VALIENTE COFFEE CART

Event Beverage Catering Agreement

These terms are designed to ensure a smooth and enjoyable experience for both Valiente Coffee Cart and our clients. By submitting a booking request or confirming services, clients agree to the following Terms and Conditions.

This agreement establishes the terms under which Valiente LLC (“Provider”) will supply coffee catering services for the event (“Occasion”) arranged by the event host/organizer (“Host”).

1. Scope of Services & Reservations

The Host has engaged the Provider to deliver coffee drinks, espresso bar service, and related hospitality services as detailed on the digital booking form and outlined in the email confirmation. Any modifications to the agreed-upon services must be communicated directly to Valiente Coffee as soon as possible. Alterations are subject to Provider approval and may result in additional charges.

2. Beverage Menu & Ingredients

The beverage selection is finalized upon booking. Because beverages are prepared fresh for each Occasion, Provider retains the right to make minor ingredient substitutions in the event that specific items are unavailable due to circumstances beyond the Provider’s control.

Most beverages can be served either hot or iced.

Espresso Drinks: Latte, Cappuccino, Mocha, Americano

Additional Beverages: Chai Latte, Matcha Latte, Hot Chocolate

Tea: Tea Selection

Syrup Flavors: French Vanilla, Chocolate, Caramel, Spiced Brown Sugar, Hazelnut, Sugar-Free Vanilla, plus seasonal options when available.

Dairy Options: Whole Milk or 2%, plus two alternative dairy choices selected for the Occasion.

3. Venue Logistics & Environmental Requirements

The Host agrees to provide the Provider full access to the venue 90 minutes prior to the Service Start Time, and 60 minutes after the Service End Time to accommodate unloading, setup, and teardown. The Host is responsible for making all necessary arrangements and covering any associated fees required to guarantee this access.

For outdoor setups, all coffee carts and brewing equipment may operate outdoors only if there is zero risk of precipitation and the ambient temperature remains between 40°F and 90°F. The Host acknowledges that espresso equipment cannot function safely or effectively in extreme weather conditions.

4. Financial Terms & Deposit

A 100% deposit of the total balance is required upfront to officially secure the requested Service Date and lock in the booking.

5. Financial Terms & Deposit

Payment Methods: Payments are accepted via major credit cards or checks.

Check Instructions: Please make checks payable directly to Valiente LLC and contact us for current mailing details.

Booking Confirmation: Service is officially locked in only after the upfront payment clears.

Guest Count Adjustments: Increases in headcount will trigger a revised invoice. The Host must provide a finalized guest count in writing at least 7 days before the Occasion.

6. Venue Costs, Power & Infrastructure

Venue Fees: The Host handles all venue-related expenses, security deposits, permits, parking fees, and other venue-related costs.

Power Requirements: The Host agrees to provide access to one standard 120V electrical outlet within approximately 50 feet of the setup area unless alternative arrangements have been confirmed in writing.

Equipment Requirements: Valiente LLC will communicate any additional power or site requirements based on the equipment and services included in the booking.

7. Insurance Coverage

Liability: Provider maintains active general liability insurance coverage for its mobile catering services throughout the duration of setup, service, and teardown.

8. Property Indemnification

Loss and Damage: The Host agrees to hold financial responsibility for any equipment theft, structural damage, or loss of Provider property at the venue caused by the actions, negligence, or misconduct of the event guests, venue staff, or coordinators.

9. Cancellation Policy

To cancel services, the Host must submit a formal request via written notice. Because bookings require us to reserve equipment, schedule baristas, and secure perishable inventory, late cancellations present operational losses. The following refund schedules apply:

15+ Days Before Event: Eligible for a 100% complete refund.

8 to 14 Days Before Event: Eligible for a 50% refund of the deposit amount.

1 to 7 Days Before Event: Non-refundable. However, the paid amount may be issued as a credit toward a future booking, subject to availability.

Custom Branding Exception: Any non-refundable custom items or hardware wrapping already ordered by the Provider will be billed to the Host regardless of when the cancellation occurs.

9.1 Rescheduling Limitations

Date changes are dependent on open calendar availability and must adhere to the following notice requirements:

Single-Day Bookings: Requests to change the Event date must be made at least 72 hours before the scheduled Service Start Time. Changes requested with under 72 hours’ notice are subject to Provider approval and may be treated as a cancellation under Section 9.

Multi-Day Bookings: Requests to change the Event date must be made at least 7 days before the scheduled Event. Changes are subject to Provider availability and confirmation.

A new date is not secured until confirmed by Valiente Coffee.

9.2 Express Bookings

An Express Booking is a booking confirmed within 48 hours of the scheduled Event start time.

Because Express Bookings require immediate preparation, staffing, inventory, and scheduling, payments for Express Bookings are non-refundable once the booking has been confirmed.

If the Host cancels an Express Booking, the amount paid may be issued as a credit toward a future booking, subject to Provider availability.

Any custom materials, branded items, or other non-refundable costs already incurred specifically for the cancelled Event are not eligible for credit.

10. Limitation of Liability & Remedies

Force Majeure: If the Provider cannot fulfill the service due to severe weather, equipment failure, or events beyond human control, the Provider will—with the Host’s written sign-off—either contract a substitute coffee catering company at zero extra cost, or issue a 100% full refund. No further damages or extra compensation will be owed.

11. Amicable Dispute Resolution

Client Satisfaction: If an operational issue arises during service, the Host should notify the Provider as soon as possible so the Provider has an opportunity to address the issue during the Occasion.

12. Jurisdiction and Venue

Legal Venue: This contract shall be governed by, construed, and enforced in accordance with the local laws of the specific state and county where the catering service physically occurs.

13. Allergen Disclaimer

Customer shall provide Caterer with written notice of any known allergies, intolerances, or dietary restrictions affecting any guest no later than fourteen (14) days prior to the Event. Upon receipt of such notice, Caterer shall use commercially reasonable efforts to accommodate identified allergies, including preparing designated menu items.

CUSTOMER ACKNOWLEDGES THAT CATERER PREPARES BEVERAGES IN A FACILITY WHERE COMMON ALLERGENS MAY BE PRESENT, THAT IT IS NOT POSSIBLE TO GUARANTEE ANY ITEM IS ENTIRELY FREE OF ALLERGENS, AND THAT GUESTS WITH SEVERE ALLERGIES CONSUME ITEMS PROVIDED BY CATERER AT THEIR OWN RISK.

CUSTOMER ASSUMES ALL RISK ASSOCIATED WITH ALLERGIC REACTIONS EXCEPT TO THE EXTENT CAUSED BY CATERER’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT.

Caterer shall not be responsible for attendees who fail to report their allergens, intolerances, or dietary restrictions.

14. Independent Contractor

Caterer is for all purposes hereunder an independent contractor; in no event will Caterer be considered an agent or employee of Customer or any of its subsidiaries or affiliates for any purpose.

15. Entire Agreement

Full Scope: This document, alongside any attached digital invoices, booking confirmations, or product orders, represents the entire agreement between both parties and replaces all prior verbal discussions or emails concerning the services described herein.