Event Beverage Catering Agreement

These terms are designed to ensure a smooth, professional, 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 specialty coffee drinks, espresso bars, 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 no fewer than 7 days prior to the Occasion date. Alterations are subject to Provider approval and may result in additional charges.

2. Beverage Menu & Ingredients

The beverage selection is finalized upon booking. Because the Provider is committed to fresh, specialty ingredients, 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

• Specialty Lattes: Chai Latte, Matcha Latte, Hot Chocolate

• Brewed Beverages: Tea Selection

• Syrup Flavors: French Vanilla, Chocolate, Caramel, Spiced brown sugar, Hazelnut, Sugar Free Vanilla, + 1 or 2 Seasonal Rotations

• Dairy Options: Whole Milk or 2% and 2 Alternative Dairy choices (e.g., Oat, Almond)

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 40F and 90F. The Host acknowledges that espresso machinery 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, and permits.

• Power Independence: Valiente LLC operates as a fully self-powered, eco-friendly mobile unit utilizing professional-grade, silent lithium power stations. The Host is not required to provide dedicated power outlets. This advanced setup allows our machinery to run at full commercial 20-amp capacity for maximum speed and beverage quality, completely independent of venue limitations.

• Backup Power Access: For events exceeding 4 hours of active service, or in the rare event of a hardware battery override, Valiente LLC reserves the right to request access to one (1) standard 120V outlet within 50 feet of the setup area strictly as a backup source.

• Hardware Safety: To protect our high-end espresso machinery and commercial grinders from voltage drops, Valiente LLC will only utilize our own certified power stations and heavy-duty extension cables.

7. Insurance Coverage

Liability: Provider maintains active general liability insurance policy coverage specifically tailored for mobile catering services throughout the duration of the setup, service window, 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. Staffing, administration, and supply logistics are already complete. However, the paid amount may be issued as a credit toward a future booking.

• 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 heavily dependent on open calendar availability and must adhere to strict supplier windows:

• Single-Day Bookings: Requires a minimum of 72 hours' advance notice to reschedule. Changes or cancellations requested with under 72 hours' notice will forfeit the full balance and are strictly non-refundable.

• Multi-Day Bookings: Requires a minimum of 7 days' advance notice to reschedule. Changes or cancellations requested with under 7 days' notice will forfeit the full balance and are strictly non-refundable.

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 reputable 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: Our goal is exceptional hospitality. Please report any operational issues immediately so our team can resolve them.

• Online Reviews: Both parties agree to give written notice and a fair opportunity to fix any service grievances before posting negative public feedback, reviews, or comments on any internet forums or digital platforms.

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 or product orders, represents the absolute agreement between both parties, replacing all prior verbal discussions or emails.