Snow Fairy Coffee Terms and Conditions
This Catering Services Contract (“Agreement”) is entered into by and between Snow Fairy Coffee LLC (“Company” or “Caterer”), located in Garden Grove, CA and the individual or entity (“Client”).
By paying the required deposit, the Client agrees to the terms and conditions outlined below.
Event Details
Client is hiring Caterer to provide coffee beverages and related services for the following event:
Event Name: [Name of Event]
Date: [Date of Event]
Location: [Full Address of Venue]
Service Start Time: [Time]
Total Hours of Service: [Number]
Estimated Number of Guests: [Number]
Services Provided
The Company will furnish the agreed-upon coffee catering services (“Services”) for the Client’s event (“Event”).
Services may include, but are not limited to:Espresso, Cortado, Flat White, Cappuccino, Americanos (Hot or Iced), Latte (Hot or iced), Chocolate Milk (Hot or iced), Matcha Latte (Hot or iced), Matcha Spritzers.
Six house made syrups: Vanilla, Dulce de Leche, Mocha, Honey, Yuzu, Black Sesame
Three cold foams: Sea salt Vanilla, Yuzu, Black Sesame
Milk Options: Whole milk, Oat Milk, Almond Milk
The Caterer reserves the right to substitute ingredients or menu items of comparable quality if ingredients become unavailable due to supplier shortages or circumstances beyond the Caterer's reasonable control. No alcoholic beverages will be served by the Caterer.Deposit & Payment
Deposit: A nonrefundable deposit equal to 25% of the total service cost is due upon booking.
Final Payment: The remaining balance of the total service cost is due 10 days prior to the Event date.
The Client’s Event date is not secured until the Company has received the deposit.
Payment can be made by credit card, bank transfer, or check. Make checks payable to Snow Fairy Coffee LLC and mail to the specific mailing address provided on your official invoice. Payments by check must be received (not postmarked) by the Company at least 10 days prior to the Event date.Failure to timely remit the final payment constitutes a material breach of this Agreement and may result in cancellation of the Event by the Caterer without refund of the deposit.Venue Coordination & Setup
Caterer will require access to the venue no later than 1.5 hours in advance of start time for setup, and 1.5 hours after the end time, for clean up. Client will make all necessary arrangements, at Client’s expense, to ensure this access.
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 espresso equipment.
The Caterer requires an ADA accessible route from the parking area to the service area for smooth install. Caterer must be made aware 7 days in advance if such a path does not exist for Caterer to prepare alternative solutions for setup.
Electricity & Power Requirements
The Client must provide a dedicated 120v/15-amp circuit per coffee cart. Caterer will provide all extension cables and multi sockets for operation. If adequate power is unavailable, the Caterer shall not be responsible for any inability to provide espresso-based beverages, and no refund or price reduction shall be due. For standard 120V connections, we must be within 50ft of the power outlets.
If the Client is unable to secure a dedicated circuit for each coffee cart, the Caterer may provide a generator at the client’s expense.
Insurance & Licenses
The Company will maintain all needed licenses & general liability insurance that specifically covers the Services offered at the Event.
Property Damage
Except to the extent caused by the Caterer's negligence or willful misconduct, the Client assumes responsibility for any loss, theft, or damage to the Caterer's property occurring during the Event timeline that is caused by the Client, the Client's guests, invitees, vendors, contractors, the venue, or the venue's personnel.
Legal Compliance
Caterer will adhere to all applicable laws, regulations, and best practices related to beverage preparation and service, including health, safety, and sanitation standards
Cancellation
Deposit Policy : The deposit is nonrefundable if the Client cancels.
Payments beyond the deposit
1. 30 or more days before the event : Payments beyond the deposit will be refunded.
2. 29 days or fewer before the event : No refunds on any payment beyond the deposit.
Rescheduling & Credits
3. Free Rescheduling Notice: The Client may request to reschedule the Event one (1) time at no extra charge by providing a minimum of 7 days' written notice prior to the Event date. Rescheduling is strictly subject to the Caterer’s availability.
4. Unavailability & Expiration: If the Caterer is unavailable for the Client’s newly requested date, or if the Client does not have a new date set, the request will be processed as a credit. This credit (including the deposit and any payments made) must be redeemed for an event occurring within 365 days of the original Event date, after which the credit is entirely forfeited. Requests made with fewer than 7 days' notice do not qualify for a credit or rescheduling and will be treated as a cancellation under the standard terms of Clause 2.
5. Custom-Order Items: The Client is responsible for the full cost of any custom items or specialized ingredients already purchased by the Caterer for the Event, even if the Event is canceled or rescheduled. The Caterer reserves the right to bill the Client directly or deduct these costs from any eligible refunds.Limitation of Liability
The Company shall not be held liable except for damages caused by its negligence or willful misconduct. Liability is limited to the total amount paid under this agreement.
If the Company cannot perform due to force majeure, it may:
1. secure an alternative caterer (with client approval) at no extra cost, or
2. refund the total amount paid under this agreement.
The Company will not be responsible for any additional damages or compensation under these circumstances.Jurisdiction and Venue
This Contract shall be construed in accordance with the laws of the State of California and the parties hereto agree that venue shall be in Orange County, California.
Entire Agreement
This Agreement constitutes the entire understanding between the Parties and supersedes all prior discussions or agreements. Any changes or amendments to this Agreement must be made in writing (including confirmed email or digital communication) and agreed upon by both Parties to be enforceable.
No waiver
Failure by either Party to enforce any provision does not waive future enforcement of that or any other provision.
Acceptance
By submitting the deposit, the Client acknowledges and agrees to all terms of this Agreement. The Company’s receipt of the deposit confirms the booking.