Terms of service.

Updated: 11-30-25

This Coffee Catering Agreement (“Agreement”) is entered into by and between The Neighbor Coffee Co. LLC (“Company” or “Caterer”) 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:
Espresso, Cappuccino, Latte (Mocha, Vanilla, and Caramel), Seasonal Latte, Chai Latte, Black & Herbal Teas
Milk options may include: Whole and Oat Milk.

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.

3. Deposit & Payment

  • Deposit: A non-refundable deposit of 50% of the total service cost 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 upon in writing (e.g., Net 30 for approved corporate clients).

  • Late Payments: Unpaid balances after the due date are subject to a $50 late fee plus 1% weekly interest (4% per month) until paid in full. Services may be postponed or canceled if payment is not received by the required date.

  • Accepted payments: Credit card, ACH transfer, or check (payable to Neighbor Coffee, LLC).

  • The event date is not confirmed until the deposit is received and processed.

4. Venue Coordination & Setup

  • The Company requires at least 1 hour prior to service for setup and 1 hour after service for teardown.

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

  • Outdoor service is possible only if conditions are safe for espresso equipment. Extreme weather (rain, snow, excessive heat/cold, or high wind) may prevent setup or require relocation indoors.

  • If safe setup is not possible and no backup plan is available, the Company reserves the right to cancel on-site service without refund.

5. Electricity & Power Requirements

  • A dedicated 120V / 15-amp circuit per espresso machine must be available.

  • The Company will provide necessary extension cords and safety equipment.

  • If adequate power is unavailable, services may not be rendered safely, and the Company is not responsible for refunds or damages caused by improper electrical supply.

6. Insurance

Neighbor Coffee maintains general liability insurance to cover its operations during the Event. Proof of insurance can be provided upon request.

7. Indemnification

The Client agrees to indemnify and hold harmless Neighbor Coffee, its owners, and staff from any liability, loss, or damage to persons or property caused by the actions, negligence, or misconduct of the Client, guests, or associated vendors during the Event.

This includes, but is not limited to:

  • Any health, safety, or regulatory concerns related to the Event or venue.

  • Responsibility for compliance with local health codes, venue regulations, or permits.

  • Any fines, citations, or issues arising from serving food or beverages at the Event.

By booking our services, the Client acknowledges that it is their responsibility to ensure that all applicable regulations and requirements are met and accepts full responsibility for any resulting outcomes.

8. Cancellations & Refunds

8.1 Deposit Policy

  • The 50% deposit is non-refundable under all circumstances.

8.2 Additional Payments Beyond Deposit

  • 30 Days or More Before Event: Any payments beyond the deposit will be refunded in full.

  • 8–29 Days Before Event: 50% of additional payments (beyond deposit) will be refunded.

  • Within 7 Days of Event: No refunds will be issued for any payments made.

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 Client requested special-order items, such as custom wraps, decals, or branded materials, the Client is responsible for those costs, even in the event of cancellation.

9. Rescheduling

  • Single-Day Events: Requests to reschedule made at least 72 hours before the Event will be accommodated when possible. Less than 72 hours’ notice may result in the full event cost being due.

  • Multi-Day or Corporate Events: Require at least 7 days’ notice to reschedule.

  • All rescheduling depends on availability and must be mutually agreed upon in writing.

10. Liability Limitation

If The Neighbor Coffee Co. is unable to fulfill the Event due to unforeseen circumstances beyond its control (e.g., power failure, natural disasters, accidents, illness, or venue issues), the Company may:

  1. Arrange for a comparable vendor (with Client approval), or

  2. Refund any payments received, excluding costs already incurred.

In such cases, the Company’s liability is limited solely to the amount paid by the Client, and no additional damages or compensation shall be owed.

11. Governing Law & Venue

This Agreement is governed by and construed in accordance with the laws of the State of Pennsylvania. Any legal proceedings shall take place within that jurisdiction.

12. Entire Agreement

This Agreement constitutes the full understanding between the Client and The Neighbor Coffee Co., superseding all prior discussions or written agreements.
Any changes or exceptions must be made in writing and signed by both parties.

13. No Waiver

Failure by either party to enforce any provision of this Agreement does not waive that provision or any future enforcement rights.

14. Acceptance

By submitting the deposit, the Client acknowledges and agrees to all terms and conditions in this Agreement.

Receipt of the deposit by Neighbor Coffee, LLC. confirms the booking and binds both parties to this Agreement.