nuts and milk.
11. Peak Periods
We have a minimum of 60 heads for a served function for many dates in our peak times, we will
notify you of this on booking. If your head count drops the minimum we can charge is for 60 in this
case.
Please feel free to contact us over any queries you may have. It is often better to write down
your queries over a couple of days and ask them in one go instead of repeatedly ringing . If you
are a school or club, nominate one person to be in charge of communications with us as we often get
several people ringing from one place.
With thanks, Rod and Anna Grenfell
Hot Rods Roasts 5/29 Jersey Rd Bayswater VIC 3153
ABN:41055201806
HotRodsRoasts.com.au
Phone: 9729 9111
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