Terms and Conditions

This Catering Agreement is entered into between Symphonic Coffee Co. (“Caterer”) and the company/person purchasing coffee catering services (“Client”) (together, “Parties”). This Agreement outlines the terms relating to coffee catering services to be provided for the event identified in the quote and/or booking confirmation.

1. Event Details

Client is hiring Caterer to provide coffee beverages and related services for the event described in the booking form and confirmation communication.

Any changes to event details must be communicated at least 7 days prior to the event and may be subject to additional charges.

2. Menu to be Served

The Parties agree to the selected menu. Caterer reserves the right to make minor substitutions if ingredients become unavailable due to circumstances beyond reasonable control.

All drinks can be served hot or iced.

Espresso Bar Menu:

  • Espresso

  • Latte

  • Cappuccino

  • Cortado

  • Flat White

  • Macchiato

  • Americano

Flavors:

  • Vanilla

  • Caramel

  • Mocha

  • Additional specialty flavors available upon request (additional charge may apply)

Milk options include dairy and at least one non-dairy alternative unless otherwise agreed.

Caterer is not responsible for specific menu items running out faster than anticipated due to guest demand.

3. Service Time & Overtime

Service will be provided for the duration agreed upon in the booking confirmation.

If Client requests service beyond the agreed time, overtime will be billed at an hourly rate determined by Caterer and must be approved on-site, subject to staff availability.

If the event start time is delayed due to Client or venue, service time will not automatically be extended.

4. Coordination with Venue

Caterer requires access to the venue no later than 1.5 hours prior to the event start time and 1 hour after for cleanup and breakdown.

Client is responsible for coordinating access with the venue.

Caterer may operate outdoors only under suitable weather conditions (no rain; temperatures between approximately 40°F and 90°F). Client must provide a covered or indoor backup location if needed.

5. Travel & Location Fees

Pricing includes service within a standard service area. Events outside this area may incur additional travel fees, which will be outlined in the quote.

For events requiring significant travel, additional accommodations may be required at Client’s expense.

6. Payment Terms

A 100% deposit is required to secure the event date. Services are not confirmed until payment is received.

If guest count increases, pricing will be adjusted accordingly. Final guest count must be submitted at least 7 days prior to the event.

7. Responsibilities for Related Costs

Client is responsible for all venue-related costs, permits, and permissions required for Caterer to operate.

Power Requirements:
Client must provide 1 dedicated 120V / 15-amp outlet per espresso machine within 25 feet of the setup area.

Failure to provide adequate power, space, or access may prevent Caterer from fully performing services. In such cases, no refunds will be issued and full payment remains due.

8. Guest Count & Service Limitations

Services are based on the agreed guest count.

If the number of guests exceeds the agreed amount, Caterer reserves the right to:

  • Adjust service quantities accordingly, or

  • Charge an additional per-guest fee

9. Insurance

Caterer maintains general liability insurance for services provided during the event.

10. Indemnification

Client agrees to be responsible for any damage, theft, or loss of Caterer’s equipment caused by Client, guests, or venue staff.

11. Cancellation Policy

Cancellations must be made in writing.

  • 15+ days prior: Full refund

  • 8–14 days prior: 50% refund

  • 1–7 days prior: No refund (credit may be applied to a future event)

Custom or non-refundable items will still be charged.

11.1 Rescheduling

Rescheduling is subject to availability.

  • Single-day events: minimum 72 hours notice

  • Multi-day events: minimum 7 days notice

Requests outside these windows may result in full charges.

12. Weather & Force Majeure

Caterer is not responsible for failure to perform due to circumstances beyond reasonable control, including but not limited to severe weather, natural disasters, power outages, or government restrictions.

If weather conditions are unsafe or unsuitable, Caterer reserves the right to modify or cease operations. No refunds will be issued if services can be reasonably attempted under safe conditions.

13. Limitation of Remedies

If Caterer cannot fulfill obligations due to circumstances beyond its control, Caterer may:

  • Provide a replacement vendor, or

  • Issue a full refund

No additional compensation will be provided.

14. Photography & Marketing

Caterer reserves the right to photograph and/or record the setup, beverages, and service for marketing purposes. No personal guest identification will be used without consent.

15. Gratuity

Gratuity is not required but is appreciated at the Client’s discretion unless otherwise specified in the quote.

16. Resolution of Disputes

Both Parties agree to attempt to resolve disputes amicably before pursuing further action.

Neither Party will post negative public statements without first providing written notice and an opportunity to resolve the issue.

17. Jurisdiction and Venue

This Agreement shall be governed by the laws of the state in which the event takes place.

18. Entire Agreement

This document constitutes the entire agreement between the Parties and supersedes all prior discussions or agreements.