1. How to Book and Confirm Your Event

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1.1 Booking and Security Deposit

To formalize the booking of the event, an initial payment of €2,000.00 plus VAT (total: €2,420.00) must be made via bank transfer. For corporate events, the amount will be 10% of the initial quote. This amount will be deducted from the final invoice, retaining €1,000.00 as a security deposit until the conclusion of the event. This deposit will cover any material damages or costs resulting from negligence attributable to the client or their guests.

The booking guarantees the date availability for the catering service and activates the initial organization of the event. The initial payment is refundable only within the first 15 calendar days after the contract is signed. After this period, the amount will be non-refundable under any circumstances.

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1.2 Payment Methods and Bank Fees

All payments must be made exclusively via bank transfer to the account indicated by AMIDA. Cash or card payments are not accepted. In the case of international payments, the client must fully cover any bank fees associated with the transfer.

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1.3 Quote Validity and Price Review

All quotes issued by AMIDA are valid for 30 calendar days from the date of issue. The expiration date is indicated in the footer of the quote. If the client does not confirm the booking or make the initial payment within this 30-day period, the quote will expire, and AMIDA may review or modify it without prior notice by issuing a new proposal.

If the client confirms the event and makes the initial payment within the validity period, the quote will be considered validated, and the general economic conditions will remain fixed based on the number of guests and services contracted. However, depending on the time remaining before the event, the following specific conditions may apply:

Events scheduled within less than 12 months:

• The menu price and contracted services will be frozen and will not be subject to price changes.
• Any price variation will only occur if the client requests additional services or voluntary modifications to the accepted quote.

Events scheduled more than 12 months in advance:

• Prices will always be those of the calendar year in which the event takes place. Even if the booking and initial payment were made more than one year in advance, updated prices for the event year will apply. AMIDA may increase its prices up to a maximum of 8% per year.
• This price adjustment applies due to CPI increases, variations in raw material costs, logistics, or labor costs in the sector.
• Any updates will be communicated in writing with sufficient notice and reflected in the corresponding proforma invoice.

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1.4 Guest Confirmation and Proforma Invoice

Six months before the event, AMIDA will issue a proforma invoice based on the estimated number of guests and the services contracted up to that point. During the tasting session, the client should select the final menu and beverages. AMIDA will then send a detailed quote for review, which may still be modified up to 30 days before the event.

The client must confirm the final guest count no later than 30 days before the event. This confirmed number will be used to calculate the final invoice and may not be modified afterward.

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1.5 Final Invoice and Payment Terms

The final invoice will be issued 30 days before the event, based on the confirmed number of guests and agreed-upon services. After the issuance of this invoice, no further changes will be accepted regarding guest count, menu distribution, additional services, or logistical conditions.

Any request for changes after this point will be subject to express approval by AMIDA and, if accepted, may result in additional fees due to staff, kitchen, transportation, or production adjustments.

Once the final invoice is issued, the client will have 5 calendar days to pay the total amount via bank transfer.

If payment is not received within the established period, the AMIDA team will attempt to contact the client. If no response is received or the payment is not made, the event will be considered canceled by the client, and the cancellation policy outlined in section 1.6 and 1.7 will apply.

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1.6 Cancellation and Refund Policy

In the event of cancellation by the client, the following conditions will apply:

• Cancellation with more than 6 months' notice: 25% penalty of the total amount (excluding VAT).
• Cancellation between 6 months and 60 days before the event: 75% penalty of the total amount (excluding VAT).
• Cancellation less than 30 days before the event or without notice: 100% penalty of the total amount (excluding VAT).

Any payments made up to that point will be considered part of the applicable penalties.

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1.7 Date Change Due to Force Majeure

Date changes will only be accepted in cases of duly justified force majeure, understood as any unforeseeable, unavoidable, and external event beyond the control of the parties that prevents the event from being held under the originally agreed conditions.

Examples of force majeure include but are not limited to:

• Natural disasters (floods, fires, earthquakes, severe storms)
• Health emergencies (pandemics, epidemics, lockdowns)
• Restrictions imposed by public or governmental authorities
• Forced closure of the venue due to external causes
• Serious accidents, hospitalization, or death of the couple or first-degree relatives, duly documented

In such cases, and provided the cause is documented and accepted by AMIDA, the client will be offered up to two alternative dates within 14 months following the original event date.

The new dates will be subject to calendar and team availability and may be scheduled in a different season.

If the client does not accept any of the proposed dates, it will be considered a definitive cancellation of the service by the client, and the penalties indicated in section 1.6 will apply.

If the rescheduling is accepted, the original booking will remain valid without requiring a new payment, although the quote may be adjusted if the new date involves relevant logistical or pricing changes.

Force majeure rescheduling does not include the possibility of changing the event location, guest count, or contracted services unless expressly agreed by both parties. Any other additional change will be treated as a voluntary modification, with the corresponding effects on the quote.

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1.8 Contract Signature and Booking Validation

AMIDA does not accept pre-bookings. The event date will not be considered confirmed or guaranteed until the client has made the initial payment and signed the service contract.

The client must read and sign the contract before making the deposit payment. In the event that the deposit is made without the contract being previously signed, such payment shall be considered as an express acceptance of all the stipulated conditions.

The contract will be signed once the client formally confirms the date and accepts the quote provided. This signature may be done digitally or in person.

In certain cases, and when mutually agreed, written acceptance of the quote (by email) along with the initial payment may be considered valid contractual confirmation. In any case, without both the signed contract and the initial payment, AMIDA does not guarantee the availability of the requested date.

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2. What Is and Isn't Included in the Service

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2.1 Duration of Service and Overtime Hours

The duration of the service will always be that which is expressly stated in the quote confirmed by the client. This time includes both customer service and AMIDA’s internal operations (kitchen, service staff, and catering logistics).

The start of the service is considered to be the time indicated by the client (e.g., the beginning of the welcome drink or reception).

Any extension that exceeds the scheduled time will be considered as overtime and will entail additional charge, whether due to delays, last-minute changes, operational decisions made by the client, or the arrival of guests before the time set by the client/organizers.

Specific Conditions:

• AMIDA’s team is not obliged to extend their work hours beyond the contracted time; overtime will only be provided if previously agreed upon and paid.
• If the client foresees an extension, it must be fully paid before the day of the event.

Set-up and dismantling:

• Set-up and dismantling of included materials will be done on the same day of the event or as needed based on the event’s complexity and logistics.
• If these operations must take place on different days, additional costs for transport, staffing, and logistics will apply, and will be reflected in the corresponding quote.

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2.2 What Is Included in All Quotes

Unless otherwise specified in the personalized quote, all AMIDA standard menus include the following basic operational elements:

• Crockery, glassware, and cutlery according to our catalogue and in sufficient quantity for the expected number of guests.
• Tablecloths and textile napkins according to our catalogue and in sufficient quantity for the expected number of guests.
• Full service team: maître d', head bartender, waitstaff, chefs, and catering logistics team—adequately staffed according to the format and size of the event.
• Full production and execution of the menu, as per the approved culinary proposal.
• Set-up and removal of equipment, performed the same day of the event within the agreed operational schedule.

Important logistical conditions:

• Management, transportation, and logistics are not included in the menu price and will be quoted separately based on:
  • Distance to the event location.
  • Volume of load.
  • Number of staff required.
  • Access challenges (stairs, slopes, unpaved roads, restricted schedules, etc.).

The exact specifications and quantities of included materials will be detailed in the individual quote for each client.

In the event that Amida Catering provides its services at a venue where the equipment and tableware are exclusively supplied by another provider, Amida shall assume the cost of the basic package from the provider’s dossier, which is necessary for the catering service.

Any additional cost will be covered by the client, regardless of whether the materials are supplied exclusively by the provider or by Amida.  

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2.3 What Is Not Included in the Quote

Unless explicitly stated otherwise, the following items are not included in the menu price or in AMIDA’s standard service:

• Event venue or location.
• Floral decoration, themed or decorative furniture, designer glassware or crockery.
• Technical and artistic services: DJs, musicians, sound or lighting technicians, microphones, stages, etc.
• External infrastructure: marquees, generators, utility connections, climate control, technical flooring, etc.
• Auxiliary services: cloakroom, restroom cleaning, security, valet service, guest transport, etc.

These services may be:

• Hired directly by the client.
• Recommended by AMIDA through partner providers.
• Optionally included, provided they are detailed in the signed quote or contract.

Responsibility for external services:AMIDA accepts no responsibility for the quality, performance, or issues arising from services provided by third parties that are not under its direct coordination or billed by AMIDA. In such cases, the client assumes full responsibility.

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2.4 AMIDA’s Exclusivity as Catering Provider

During the event, AMIDA will be the sole authorized provider of food and beverage services. The involvement of other caterers, food trucks, mobile bars, or similar operators is not permitted without prior written authorization.

Any exception must be approved in advance.

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2.5 Set-Up, Dismantling, and Access to the Event Venue

• The assembly and disassembly of the material will take place on the same day of the event, unless space prevents it due to regulations or availability. In some cases, due to the complexity of the event, AMIDA will use the day before and the day after for the assembly and disassembly of the event.
• If it is necessary to carry out these operations on different days, they will apply additional costs by personnel, transport and logistics management, specified in the budget.
• The cost of transport and logistics, always Budgeted separately, will depend on:
  • Distance from the AMIDA facilities.
  • Cargo volume and number of vehicles.
  • Complexity of access to space.
  • Local operating hours and restrictions.

The customer must communicate in advance any access restrictions, technical requirements or logistical conditions. AMIDA is not responsible for additional costs or delays resulting from lack of prior information.

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2.6 Use of Client-Owned Equipment (Terms and Conditions)

If the client wishes to use their own equipment, decorations, or furniture, they must notify AMIDA in advance.

No discounts will be applied for not using the equipment included in the standard service.

AMIDA is not responsible for the handling, transport, or safekeeping of third-party objects or equipment.

If materials from other providers are used, AMIDA accepts no responsibility for their receipt, set-up, or handling.

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2.7 Weather Conditions and Allocation of Responsibilities

AMIDA assumes no responsibility for issues caused by adverse weather conditions (rain, wind, extreme cold, sun, etc.). The final decision on whether the event is held outdoors or indoors always lies with the client.

If marquees, generators, heating, technical flooring, or other contingency solutions are required, their hiring and cost are the responsibility of the client.

Set-up locations must be defined at least 24 hours before the event.

AMIDA will do its best to adapt to weather conditions but does not guarantee normal event execution if appropriate measures are not taken in time.

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3. Additional Services and Optional Supplements

Some events require complementary services that are not part of the base menu. These services are subject to availability, specific conditions, and additional charges, which will be detailed in the quote or event dossier depending on the type of event, number of guests, and venue.

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3.1 Menu Tasting

Available exclusively for weddings, gala dinners, and large-scale corporate events.

• The menu tastings will take place at the Room Service venue located at C/Concepción No. 3.
• Included at no cost for two people, provided the event has been confirmed and the deposit paid.
• Additional guests: €130.00 per person(VAT included)‍
• If the tasting takes place before the event is confirmed, the cost will be €160.00 per person (VAT included).
• Alcoholic beverages not included in the proposed menu, as well as wines outside the selected package, will be invoiced on the final bill.
• Tasting sessions must be booked in advance within AMIDA’s operational calendar.
• The cost of the menu tasting and any supplements will be invoiced and paid by credit card upon completion of the tasting.

4. Safety, Legal Compliance, and Event Conduct

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4.1 Food Safety

AMIDA complies with all current regulations regarding food safety and handling. All products are prepared in authorized facilities and handled by qualified personnel, under proper storage conditions.

This ensures strict adherence to the cold chain, ingredient quality, and food safety for all menus served during the event.

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4.2 External Food or Beverage Policy

For hygiene, health control, and legal responsibility reasons, the introduction or consumption of external food or beverages not provided by AMIDA is not permitted.

Limited exceptions:

• Non-edible decorative items (e.g., symbolic cakes, props, etc.) may be accepted.
• These items must not be intended for consumption. Otherwise, AMIDA declines all responsibility for any incidents that may occur.

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4.3 Misconduct and Immediate Service Termination

To ensure the safety of guests and staff, AMIDA reserves the right to immediately suspend service if any serious misconduct is observed during the event by the client or their guests, including:

• Fights, altercations, physical or verbal violence.
• Severe disrespect toward staff.
• Use of illegal substances or any behavior compromising the integrity of the event.

In such cases:

• The event will be terminated without the right to a refund.
• The client will be held liable for any damages, costs, or losses resulting from such conduct.

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4.4 Damage Liability and Use of Security Deposit

The client agrees to cover any material damage caused by themselves, their guests, or third-party suppliers hired independently. This includes:

• Breakage or loss of crockery, glassware, cutlery, or furniture.
• Damage to table linens (burns, ink, wax, etc.).
• Damage to technical equipment, structures, or logistical elements.
• Delays or cost overruns caused by third parties not coordinated by AMIDA.

The €1,000.00 security deposit included in the reservation may be used to cover these expenses. If damages exceed this amount:

• An additional invoice will be issued, payable within 7 calendar days.

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4.5 Civil Liability Insurance and Additional Insurance

AMIDA has a professional civil liability insurance policy that covers damages resulting from its own operations and personnel.

This insurance does not cover:

• Damages caused by guests.
• Incidents involving external vendors hired by the client.
• Risks associated with the venue, weather, or causes beyond AMIDA’s control.

Client recommendations:

• Consider purchasing cancellation insurance for personal, family, or force majeure reasons not covered by AMIDA.
• Consider private civil liability insurance for large-scale events, private venues, or those involving significant external infrastructure.

AMIDA will not issue refunds or compensation in the event of cancellations due to personal, health, weather-related, or logistical issues outside its control.

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4.6 Intellectual Property: Use of Images and Videos

AMIDA may use images or videos taken during the event for promotional or archival purposes, provided the client does not express opposition.

The client may request in writing that their event images not be used. This request must be made prior to the event day, by email or specified in the contract.

In the absence of such a request, it will be understood that the client grants permission for use of images, provided AMIDA respects the aesthetic, privacy, and reputation of the event and its guests.

These images may be used on digital platforms, catalogues, social media, or AMIDA’s corporate materials, but never for direct commercial resale (e.g., content sales).

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5. Legal, Sustainable, and Ethical Commitment

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5.1 Protection of Personal Data

AMIDA EVENTS S.L., in compliance with the General Data Protection Regulation (GDPR) and other applicable laws, informs that all personal data collected will be processed solely for the correct management of the contractual relationship and the provision of the contracted service.

The data will be processed in accordance with the principles of lawfulness, fairness, transparency, data minimization, accuracy, integrity, and confidentiality.

Clients may exercise their rights of access, rectification, erasure, objection, restriction, and data portability at any time by contacting: contabilidad@grupoamida.com.

For more information, please consult our Privacy Policy and Cookie Policy available on our website.

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5.2 Jurisdiction and Applicable Law

These terms and conditions shall be interpreted in accordance with Spanish law.

Any disputes regarding their application will be submitted to the courts of Palma de Mallorca, and both parties expressly waive any other jurisdiction that might otherwise apply.

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5.3 Gratuity Policy and Team Recognition

Tips are not included in the quote and are entirely voluntary. Nevertheless, AMIDA appreciates any gesture of recognition for the dedication and hard work of the team involved in each event.

The client may:

• Give tips directly to the staff.
• Request AMIDA to manage a global gratuity via bank transfer, which will be distributed fairly among the operational team assigned to the event.

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5.4 Commitment to Sustainability

AMIDA maintains an active commitment to environmental, social, and economic sustainability, and continually works to implement responsible practices. These include:

• Use of local and seasonal products, when available.
• Waste reduction and efficient resource use.
• Reuse of service and logistics materials across events.
• Waste sorting for proper recycling.

Although an exclusive “eco-package” is not currently offered, AMIDA is in ongoing evaluation and improvement to integrate sustainable solutions across all operational processes.

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5.5 Post-Event Feedback Policy

AMIDA actively values client feedback and suggestions as an essential part of our continuous improvement process.

After the event, a brief voluntary survey may be sent via email to gather insights into the client's experience and identify areas for improvement.

All evaluations will remain confidential and used exclusively for internal purposes.