Terms and Conditions of Service

1. How to Book and Confirm Your Event

1.1 Booking and Security Deposit

To confirm the booking, a deposit of €2,500.00 plus VAT (total: €3,025.00) is required, payable by bank transfer. For corporate events, the deposit is 10% of the initial quote. This amount will be deducted from the final invoice, with €1,000.00 retained as a security deposit until the event has taken place. This deposit covers any material damage or costs arising from negligence attributable to the client or their guests.

The booking secures the date and activates the preliminary event organisation. The deposit is refundable only within the first 15 calendar days following contract signature. After this period, the amount is non-refundable under any circumstances.

1.2 Payment Methods and Charges

All payments must be made by bank transfer to the account specified by AMIDA. Cash and card payments are not accepted as a general method. For international payments, the client shall bear all applicable bank charges in full.

Exceptionally, and subject to AMIDA’s prior express written authorisation, alternative payment methods may be accepted for specific items or in special circumstances. Any charges or commissions arising from the alternative method shall be borne entirely by the client. The tasting menu must be paid for by credit card (see section 3.1)

1.3 Quote Validity and Price Revision

All quotes issued by AMIDA are valid for 30 calendar days from the date of issue. The expiry date is indicated at the bottom of the quote. If the client does not confirm or make payment within the validity period (30 days), the quote shall lapse and AMIDA may revise or amend it without prior notice when issuing a new proposal.

If the client confirms the event and makes the initial payment within that period, the quote shall be considered accepted and the general pricing conditions will be maintained based on the confirmed number of guests and contracted services. However, depending on how far in advance the event is scheduled, the following specific conditions may apply:

Events taking place within 12 months

• The price of the menu and contracted services will be fixed and will not be subject to price changes.
• Any price change may only arise if the client requests additional services or voluntary modifications to the accepted quote.

Events taking place more than 12 months ahead

• Prices may be revised for the year of the event by applying the Spanish Consumer Price Index (CPI) as published by the National Statistics Institute (INE), subject to a maximum increase of 8% per annum. If the CPI exceeds 8%, the maximum increase shall be capped at 8%. If it is lower, the actual CPI percentage shall apply.
• This revision reflects increases in the CPI, fluctuations in raw material costs, logistics and sector labour costs. By confirming an event more than 12 months in advance, the client expressly accepts this condition.
• Any such revision will be communicated in writing with sufficient advance notice and reflected in the corresponding proforma invoice.

1.4 Guest Confirmation and Proforma Invoice

Once the menu tasting and material selection have taken place, AMIDA will issue a proforma invoice based on the estimated number of guests, together with the conditions and services contracted up to that point. During the tasting, the client is expected to select their chosen menu and beverages. AMIDA will then send the quote for confirmation, although this may be revised up to 30 days before the event.

The client must confirm the final number of attendees at least 30 days before the event. This figure will be used to calculate the final invoice and may not be amended thereafter.

1.5 Final Invoice and Payment Deadline

The final invoice will be issued 30 days before the event, based on the confirmed number of attendees and the services agreed up to that point. Once this invoice has been issued, no amendments will be accepted regarding the number of guests, the menu breakdown, additional contracted services or the event logistics.

Any subsequent requests for changes will be subject to AMIDA’s express approval and, if accepted, may result in additional charges for staffing, kitchen, transport or production adjustments.

Once the final invoice has been issued, the client will have 14 calendar days to pay the total amount in full by bank transfer.

If payment is not received within the stipulated period, the AMIDA team will attempt to contact the client to resolve the situation. If no response is received or payment is not made, the event will be considered cancelled by the client and the cancellation terms set out in sections 1.6 and 1.7 shall apply.

1.6 Cancellation Policy and Refunds

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

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

Any amounts paid up to the date of cancellation will be considered part of the applicable penalties.

1.7 Date Change Due to Force Majeure

Date changes will only be accepted in the event of duly documented force majeure, meaning any unforeseeable, unavoidable event beyond the control of either party that makes it impossible to hold the event under the originally agreed conditions.

The following are considered force majeure circumstances, by way of example and without limitation:

• Natural disasters (floods, fires, earthquakes, extreme storms).
• Public health emergencies (pandemics, epidemics, lockdowns).
• Restrictions imposed by public or governmental authorities.
• Forced closure of the venue due to external causes.
• Serious accidents, hospitalisation or death of the couple or their immediate family members, 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 of the original event date.

• New dates are subject to diary and operational team availability and may fall in a different season.
• If the client does not accept any of the proposed dates, this will be treated as a definitive cancellation of the service by the client, and the penalties set out in the cancellation policy (section 1.6) shall apply.
• In the event of an accepted rescheduling, the original booking deposit will remain valid without the need for a new payment, although the quote may be adjusted if the new date entails significant logistical or pricing changes.

Force majeure rescheduling does not include the possibility of changing the event venue, the number of guests or the contracted services, unless expressly agreed by both parties. Any additional changes will be treated as voluntary modifications with the corresponding effect on the quote.

1.8 Contract Signature and Booking Confirmation

AMIDA does not accept provisional reservations. The event date will not be considered confirmed or guaranteed until the client has made the corresponding 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 paid without the contract having been signed, such payment shall constitute express acceptance of all stipulated conditions.  

The contract will be signed once the client has formally confirmed the date and accepted the submitted quote. Signature may be carried out digitally or in person.

In certain cases, and where both parties so agree, express written acceptance of the quote (by email) together with payment of the deposit may be considered valid contractual confirmation. In any case, without both requirements being met — signature and payment — AMIDA does not guarantee the availability of the requested date.

1.9 Cancellation by AMIDA

Cancellation due to force majeure: In the event that AMIDA is unable to deliver the contracted service due to duly documented force majeure circumstances (natural disasters, public health emergencies, governmental restrictions, serious damage to AMIDA’s own premises or other unforeseeable and unavoidable events beyond AMIDA’s control), the client will receive a full refund of all amounts paid within a maximum of 30 calendar days. AMIDA will notify the client as soon as possible and, where operationally feasible, will offer available alternative dates.

2. What Is and Is Not Included in the Service

2.1 Service Duration and Overtime

The duration of the service shall in all cases be as expressly stated in the quote confirmed by the client. This time includes both client-facing service and AMIDA’s internal operations (kitchen, front-of-house and catering logistics).

The start of service is understood as the start time stipulated by the client (for example, the welcome drinks reception or cocktail hour).

Any extension beyond the scheduled time will be treated as overtime and will be invoiced additionally, whether due to delays, last-minute changes, the client’s operational decisions, or guests arriving before the start time set by the client or organisers.

Specific conditions:

• AMIDA’s team is not required to extend their working hours beyond the contracted time; overtime is not carried out without prior arrangement.
• If the client anticipates overtime, it must be paid in full before the day of the event.

Setup and breakdown:

• Setup and breakdown of included materials will take place on the day of the event itself, or in accordance with the complexity and operational requirements of the event.
• If it becomes necessary to carry out these operations on different days, additional costs for transport, staff and logistics will apply, as reflected in the relevant quote.

2.2 What Is Included in All Quotes

Unless otherwise stated in the personalised quote, all AMIDA standard menus include the following basic operational elements in the quantities established by AMIDA:

• Crockery, glassware and cutlery, in accordance with the catalogue and sufficient availability for the expected number of guests.
• Table linens and cloth napkins, in accordance with the catalogue and sufficient availability for the expected number of guests.
• Full service team: Maître d’Hôtel, Head Barman, Waitstaff, Chefs, Catering Logistics Team, proportionate to the format and scale of the event.‍
• Full menu production and service, in accordance with the accepted culinary proposal.‍
• Setup and clearance of equipment, carried out on the day of the event within the agreed operational hours.

Important logistical conditions:

• Management, transport, logistics and breakage of glassware and crockery are not included in the menu price and are quoted separately, based on:
  • Distance to the event venue.
  • Volume of cargo.
  • Number of operatives required.
  • Access difficulties (stairs, uneven terrain, unpaved access roads, restricted hours, etc.).
• The exact specifications of included materials and quantities will be detailed in each client’s individual quote.

Where AMIDA Catering provides its services at a venue where tableware and equipment are exclusively supplied by another provider, AMIDA will cover the cost of that supplier’s basic package as required for the catering service.

Any additional cost overruns will be borne by the client, regardless of whether the materials are supplied by the exclusive provider or by AMIDA.

2.3 What Is Not Included in the Quote

Unless expressly stated otherwise in the quote, the following items are not included in the menu price and do not form part of AMIDA’s standard service:

• The event venue or estate.
• Floral decoration, decorative or themed furniture, designer glassware or crockery.
• Technical and artistic services: DJ, musicians, sound or lighting technicians, microphones, staging, etc.
• External infrastructure: marquees, generators, power supplies, climate control, technical flooring, etc.
• Auxiliary services: cloakroom, bathroom cleaning, security, valet parking, guest transport, etc.

These services may be:

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

Liability for external services:

AMIDA accepts no responsibility for the quality, delivery or incidents arising from services provided by third parties that are not under AMIDA’s direct coordination or invoiced by AMIDA. In the case of external contracts, liability rests exclusively with the client.

2.4 AMIDA’s Exclusivity as Catering Provider

During the event, AMIDA will be the sole authorised provider of food and beverage services. The participation of other catering operators, food trucks, mobile bars or similar services is not permitted without express prior written authorisation.

Any exceptions must be approved in advance.

2.5 Setup, Breakdown and Access to the Event Venue

• Setup and breakdown of equipment will take place on the day of the event itself, unless the venue prevents this due to regulations or availability. For particularly complex events, AMIDA may use the day before and the day after for setup and breakdown.
• If these operations must be carried out on different days, additional costs for staff, transport and logistics management will apply, as detailed in the quote.
• Transport and logistics costs, always quoted separately, will depend on:
  • Distance from AMIDA’s facilities.
  • Volume of cargo and number of vehicles.
  • Complexity of access to the venue.
  • Operational hours and restrictions at the venue.

The client must give advance notice of any access restrictions, technical requirements or logistical constraints. AMIDA accepts no responsibility for additional costs or delays arising from a lack of prior information.

2.6 Use of Client-Owned Tableware (Conditions)

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

• No discounts will be applied for not using the materials included in the standard service.
• AMIDA accepts no responsibility for the handling, transport or safekeeping of any external items or equipment.
• In the event of materials being provided by a third-party supplier, AMIDA accepts no responsibility for their receipt, setup or handling.

2.7 Weather Conditions and Allocation of Responsibilities

AMIDA accepts no liability for incidents arising from adverse weather conditions (rain, wind, extreme cold, excessive heat, etc.). The final decision on whether the event takes place outdoors or indoors always rests with the client.

• Should marquees, generators, heating, technical flooring or other contingency solutions be required, their procurement and cost shall be the responsibility of the client.
• Setup locations must be confirmed at least 24 hours before the event.

AMIDA undertakes to adapt as far as possible to prevailing weather conditions, but does not guarantee normal event execution if adequate measures are not taken with sufficient lead 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 briefing according to the type of event, number of attendees and contracted venue.

3.1 Menu Tasting

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

• Menu tastings take place at Room Service, located at C/Concepcion nº3.
• Complimentary for two people, provided the event has been confirmed and the deposit paid.
• Additional à la carte items and menu supplements are not included.
• Additional guests: €130.00 VAT included per person.
• If the tasting takes place before the event has been confirmed, the cost will be €160.00 VAT included per person.
• Alcoholic beverages not included in the proposed menu, including wines not part of the proposal, are excluded and will be charged on the final bill.
• The tasting must be booked in advance, within AMIDA’s operational calendar.
• The cost of the tasting and any supplements will be invoiced and paid by credit card at the end of the session.

4. Safety, Legal Compliance and Conduct

4.1 Food Safety

AMIDA complies with all applicable regulations on food safety and food handling. All products are prepared in authorised facilities and handled by qualified personnel under appropriate storage conditions.

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

AMIDA operates a Hazard Analysis and Critical Control Points (HACCP) plan implemented in accordance with Regulation (EC) No 852/2004 on the hygiene of foodstuffs, ensuring temperature control, product traceability and hygiene standards at all stages of preparation and service.

AMIDA complies with the allergen information obligations set out in Regulation (EU) No 1169/2011. The client is responsible for communicating to AMIDA, within the timeframe specified in the contract, any food allergies, intolerances and dietary restrictions of their guests. AMIDA will treat such information as health data in accordance with the GDPR, on the terms set out in the Privacy Policy.

4.2 Introduction of External Food or Beverages

For reasons of hygiene, sanitary control and legal liability, the introduction or consumption of any food or beverage not provided under AMIDA’s contracted services is not permitted.

All beverages served during the event must be exclusively contracted from and supplied by the catering service. Exceptionally, the client may bring their own alcoholic beverages only where AMIDA is unable to supply the specific brand requested (wine, tequila, whisky, gin, etc.); a corkage fee will apply in such cases as detailed in the quote, with no corresponding discount on beverages already included.

Limited exceptions:

• Non-edible decorative elements (symbolic cakes, prop pieces, etc.) may be accepted.
• These elements must not be intended for consumption. If they are, AMIDA declines all liability for any resulting incidents.

4.3 Misconduct and Immediate Service Termination

To safeguard the safety of all attendees and AMIDA’s team, AMIDA reserves the right to immediately terminate the service if the client or their guests engage in serious misconduct during the event, including:

• Fights, altercations, physical or verbal violence.
• Serious disrespect towards AMIDA’s personnel.
• Consumption of illegal substances or other conduct that compromises the integrity of the event.

In such cases:

• The event will be considered terminated with no right to a refund.
• The client will be liable for any damage, costs or losses arising from such conduct.

4.4 Indemnification for Damages and Use of Security Deposit

The client undertakes to cover any material damage caused by themselves, their guests or externally contracted suppliers. This includes:

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

The security deposit of €1,000.00 included in the booking may be applied to cover such costs. If the damage exceeds this amount:

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

4.5 Professional Liability Insurance and Additional Cover

AMIDA holds a professional liability insurance policy covering damage arising from its own operations and personnel.

This insurance does not cover:

• Damage caused by guests.
• Incidents caused by external suppliers contracted by the client.
• Risks arising from the venue, weather conditions or causes external to AMIDA.

Recommendations for the client:

• Taking out cancellation insurance for personal, family or force majeure circumstances not covered by AMIDA.
• Considering their own liability insurance if a large-scale event is planned, at a private estate, or involving significant external infrastructure.

AMIDA will not provide refunds or compensation in the event of cancellation due to personal, health, weather or logistical reasons outside its control.

4.6 Intellectual Property: Use of Images and Videos

AMIDA may document events through photography and audiovisual recording for archive, corporate documentation and commercial communication purposes. The processing of such images is carried out in accordance with Regulation (EU) 2016/679 (GDPR).

• Client images: The client may expressly authorise in the contract that AMIDA uses identifiable images of the event for promotional purposes. This authorisation is voluntary and may be revoked at any time by written notice to legal@grupoamida.com. In the absence of express authorisation, AMIDA will not use identifiable images of the client or the event for advertising purposes.
• General event images: Photographs in which attendees appear incidentally, without being individually identified as the primary subject, may be used on the basis of AMIDA’s legitimate interest (Article 6(1)(f) GDPR). Attendees will be informed through visible signage at the event venue of their right to object to the processing of their images.

The client may request, within 15 days of the event, that no identifiable images be used for promotional purposes, by contacting legal@grupoamida.com. Images will not be shared with third parties for commercial purposes or used in any way that could harm the reputation, image or privacy of the client or their guests.

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5. Legal, Environmental and Ethical Commitments

5.1 Personal Data Protection

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

Data processing will be carried out in accordance with the principles of lawfulness, fairness, transparency, data minimisation, accuracy, integrity and confidentiality.

The client may at any time exercise their rights of access, rectification, erasure, objection, restriction and data portability by writing to legal@grupoamida.com.

For further information, please refer to our Privacy Policy and our Cookie Policy available on our website.

The client also has the right to lodge a complaint with the Spanish Data Protection Authority (AEPD) if they consider that the processing of their personal data infringes applicable regulations: www.aepd.es

5.2 Governing Law and Jurisdiction

These Terms and Conditions shall be interpreted and governed by Spanish law.

For contracts with companies or business professionals (B2B), any dispute shall be submitted to the courts of Palma de Mallorca. For contracts with end consumers, consumer protection legislation shall apply and the consumer may assert their rights before the courts of their place of domicile in accordance with Article 52 of the Spanish Civil Procedure Act (LEC).

5.3 Gratuities Policy and Team Recognition

Gratuities are not included in the quote and are entirely voluntary. That said, AMIDA genuinely values and appreciates any gesture of recognition towards the effort and dedication of the team members involved in each event.

The client may:

• Give the gratuity directly to the staff.
• Request that AMIDA manage a collective gratuity by bank transfer, which will be distributed equally among the operational team members assigned to the event.

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 produce, where available.
• Waste reduction and resource use optimisation.
• Reuse of logistics and service materials across multiple events.
• Selective waste separation for proper recycling.

Although no exclusive eco-friendly package is currently offered, we continuously evaluate and improve our operations to incorporate sustainable solutions across all processes.

5.5 Post-Event Evaluation Policy

AMIDA proactively values the opinions and suggestions of its clients as an essential part of its continuous improvement process.

• Once the event has concluded, a brief voluntary satisfaction survey may be sent by email to gather the client’s experience and identify areas for improvement.
• Processing is carried out on the basis of AMIDA’s legitimate interest (Article 6(1)(f) GDPR). Data will be retained for a maximum of 2 years and will not be shared with third parties. Data Subjects may exercise their rights by contacting legal@grupoamida.com, in accordance with the Privacy Policy.

Note on Specific Conditions by Event Type

These general terms and conditions apply to all services offered by AMIDA EVENTS S.L., regardless of event type. However, certain events may require specific conditions depending on their format, scale or characteristics (weddings, corporate events, institutional lunches, private dinners, cocktail receptions, etc.). Such specific conditions will always be included in the individualised quote or contract signed by the client. In the event of any discrepancy between this document and the signed quote or contract, the quote and/or contract shall prevail as the primary binding document.

Final Note: All prices stated in this document exclude VAT and correspond to the current year of contracting. Rates are reviewed annually; for events taking place more than 12 months ahead, the provisions of section 1.3 apply.

Translation Disclaimer

This English translation is provided for informational and convenience purposes only. The legally binding version of these Terms and Conditions of Service is exclusively the Spanish-language original. In the event of any discrepancy arising from the interpretation or application of this translation, the Spanish text shall prevail in all respects. Any dispute concerning the interpretation or application of these Terms shall be resolved exclusively on the basis of the Spanish-language version.

Last updated: June 13, 2026