Don’t Get Left out in the Cold – Legal Checks to Do Before the “Slow Season”

Summer might still be in full swing, but September or certainly before the cold weather hits and the event calendar slows down a little) is the perfect time to take stock of your business and take a bit of time to review certain aspects. We aren’t just talking about the equipment and finances, but the legal bits too.

The Winter period (excluding Christmas season) is when many traders experience their quieter period, but it’s also when small issues from the summer can creep up – unpaid invoices, unclear terms, or bookings for next year with no paperwork in place. These quieter months are ideal for sorting things out before they could become a bigger problem.

Start with your paperwork

You might be surprised how many caterers we speak to who haven’t looked at their T&Cs or booking forms in years. Things change – your menu evolves, your cancellation policy tightens, or your deposit structure shifts. If your paperwork hasn’t kept up, you’re risking confusion or disputes down the line.

Now’s the time to check:

· Are your terms clear about deposits, cancellations, and bad weather?

· Do your booking forms include the right disclaimers and payment deadlines?

· Is your contract wording up to date with how you actually operate?

Even a small tweak now can save you stress later.

Next up: overdue invoices

If you’ve let unpaid invoices slip over the summer, you’re not alone. We get it, you’re busy, and chasing payments is time-consuming. But leaving it until January could mean you’ve missed your window to claim or enforce if invoices repeatedly remain unpaid.

The good news? September is a great time to send reminders or start formal recovery of outstanding payments, and in many cases, a properly worded letter from a legal professional is all it takes to secure your money and improve your cashflow.

Look ahead to 2025 bookings

We know that some events and private bookings are already being lined up for next year. That’s great, but make sure they’re locked down properly. If someone drops out next spring and you’ve got no terms in place, you could lose the gig and the money.

Ask yourself:

· Am I taking deposits with clear, written terms?

· Do I have written agreements for big 2025 jobs?

· What would happen if someone cancelled last minute?

If you’re not sure, now’s the time to tighten up those terms.

Need a second pair of eyes?

We’re offering NCASS members a free 30-minute legal check-up this autumn. We’ll review your booking forms, terms, disclaimers, or any outstanding issues, and help you get your business winter-ready.

Other support available:

· One-off pay-as-you-go legal advice from £495

· Contract and document reviews from just £20

· Debt recovery help from £50

Get in touch on 0118 321 4188 or email [email protected]