Booking terms

1. About these terms

1.1 “Pro.Chefs”, “we” and “us” mean Pro.Chefs Company Limited, a private limited company registered in Kenya. “You” means the person or organisation making the booking.

1.2 Your quote and these terms together form the agreement between us. If your quote says something different from these terms, the quote applies.

1.3 Only changes agreed in writing, including by email, form part of the agreement.

2. Quotes and confirming a booking

2.1 A quote is valid for 14 days from the date it is issued. After that, prices may need updating, because ingredient and supplier costs change.

2.2 A booking is confirmed only when you accept the quote in writing and we receive the deposit. Until then, we do not hold the date, the team or any equipment.

2.3 We confirm every booking in writing. Please check the details and tell us straight away if anything is wrong.

3. Payment

3.1 Event Catering and Private Chefs. A deposit of 50% of the quoted total confirms the booking. The balance is due 7 days before the booking. We welcome late bookings whenever the logistics work. For bookings made less than 14 days ahead, the full amount is due on confirmation.

3.2 Meal Prep. Each weekly or fortnightly cycle is paid in advance, before the first cooking day of that cycle.

3.3 Ingredients are paid before we shop, as set out in section 4.

3.4 Extra guests, extra service time or extra items agreed on the day are invoiced after the booking and due within 7 days.

3.5 If a payment is late, we may pause or cancel the booking. A cancellation for late payment is treated as a cancellation by you under section 6.

3.6 Business clients may be offered other payment terms. These apply only when agreed in writing.

4. Ingredients

4.1 We source the ingredients for every booking as standard. Buying them ourselves lets us answer for their quality.

4.2 Your quote gives an estimate of the ingredient cost. Market prices change, so we bill the actual cost and share receipts or an itemised summary on request.

4.3 If prices move significantly before we shop, we tell you and agree the new figure with you before buying.

4.4 Meal Prep prices are exclusive of ingredients, which are billed separately.

4.5 If you ask to supply any ingredients yourself, we agree it in writing first. We are not responsible for the quality, safety or labelling of ingredients we did not source.

4.6 Drinks, including alcohol, that we buy on your behalf are billed at cost, with the receipts, and are yours. Any transport or logistics for them is set out separately in your quote.

5. Final numbers and menu

5.1 For events and private chef bookings, please confirm your final guest numbers, menu and every dietary requirement at least 7 days before the booking.

5.2 After that, we charge for at least the confirmed number of guests, even if fewer attend.

5.3 After that point, we can accept up to 10% more guests than your confirmed number, charged at the quoted rate per guest. Larger increases and menu changes are subject to availability.

5.4 Please tell us about any change by email, and call us too, so we can act on it straight away.

6. Changes and cancellations by you

6.1 Please call us on +254 746 508 421 and confirm any cancellation or change of date in writing to sales@prochefs.co.ke. The notice period runs from when we receive your written confirmation.

6.2 Event Catering and Private Chefs are charged as follows when you cancel:

6.3 “Costs already committed” means money we have spent or cannot recover for your booking, such as ingredients bought, equipment hired and non-refundable supplier charges. Planning and preparation time already spent on your booking may also be charged, case by case. We show you these costs on request.

6.4 Changing the date. We are on your side here, and we always try our best to move your booking to a date that works for you. When we can offer the new date, we confirm it in writing and your payments move to it once. Any extra costs the change causes are charged. We only cancel or charge when our hands are tied: if no suitable date is available, the request is treated as a cancellation on the day we received it.

6.5 Meal Prep. To pause or move a cooking day, give us at least 48 hours’ notice. With that notice the session is not charged, and we offer another date, subject to availability. With less than 48 hours’ notice, the session fee and any ingredients already bought are charged in full.

6.6 To end a Meal Prep booking, give us notice before your next cycle is paid. Cycles already paid are not refunded, except for sessions we did not deliver or plan for.

6.7 Equipment hired on your behalf, or for equipment-only bookings, may carry its owner’s own cancellation charges. We tell you these before you confirm.

7. Cancellation by Pro.Chefs

7.1 If we have to cancel a booking for a reason within our control, we refund in full everything you have paid for that booking. Our liability for the cancellation is limited to that refund.

7.2 Our aim is a booking that goes ahead and leaves you happy, so cancelling from our side is rare and always a last resort. We may cancel only if you do not pay on time, if the kitchen or venue is unsafe, or if you do not meet these terms. In those cases, section 6 applies as if you had cancelled.

8. Your kitchen and venue

8.1 Please give our team access at the agreed time and a clean, safe space to work. Tell us when you enquire what is on site.

8.2 Where needed, we visit the kitchen or venue before the booking to see what is there. If water, power, cooking fuel or equipment fall short, we can bring our own or plan around it, and any cost is set out in your quote.

8.3 You are responsible for any permission the venue needs for us to cook or serve there.

8.4 Our chefs are trained to adapt to the unexpected, so this rarely happens. But if we cannot start on time, or cannot work safely, because of access or conditions on site that we could not plan for, the booking is still charged, and extra time is charged at our quoted rates.

9. Allergies and food safety

9.1 Please tell us in writing about every allergy, intolerance and dietary requirement of everyone eating, by the deadline in section 5. You are responsible for passing on what we tell you to your guests.

9.2 We plan, prepare and label food with care. Ingredients we buy may be produced alongside common allergens, and your kitchen may contain them, so we cannot guarantee any dish is free of trace allergens.

9.3 Where our team serves, we look after the food until service ends. Once food is handed over to you, as with Meal Prep or a delivery, or once service ends, its storage and handling are your responsibility. Please follow any storage and reheating instructions we give.

9.4 Food left over after service belongs to you and is kept at your own risk.

10. Equipment and tableware

10.1 Equipment and tableware we supply or hire for you stay the property of their owner.

10.2 Items are counted when they arrive and when they are collected. You are responsible for items lost or damaged while in your care, beyond normal wear, and these are charged at replacement or repair cost. We may waive these charges in part or in full, at our discretion.

10.3 For equipment-only bookings, delivery and collection times are agreed in writing, and someone authorised by you signs for the items on delivery and collection.

11. Off-site cooking and delivery

11.1 Where we cook off-site and deliver to your venue, we deliver at the agreed time.

11.2 Our service is end-to-end. Where our team serves at the venue, we look after the food through service. Where you book delivery only, the food becomes your responsibility once it is handed over.

12. Our team

12.1 We choose and brief the chefs and staff for each booking.

12.2 Our team may stop work if they are unsafe or treated with abuse. If this happens, the booking is still charged.

12.3 Please do not engage our chefs or staff directly, outside Pro.Chefs, for 12 months after your booking without our written agreement.

13. Photographs and your name

13.1 We may photograph and film our food, preparation and set-up, and use these images in our marketing. We keep them free of anything that identifies you, your guests or your home, such as faces, addresses or house numbers. We may mention the general area, such as “a dinner in Karen”, but never an estate, building, street or anything else that, alone or with our photographs, would identify you or where you live.

13.2 We photograph people, including you and your guests, only with permission. Tell us in writing if you would rather we took no photographs at all.

13.3 Business clients agree that we may reasonably name them as a client in our marketing, unless they tell us otherwise in writing.

13.4 Individuals and households, meaning bookings not made on behalf of a business or organisation, are never named in our marketing, except to credit feedback, and only with their written consent.

14. Liability

14.1 Nothing in these terms limits any right you have, or any liability we have, that cannot be limited under Kenyan law, including the Consumer Protection Act, 2012.

14.2 Subject to that, our total liability for any booking is limited to the amount you paid for it.

14.3 We are not liable for indirect losses, such as loss of business or enjoyment, or for problems caused by inaccurate information you gave us, conditions on site, or ingredients and equipment we did not supply. Events beyond anyone’s control are covered in section 15.

15. Events beyond our control (force majeure)

15.1 Neither of us is liable for failing to perform because of events beyond reasonable control, such as natural disasters, severe weather, flooding, civil unrest, government restrictions or a public health emergency.

15.2 If such an event stops a booking, we offer a new date where we can. If no date can be agreed, we refund what you paid less costs already committed.

16. Complaints

16.1 If something is not right, tell the team on the day so we can put it right while we are there.

16.2 Otherwise, write to feedback@prochefs.co.ke within 3 working days of the booking. We reply within 5 working days.

17. Your personal information

17.1 We use the information you give us, including dietary and allergy details, only to quote for and deliver your booking, and keep it in line with the Data Protection Act, 2019. Our Privacy policy explains how.

18. Law and disputes

18.1 These terms are governed by the laws of Kenya.

18.2 If we disagree, we will first try to resolve it in good faith. If we cannot, the courts of Kenya decide.

19. Changes to these terms

19.1 We may update these terms. The version in force when you accept your quote applies to your booking.

20. Private Chef plans

20.1 This section applies to Private Chef plans: a weekly plan (5 days), a monthly plan (20 days) and a standing dinner booked by the month. For a single day or a one-off occasion, section 6 applies instead.

20.2 Payment. Each plan period is paid in full before it starts: a weekly plan before the week, and a monthly plan or standing dinner before the month. Ingredients are charged separately, as set out in your quote and section 4.

20.3 A plan day is up to 8 hours on site, cooking for your household. Longer days and any travel are quoted separately.

20.4 Scheduling. We agree your plan days with you before each period starts. You can move a day with at least 48 hours’ notice, subject to your chef’s availability.

20.5 Pausing or cancelling. You can pause or cancel a plan with 7 days’ written notice to sales@prochefs.co.ke. Paid days you could not use because of a pause or cancellation, or that you cancelled with at least 48 hours’ notice, roll over and can be used within 30 days of the end of the period. They are not refunded in cash. A day cancelled with less than 48 hours’ notice counts as used.

20.6 If we cannot attend. If your chef cannot attend a booked day, we send a replacement chef. If we cannot, the day rolls over or, if you prefer, is refunded.

20.7 Renewal. Plans do not renew automatically. A new period starts only when you confirm it and pay for it.

20.8 Prices. We may change plan prices for future periods. We will tell you at least 14 days before a new period starts. Prices for a period you have paid for do not change.

20.9 Section 12.3 (non-solicitation) applies to every chef who cooks for you under a plan.

21. Offers

21.1 An offer applies only as described in its own wording, for bookings confirmed within its dates.

21.2 Unless the offer says otherwise, a discount applies to our fee only, not to ingredients, equipment, transport or drinks bought on your behalf.

21.3 Offers cannot be combined with each other, exchanged for cash or applied to bookings already confirmed.

21.4 Anniversary offer, November 2026: 15% off the chef’s fee for the first week or fortnight of a Meal Prep booking confirmed by 30 November 2026. Open to new and returning clients.