Terms & Conditions
Arbutus Collective Last updated: August 21, 2026
Please read these Terms & Conditions carefully before booking or using the Arbutus Collective website. By submitting an inquiry or booking, you agree to these terms. Our website is built on Squarespace; bookings and quotes are submitted through the site, and payments are currently handled directly via e-transfer or cash.
1. Who We Are
Arbutus Collective ("Arbutus Collective," "we," "us," or "our") is a booking and coordination service that connects clients with independent chefs, sommeliers, and bartenders ("Team Members") for private dining experiences across Greater Victoria and the South Island, BC.
2. Our Role
Arbutus Collective acts as the booking, coordination, and payment layer between clients and Team Members. Team Members are independent contractors, not employees of Arbutus Collective. Team Members are responsible for the menu, wine pairing, or bar program design and execution for your event, including their own certifications (such as Food Safe and Serving It Right, where applicable).
3. Bookings & Quotes
Bookings and inquiries are submitted through forms on our website. Quotes are prepared based on the details you provide (date, guest count, budget, occasion, dietary needs). Final pricing may be adjusted if event details change.
A deposit is required to confirm your booking, paid directly via e-transfer or cash. The remaining balance is due before or on the event date, as specified in your quote, using the same payment method.
Please retain your own records (e.g., e-transfer confirmation) for each payment made, as no automated payment receipt is generated through our website at this time.
All quotes are valid for a limited time and subject to Partner availability at time of confirmation.
4. Cancellations & Changes
Cancellations made 14+ days before the event are eligible for a full refund of the deposit.
Cancellations made 5–14 days before the event are eligible for a partial refund.
Cancellations made within 5 days of the event are not eligible for a refund.
We will make reasonable efforts to accommodate date or detail changes but cannot guarantee availability.
5. Client Responsibilities
Provide accurate event details, including guest count, dietary restrictions, and venue access information.
Ensure the event venue is reasonably accessible and, where applicable, has adequate kitchen facilities or is equipped per prior arrangement.
Obtain any permits or permissions required for the venue (e.g., building access, noise permits), unless otherwise agreed.
6. Alcohol Service
Where a bartender or sommelier is providing alcohol service, the client is responsible for ensuring any required special-event liquor licensing is obtained, unless otherwise agreed in writing. Team Members who providing alcohol service hold their own Serving It Right certification.
7. Food Allergies & Dietary Needs
We ask that clients disclose all known allergies and dietary restrictions at the time of booking. While Team Members will make reasonable efforts to accommodate stated needs, Arbutus Collective and its Team cannot guarantee an environment entirely free of allergens.
8. Website & Payments
Our website is hosted on Squarespace. At this time, payments are handled directly between the client and Arbutus Collective via e-transfer or cash, rather than through an integrated online payment processor.
9. Photography
We may request permission to photograph events for marketing purposes. Photography will only be used with the client's consent.
10. Governing Law
These terms are governed by the laws of the Province of British Columbia, Canada.
11. Changes to These Terms
We may update these terms from time to time. Continued use of our services after changes are posted constitutes acceptance of the updated terms.
12. Contact Us
Questions about these terms? Reach out to us at arbutuscollectiveltd@gmail.com.