Terms & Conditions
Effective Date: September 30, 2026
Thank you for choosing Mini's Coffee Bar. These terms apply to services provided by Mini's Coffee Bar, LLC (“we,” “us,” or the “Company”) and keep expectations clear so we can deliver a stress-free, well-planned experience for you and your guests.
1. Services
We provide mobile cold beverage catering for your event as outlined in your accepted quote or invoice. Our menu includes nitro cold brew, honey-infused chai, and other cold beverages agreed upon in advance. Our seasonal hot chocolate bar is available September 1 through January 15. If a key ingredient becomes unavailable, we may make reasonable menu adjustments.
2. Booking and Deposit
A 50% deposit is required at the time of booking to secure your event date. Deposits are non-refundable unless cancellation is due to an act of God. Your event is not confirmed until we have received the deposit.
3. Final Payment
The remaining balance is due no later than 7 days before your event, unless otherwise agreed in writing. If final payment is not received by the due date, your booking may be cancelled.
4. Event Details and Changes
Accurate event details, including date, time, location, and guest count, help us plan well. Please send any changes in writing at least 7 days before your event. If details change or were provided inaccurately, we may adjust pricing. We will let you know before any adjustment is made.
5. Service Time
Each package includes a service time agreed upon at booking. Additional time can be requested in advance or during the event and is billed at our current hourly rate, available on request. Additional time extends how long we are on site. It does not increase the guest count or serving capacity of your package. If you need more servings, your package can be upgraded.
6. Setup and Venue
Please make sure your event location provides:
Adequate space for the cart setup
A safe and accessible loading and unloading area
Access to electricity, unless otherwise specified
We need access to the venue 1 hour before your event starts for setup and 1 hour after it ends for tear-down. You are responsible for any venue fees, permits, or permissions, including parking and load-in fees.
7. Weather
To protect our equipment and team, our standard cart setup is served outdoors only when there is no chance of rain and temperatures stay between 40°F and 80°F. Our seasonal hot chocolate bar is not limited by temperature and only needs access to a nearby power source, but it also requires no chance of rain.
8. Cancellation
If you cancel for any reason, your 50% deposit remains non-refundable. In addition:
30 or more days before your event: any payments beyond the deposit are refunded.
10 to 29 days before your event: you are responsible for 50% of the total booking fee.
Within 10 days of your event: you are responsible for 100% of the total booking fee.
Custom or special-order items, such as branded cups or banners, that we have already purchased for your event remain your responsibility. If we need to cancel due to unforeseen circumstances, we will refund all payments received in full.
9. Rescheduling
You may request a new date, subject to our availability. If we can accommodate it, your deposit may be transferred one time to the new date, provided the new date falls within 90 days of your original booking.
10. Equipment and Property
Please treat our cart and equipment with care. You are responsible for damage to our equipment caused by your guests or event staff, or by the electrical supply at your venue.
11. Circumstances Beyond Our Control
If we cannot provide service because of circumstances beyond our control, such as severe weather, venue restrictions, or power outages, we will work with you to reschedule or refund amounts paid beyond the deposit.
12. Gratuity
Gratuity is optional and always appreciated. Any gratuity is distributed at our discretion.
13. Photography and Marketing
A member of our team may take photos or videos of our cart, beverages, and service during your event for our website, social media, and marketing. Content focuses on our work and will not identify guests by name. To opt out, let us know in writing before your event. Please also let your guests know that photos may be taken.
14. Governing Law
These terms are governed by the laws of the Commonwealth of Pennsylvania.
15. Acceptance
By submitting a deposit, you acknowledge and agree to these terms. Our acceptance of your deposit confirms your booking.