This Catering Agreement (“Agreement”) is entered into by and between Meadows Coffee LLC (“Caterer”) and the client or company booking and paying for catering services (“Client”). This Agreement outlines the terms under which Caterer will provide coffee catering services for the event described in the booking confirmation and quote delivered via email.
1. Event Details
Caterer agrees to provide coffee catering services for the Client’s event, as outlined in the online booking form and confirmed by email. Any changes to event details (including date, time, location, or guest count) must be communicated directly to Caterer at least 7 days before the scheduled event and may result in additional charges.
Caterer will serve the agreed-upon menu. If specific ingredients become unavailable due to factors beyond our control, Caterer reserves the right to make comparable substitutions.
Sample Menu Includes:
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Hot/Iced Drinks: Latte, Cappuccino, Mocha, Americano, Chai Latte, Matcha Latte, Hot Chocolate, Tea
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Syrups: Vanilla, Chocolate, Salted Caramel, 1–2 seasonal flavors
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Milk Options: Whole milk + 2 dairy-free alternatives
3. Venue Coordination
Client will ensure Caterer has access to the event venue no later than 1.5 hours before the event and 1 hour post-event for breakdown and cleanup.
Caterer may operate outdoors provided weather conditions are favorable (no rain, temperatures between 40°F–90°F). In the event it does start raining, cart must be moved indoors or placed under proper covering (awning, roof, etc.) concealing the cart from rain. Espresso machines may not function properly in extreme temperatures.
4. Payment Terms
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50% payment is due upon booking to confirm the event.
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Payment may be made via PayPal, Zelle, Venmo or check (payable to Meadows Coffee LLC).
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If guest count increases, the Client must notify Caterer at least 7 days in advance, and pricing will be adjusted accordingly.
- Remainder of balance is due no later than 3 days prior to event day.
5. Venue-Related Costs & Power Requirements
Client is responsible for:
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Securing venue access and any permits or permissions required.
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Providing 1 dedicated 120V/15-amp circuit per espresso machine within 25 ft of the setup.
Caterer will supply all cables and surge protection. Caterer is not responsible for service limitations due to inadequate power, and no refunds will be given if power supply is insufficient.
6. Insurance
Caterer carries general liability insurance for all events.
7. Indemnification
Client agrees to indemnify Caterer for any damage, loss, or theft of Caterer’s equipment or property caused by Client’s guests, vendors, or staff.
8. Cancellation Policy
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Deposit is Non – Refundable: We hope you understand as we make a commitment to your date and reserve it just for you! Meaning we omit other inquiries and business opportunities, and commit our time and resources to your event.
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Unforeseen Circumstances, Inclement Weather, and Force Majeure: Life happens, and in the event that our coffee cart cannot make it out to your event a full refund is to be expected including your deposit.
8.1 Rescheduling Policy
We are happy to reschedule your event – however your deposit only holds the original date and time reserved and therefore is not transferable or refundable. Due to the nature of our service, we reserve the cart for your date and do not book other events during that date and time. A rescheduled event would result in loss of income and business opportunities that are sometimes immeasurable.
We thank you for your understanding!
9. Limitation of Remedies
If Caterer is unable to fulfill services due to uncontrollable circumstances (e.g., emergencies, force majeure), we will:
Caterer is not liable for additional compensation beyond the refund amount.
10. Dispute Resolution
We’re committed to client satisfaction. If issues arise, please give us the opportunity to resolve them.
The Parties agree not to publish negative content about each other online without prior written notice and a chance to resolve concerns amicably.
11. Governing Law
This Agreement will be governed by the laws of the state and county in which the event is held.
12. Entire Agreement
This document represents the full understanding between the Parties and supersedes any prior communication or agreements.
