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TERMS & CONDITIONS

Updated: 01-14-26

This Coffee Cart & Catering Services Agreement (“Agreement”) is entered into by and between Clearmeadow Coffee, a WA registered business/LLC (“Company” or “Caterer”), and the undersigned individual or entity (“Client”).

By submitting the required deposit, the Client agrees to all terms and conditions set forth below.

1. Services Provided

The Company agrees to provide coffee cart and catering services (“Services”) for the Client’s event (“Event”), including the preparation and service of coffee and related beverages.

Menu offerings may include, but are not limited to:
Espresso, Cappuccino, Mocha Latte, Vanilla Latte, Seasonal Latte, Chai Latte, Hot Chocolate, Herbal & Black Tea

Milk Options: Whole Milk, Oat Milk, Almond Milk

The Company reserves the right to make reasonable substitutions or adjustments to the menu if ingredients become unavailable due to circumstances beyond its control.

2. Event Details & Changes

Event details (including date, time, location, and estimated guest count) are confirmed through the Client’s inquiry and the Company’s accepted quote or written confirmation.

Any changes must be submitted in writing at least 7 days prior to the Event.
Significant changes (including guest count increases or location changes) may result in pricing adjustments or surcharges.

3. Deposit & Payment Terms

  • Deposit: A 50% non-refundable deposit is required to secure the Event date.

  • Final Payment: The remaining balance is due no later than 7 days prior to the Event, unless otherwise agreed to in writing (e.g., Net 30 terms).

  • Late Payments: Any unpaid balance after the due date will incur a $50 late fee plus 1% interest per week (4% per month). The Company may withhold or postpone services until payment is received.

The Event date is not secured until the deposit is paid.

Payment Methods: Credit card, ACH, or check (as approved by the Company).

4. Site Requirements & Venue Coordination

The Client agrees to provide:

  • A minimum space of 6 ft x 4 ft for the coffee cart and service area

  • Access to the venue at least 60 minutes prior to the Event start time for setup and 60 minutes after for breakdown

  • Any required permissions, permits, or venue fees

Outdoor service is permitted only when weather conditions are safe. Espresso equipment cannot operate in rain or extreme temperatures (below 40°F or above 90°F).

5. Electricity & Power Requirements

The Client must provide:

  • At least one dedicated 120V / 15–20 amp electrical circuit per espresso machine

The Company will supply necessary extension cords and power strips.
If adequate power is not available, espresso service may not be safely rendered, and no refunds will be issued.

6. Client Responsibilities

The Client shall ensure:

  • Safe and reasonable access for delivery, setup, operation, and breakdown

  • That any site restrictions or special accommodations are communicated at least 7 days prior to the Event

  • Guests behave in a manner that does not endanger staff or equipment

7. Insurance

The Company maintains general liability insurance covering the Services provided at the Event.

8. Liability, Damage & Indemnification

The Company will take reasonable precautions to prevent damage to the venue.
The Client assumes responsibility for any damage, theft, or loss of the Company’s equipment caused by the Client, guests, or attendees.

The Client agrees to indemnify and hold harmless Clearmeadow Coffee from claims, damages, or losses arising from Client or guest negligence or misconduct.

9. Cancellations & Refunds

9.1 Deposit Policy

The 50% deposit is non-refundable in all cases.

9.2 Payments Beyond Deposit

  • 30+ days before Event: Payments beyond the deposit will be refunded

  • Within 7 days of Event: No refunds issued

At the Company’s discretion, paid amounts may be credited toward a future Event, subject to availability.

9.3 Special-Order Items

Costs for custom or non-returnable items (e.g., branded materials) remain the Client’s responsibility even if the Event is canceled.

10. Rescheduling

  • Single-Day Events: Requests made 72+ hours prior will be accommodated if availability allows

  • Multi-Day Events: Minimum 7 days’ notice required

Late rescheduling may result in forfeiture of payments or full Event charges.

11. Force Majeure & Limitation of Liability

If the Company is unable to perform due to circumstances beyond its control (including extreme weather, power failure, or venue restrictions), it may either:

  • Secure a replacement vendor with Client approval, or

  • Refund amounts paid

The Company shall not be liable for additional damages beyond the amounts paid.

12. Governing Law

This Agreement shall be governed by and interpreted under the laws of the State of Washington, unless otherwise required by applicable law.

13. Entire Agreement

This Agreement constitutes the entire understanding between the parties and supersedes all prior discussions or agreements. Any amendments must be in writing and signed by both parties. If any provision is deemed unenforceable, the remaining provisions remain in effect.

14. No Waiver

Failure to enforce any provision does not constitute a waiver of future enforcement.

15. Acceptance

By submitting payment of the deposit, the Client acknowledges and agrees to all terms of this Agreement. Acceptance of the deposit by Clearmeadow Coffee confirms the booking.

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