Terms & Conditions

Effective Date: June 1, 2026

This Coffee Catering Agreement (“Agreement”) is entered into by and between Mini’s Coffee Bar, LLC (“Company”) and the undersigned individual or entity (“Client”).

By paying the required deposit, the Client acknowledges and agrees to the terms and conditions outlined below.

1. Services Provided

The Company agrees to provide mobile espresso and coffee catering services (“Services”) for the Client’s event (“Event”), as outlined in the accepted quote or invoice.

Menu items may include but are not limited to:
Cold Brew, Iced Chai, Iced Matcha, Refreshers, Water, Dirty Sodas, & Hot Chocolate


Milk options may include: Whole milk, oat milk, half & half

The Company reserves the right to make reasonable menu adjustments if key ingredients or products become unavailable beyond its control.

2. Event Details & Changes

Event details (including date, time, location, guest count, and setup requirements) are specified in the Client’s accepted proposal or confirmation.

  • Any requested modifications must be submitted in writing at least 7 days before the Event date.

  • The Company reserves the right to adjust pricing or apply surcharges if major changes occur (such as a higher guest count or extended service hours).

  • If the Client fails to communicate changes that affect setup or service logistics, the Company may not be able to fulfill the Services as planned and will not be held liable for any resulting limitations.

⚠️ Additional Hour Policy: Please note that securing an "additional hour" extends the physical time the Company is on-site providing services, but does not increase the guest count or serving capability past the original tier purchased. If you require additional servings along with extended time, your package tier must be upgraded.

3. Deposit & Payment

  • Deposit: A non-refundable deposit equal to 50% of the total service cost is due upon acceptance of this Agreement.

  • Final Payment: The remaining balance is due 7 days prior to the Event date, unless otherwise agreed upon under a Net 30 or other written payment agreement.

  • Late Payments: Any balance not paid by the due date (or within the agreed payment terms) will incur a $50 late fee, plus 1.5% per month (18% per year)  until paid in full. Events may be postponed or services withheld until the balance is paid.

  • The Client’s Event date is not secured until the Company has received the deposit.

  • Payment may be made by credit card or ACH.

4. Venue Coordination & Setup

  • The Company requires access to the venue (“Venue”) at least 1 hour before the Event start time for setup and 1 hour after the Event ends for cleanup and load-out.

  • The Client is responsible for obtaining and covering any fees, permissions, or permits related to the Venue,  as well as covering any associated fees (parking, load-in, etc.).

  • Outdoor service can only be accommodated when there is no chance of rain and the temperature stays between 40°F and 90°F, as adverse weather conditions can jeopardize Company equipment and staff.

5. Electricity & Power Requirements

  • The Client must provide a dedicated 120V/15-amp circuit per espresso machine for proper operation. 

  • The Company will supply extension cords and power strips as needed. 

  • If the power provided is inadequate or improperly supplied, the Company will not be liable for any damages or refunds, and services may not be rendered safely.

6. Insurance

The Company will maintain general liability insurance that specifically covers the Services offered at the Event. Proof of insurance can be provided upon request.

7. Indemnification & Liability

The Client agrees to indemnify and hold harmless Mini’s Coffee Bar, LLC, and its staff from any claims, damages, losses, or liabilities (including bodily injury or property damage) arising out of the negligence or misconduct of the Client, their guests, or independent vendors during the Event. The Client shall be liable for any damage to Company's equipment caused by faulty, improper, or surging electrical supply provided by the venue/Client. 

Additionally, the Client accepts responsibility for any loss, theft, or damage to Mini’s Coffee Bar, LLC’s equipment and property caused by the Client’s guests or event staff. Mini’s Coffee Bar, LLC remains responsible for its own gross negligence, safe food handling practices, and standard operating procedures.

8. Cancellations & Refunds

8.1 Deposit Policy

  • Non-Refundable Deposit: The initial 50% deposit is forfeited if the Client cancels the Event. The Client acknowledges that the 50% deposit represents a reasonable estimate of the Company's liquidated damages, including administrative costs and the loss of business from holding the date, and is not a penalty. 

8.2 Additional Payments Beyond Deposit

  • 30 Days or More Before Service: If the Client cancels at least 30 days prior to the scheduled service date, any payments made in excess of the 50% deposit will be fully refunded.

  • 7 to 29 days Before Service: If the Client cancels 7 to 29 days prior to the scheduled service date, the Company will refund 50% of additional payments.

  • Within 7 Days of Service: If cancellation occurs within 7 days of the scheduled service date, no refunds will be issued on amounts paid beyond the deposit.

8.3 Credit Option
In some cases, payments may be credited toward a future booking (at the Company’s discretion and based on availability).

8.4 Special Orders & Custom Branding
If the Company has purchased custom or special-order items (e.g., branded materials) that cannot be returned, the Client remains responsible for those costs even in the event of cancellation. 

9. Rescheduling

  • Single-Day Events: If the Client requests a new date at least 72 hours prior to the Event, the Company will attempt to accommodate it. Less than 72 hours’ notice may require the Client to pay the full event cost.

  • Multi-Day Events: A minimum of 7 days’ notice is required for rescheduling. Fewer than 7 days may lead to the Client incurring the full event cost.

  • All rescheduling is contingent on the Company’s availability for the new requested date.

10. Force Majeure and Limitation of Liability 

If the Company cannot fulfill its obligations due to circumstances beyond its control (e.g., natural disasters, extreme weather, acts of God, or venue issues) it may secure an alternative caterer (with the Client’s written approval) at no extra charge or refund any amounts paid. The Company is not liable for additional damages or compensation in such cases. 

11. Governing Law & Venue

This Agreement is governed by and interpreted according to the laws of the Commonwealth of Pennsylvania. Any legal proceedings arising under this Agreement shall be brought exclusively in the state or federal courts located in Montgomery County, Pennsylvania. 

12. Entire Agreement

This Agreement forms the complete understanding between the Parties regarding the Services, superseding all prior agreements, whether oral or written. Changes must be documented in writing and signed by both Parties. If any provision is found unenforceable, the remainder of the Agreement remains in effect. 

13. No Waiver

A delay or failure by either Party to enforce any provision of this Agreement does not constitute a waiver of that provision for future enforcement. 

14. Acceptance

By submitting the deposit, the Client acknowledges and agrees to all terms and conditions in this Agreement. The Company’s acceptance of the deposit confirms the booking.