Mobile Coffee Catering Agreement

Eyevel LLC

Every booking is confirmed by a signed agreement, and the agreement you sign governs your booking. These are its standard terms.

This Mobile Coffee Catering Service Agreement (the “Agreement”) is entered into by and between Eyevel LLC (“Caterer”), a California Limited Liability Company and the client as identified below (“Client”) (collectively, “Parties”), for the purpose of providing mobile coffee catering services for Client. This Agreement shall become effective upon the date of both Parties’ signatures below (“Effective Date”).

1. Client Information

The Client’s name, contact details, and day-of event contact are set out in the signed Agreement.

2. Purpose & Scope (Event-Based Only)

2.1 Purpose & Scope of Services. Client hereby retains Caterer, and Caterer agrees to provide, mobile coffee bar and barista catering services strictly limited to the specified event detailed in Exhibit A (the “Event”). This Agreement governs only the specific Event date, time, and location outlined herein and does not create an ongoing, retainer, or multi-event service relationship, unless otherwise specified and agreed to in writing by the Parties.

2.2 Modification of Event Details. Any requests to alter Event details—including location, time, schedule, guest count, or scope of services — must be submitted in writing and receive written confirmation from the Caterer at least seven (7) calendar days prior to the Event. Changes requested after this deadline are subject to Caterer’s approval and may incur additional administrative, labor, and/or inventory fees.

2.3 Final Guest Count. The final guest count must be submitted to the Caterer at least seven (7) days prior to the Event. If the final headcount exceeds the estimate provided in the original order, the Caterer reserves the right to adjust billing to reflect the higher guest volume, including the additional service and material fees required.

3. Menu Specifications & Beverage Service

3.1 Menu Selections and Inclusions. Caterer agrees to provide mobile specialty beverage service as specified below. The Caterer will make every effort to provide all menu items as specified. If an ingredient becomes unavailable due to seasonal limits or supply chain constraints, the Caterer reserves the right to substitute a comparable item. The Caterer will use reasonable efforts to accommodate known allergies or dietary restrictions when making any necessary substitutions.

Subject to the substitution terms above, the standard menu inclusion consists of:

• Espresso-based beverages: Espresso, Americano, Latte, Cappuccino, Mocha, Cortado
• Signature drinks: Pumpkin Spice Chai, Salted Caramel Latte, Vanilla Brown Sugar
• Non-coffee & tea: Chamomile, Earl Grey, Chai Latte, Mexican Hot Chocolate, Matcha Latte
• Syrups: Vanilla, Caramel, Hazelnut
• Milk options/alternatives: Whole milk, Oat milk
• Related consumables: cups, lids, stirrers, straws

3.2 Barista Staffing and Equipment Footprint. Caterer will supply one espresso machine, grinder, pitcher rinser, a coffee table cart, and the number of certified baristas set out in Exhibit A to service the Event. The physical footprint required per cart setup is approximately 8 feet x 8 feet. Client must ensure that the designated setup area is level, stable, and clear of obstructions, with a clear and accessible step-free path—utilizing ramps, elevators, or flat surfaces—from the designated unloading zone to the service area. A single low step or curb is permitted; staircases are not.

Client must disclose in writing prior to the Event any stairs, elevated decks, patios, narrow gates, restrictive doorways, steep inclines, soft or unpaved ground, or an unloading distance exceeding 150 feet from the service area. If stairs represent the sole path to the requested service area, Caterer reserves the right to set up at the closest accessible alternative location. No refunds, fee reductions, or service credits will be issued under these circumstances.

4. Venue Access & Utility Requirements

4.1 Venue Access, Setup, and Breakdown. Client shall secure and guarantee Caterer’s uninterrupted access to the Event venue beginning at least 1.5 hours prior to the scheduled Event start time for load-in and equipment setup, and extending for 1 hour following the Event conclusion for breakdown, load-out, and site cleanup. Client is solely responsible for all venue coordination, scheduling permissions, and covering all associated operational costs, including but not limited to venue access fees, vendor parking, and loading zone permits (if applicable).

4.2 Safety Compliance. The Client acknowledges that the Caterer’s ability to perform services is contingent upon the venue meeting minimum safety and environmental conditions under California law. Failure by the Client or venue to provide a safe, sanitary, and compliant area for setup may result in immediate suspension of service until corrected, without refund or liability to the Caterer.

4.3 Venue Compliance. Client assumes sole responsibility for ensuring that the Event’s venue permits outside catering, holds any required venue-wide temporary event permits, and provides a safe, sanitary, and compliant operational footprint that meets California Retail Food Code standards. If the Event is held outdoors, the Client must provide adequate overhead protection to shield the coffee station from environmental contamination. If the Client cannot provide this necessary overhead cover, the Client must notify the Caterer in writing at least 7 days prior to the Event so the Caterer can arrange to bring a compliant cover or canopy setup. Failure by the Client to either provide adequate overhead protection or timely notify the Caterer to bring a backup setup may result in immediate suspension of service upon arrival to protect equipment and food safety, without refund or liability to the Caterer.

If the Caterer is shut down, delayed, or denied access by the venue, property management, or a local health official due to venue-related compliance or permitting issues, the Client remains fully liable for the total contract amount, and no refunds shall be issued.

4.4 Electrical and Power Demands (Critical Venue Requirement). Client is solely responsible for ensuring the venue provides adequate and dedicated power for the Caterer’s equipment(s). The mobile coffee setup requires a minimum of one dedicated, non-shared, grounded 120V electrical outlet located within 50 feet of the service area, free of other high-draw appliances. The Caterer will supply the necessary extension cord. If an appropriate outlet is unavailable, the Client must notify the Caterer in writing prior to the Event date; upon request and subject to availability, a generator may be provided at an additional fee.

• Power Failures: Caterer is not liable for service delays, reductions, interruptions, equipment malfunctions, or a total inability to perform services resulting from insufficient, shared, fluctuating, or failing venue power at the Event. No refunds or price reductions will be issued if the venue fails to meet these electrical parameters.

4.5 Outdoor Operations and Environmental Protection. Outdoor service is subject to optimal weather conditions, requiring a rain-free environment and temperatures between 40°F and 90°F. In the event of extreme or inclement weather, the Caterer reserves the right to modify the service style or relocate the mobile setup to a suitable, protected area. The Caterer is not liable for any service delays or interruptions caused by weather conditions or necessary setup relocation. Service downtime or delays resulting from such weather events will not modify or extend the originally scheduled service completion time, and service will conclude at the contracted end time. For outdoor setups in direct sunlight, the Caterer may provide a professional umbrella or canopy to protect its equipment and ensure proper service upon the Client’s request.

5. Upfront Payment & Card-on-File Authorization

5.1 Deposit and Balance. To secure the Event date, reserve the mobile equipment, and finalize the booking, Client must pay a deposit of fifty percent (50%) of the total estimated contract value immediately upon execution of this Agreement. The remaining balance is due fourteen (14) days before the Event; if the Event is fewer than fourteen (14) days away when booked, full payment is due at booking. The total estimated fee for the services requested is set forth in the attached Exhibit A. No mobile coffee catering services will be performed until the total balance is paid in full.

5.2 Payment Methods. Payment may be made via credit card, ACH bank transfer, PayPal, or business check. Business checks must be received and cleared at least fourteen (14) days prior to the Event date.

5.3 Card-on-File Authorization. The Client agrees to provide and maintain a valid credit card on file with the Caterer at the time of signing. By executing this Agreement, the Client explicitly authorizes Caterer to securely store this payment method and automatically process charges for any post-signing additions, increased guest counts, or day-of overage fees (e.g., extending service windows beyond the contracted timeframe) as mutually agreed upon.

5.4 Refunds and Gratuity. Except as explicitly outlined in the Cancellation Policy (Section 6), all payments made to the Caterer are completely non-refundable. Voluntary gratuities for the barista staff are left to the discretion of the Client and are not included in the base package unless a mandatory service charge is explicitly detailed on the attached invoice (Exhibit A).

6. Cancellation, Postponement, and Refund Tiers

6.1 Written Notice Required. Any cancellation, postponement, or rescheduling of the Event by the Client must be submitted to the Caterer in writing via email. The effective date of the cancellation is the date the Caterer receives and acknowledges the written notice.

6.2 Tiered Refund Schedule. Because the Caterer commits equipment, staff, and inventory to the Event date immediately upon booking, refunds for client-initiated cancellations are strictly bound to the following calendar windows:

• Thirty (30) or more days prior to the Event date: Client will receive a full one hundred percent (100%) refund of all payments made.
• Fifteen (15) to twenty-nine (29) days prior to the Event date: Client will receive fifty percent (50%) refund of all payments made. The remaining fifty percent (50%) will be retained by the Caterer as agreed-upon liquidated damages, and not as a penalty, to compensate for lost booking. Both Parties agree that at the time of signing, the Caterer’s actual damages resulting from a cancellation in this window would be impracticable or extremely difficult to calculate, and that this 50% sum represents a fair and reasonable estimation of the Caterer’s lost opportunity costs, administrative overhead, and preparatory labor.
• Fourteen (14) days or fewer prior to the Event date: The full contract amount is entirely non-refundable. No refunds, partial payouts, or credits will be issued, as the Caterer has already procured perishable inventory, finalized labor scheduling, and rejected alternative business for that date.

6.3 Client Initial Requirement. By initialing below, Client explicitly acknowledges that they have read, understood, and agreed to this tiered refund schedule and the financial liabilities associated with cancelling or changing the Event date.

6.4 Caterer Default and Refund Policy. If the Caterer must cancel the Event for any reason other than the Client's failure to comply with the venue utility, menu, or payment terms set forth in this Agreement, or events covered by Section 10.1, the Client will receive a full one hundred percent (100%) refund of all funds paid.

7. Client Responsibilities

7.1 Client Responsibilities & Site Requirements. The Client is solely responsible for securing, booking, and paying for the venue, securing all necessary local permits or municipal approvals, and ensuring a safe, sanitary, and compliant work environment for the Caterer’s staff and equipment. Additionally, the Client must guarantee the physical access, space footprint, and dedicated power parameters detailed in Section 4 are fully operational upon the Caterer’s arrival. Failure to meet any of these site requirements may result in restricted or canceled service with no right to a refund or price reduction.

8. Insurance

8.1 Caterer Insurance. Caterer carries comprehensive Commercial General Liability insurance tailored for mobile food and beverage operations. A Certificate of Insurance (COI) listing the Client or the venue as an additional insured can be provided upon request, subject to a minimum of seven (7) days’ advance notice prior to the Event.

9. Indemnification

9.1 Indemnification and Hold Harmless. The Client agrees to defend, indemnify, and hold harmless the Caterer, its owners, officers, employees, agents, and representatives from any and all claims, damages, actions, liabilities, losses, costs, and expenses (including reasonable attorneys’ fees and costs) arising out of or resulting from the Event, except to the extent caused by the sole negligence or intentional misconduct of the Caterer. This includes, but is not limited to, slip-and-fall accidents in the vicinity of the coffee station or service area, allergic reactions from customers or guests who failed to read posted ingredient lists, and/or property damage, theft, or loss caused by Event attendees and/or Client’s guests or staff.

10. Limitation of Liability & Force Majeure

10.1 Uncontrollable Events (Force Majeure). Caterer shall not be held liable or legally responsible for any delay, limitation, or total failure to perform services under this Agreement resulting from circumstances beyond its reasonable control. These events include, but are not limited to: venue infrastructure failures, utility or power outages, venue issues, sudden staff illness, extreme weather conditions, government restrictions, or acts of God. In such circumstances, Caterer will make commercially reasonable efforts to deliver alternative service solutions or coordinate a rescheduling, but no refunds or price adjustments will be issued for cancellations or disruptions caused by these uncontrollable events.

10.2 Limitation of Liability and Property Damage. The Client assumes full financial and legal responsibility for any theft, loss, vandalism, or damage caused to the Caterer’s equipment (including, but not limited to, espresso machines, grinders, mobile coffee cart, and electrical components) by the Client, the venue staff, or Event guests during the setup, duration, and/or breakdown of the Event.

10.3 Waiver of Consequential Damages. Except in cases of gross negligence or willful misconduct by the Caterer, the Caterer, its owner(s), or individual employee(s), shall not be held liable to Client or any third party for indirect, incidental, special, exemplary, or consequential damages. This includes, without limitation, any claims for lost profits, lost revenue, commercial opportunity, damage to business or personal reputation, emotional distress, or loss of personal standing arising out of or connected to the performance or non-performance of services under this Agreement.

11. Dispute Resolution & Mutual Non-Disparagement

11.1 Good Faith Resolution. In the event of any dispute, claim, or disagreement arising from this Agreement, the Parties agree to make a prompt, good faith effort to resolve disputes privately and amicably through direct consultation. Neither Party shall initiate formal legal action or file a formal claim until a period of thirty (30) days has elapsed from the date written notice of the dispute was delivered to the other Party.

11.2 Right to Cure and Public Disparagement. The Parties agree to refrain from making any public complaints, negative reviews, or disparaging statements (whether online, via social media, or to third parties) without first providing the other Party with detailed written notice of the issue and a reasonable opportunity to resolve or cure the grievance. Any unauthorized public disparagement committed prior to completing this private resolution process shall be considered a material breach of this Agreement.

11.3 Escalation Process and Alternative Dispute Resolution (ADR). The Parties covenant to utilize their best efforts to settle any operational dispute or billing grievance through private, good faith negotiations. If the dispute cannot be resolved through informal discussion within thirty (30) days of written notice, the Parties agree to submit the matter to private, confidential mediation in Los Angeles County, California, with the costs of mediation shared equally between the Parties, prior to filing any lawsuit.

12. Miscellaneous

12.1 Governing Law and Jurisdiction. This Agreement is governed by, and construed in accordance with, the laws of the State of California, without regard to its conflict of law principles. The Parties explicitly agree that the courts located in Los Angeles County, California, shall serve as the exclusive venue and jurisdiction for the resolution of any legal disputes or claims arising out of this Agreement.

12.2 Entire Agreement and Amendments. This Agreement, including the attached Exhibit A and/or invoice(s), and any incorporated schedules, constitutes the entire agreement between the Parties regarding the subject matter addressed herein. It supersedes and replaces all prior or contemporaneous negotiations, understandings, promises, or verbal representations, whether written or oral. No amendment, modification, or waiver of any provision in this Agreement shall be valid or legally binding unless it is made in writing and signed by an authorized representative of both Parties.

12.3 Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. The Parties agree that electronic, digital, or facsimile signatures shall have the same legal force, validity, and effect as a handwritten, wet-ink signature.

Exhibit A

A. Scope of Services and Payment Schedule

1. Client & Event Details

The Client’s name, the Event date, the venue name and address, and the estimated guest count are set out in Exhibit A of the signed Agreement.

2. Service Timeline

Caterer arrival and setup time, service start and end times, and teardown and departure are set out in Exhibit A of the signed Agreement.

3. Menu & Scope

• Package Selected: The Standard Menu
• Included Items: Espresso-based beverages (espresso, americano, latte, cappuccino, mocha, cortado); Signature drinks (pumpkin spice chai, salted caramel latte, vanilla brown sugar); Non-coffee & Tea (Chamomile, Earl Grey, chai latte, Mexican hot chocolate, matcha latte); Syrups (vanilla, caramel, hazelnut); Milk options/alternatives (whole milk, oat milk); and related consumables (cups, lids, stirrers, straws)

4. Venue Infrastructure Requirements

• The Client agrees to provide a minimum of one dedicated, non-shared, grounded 120V electrical outlet located within 50 feet of the service area, free of other high-draw appliances. Failure to provide adequate power relieves the Caterer of the obligation to serve, with no refund issued.
• The Client agrees to provide a safe designated setup area for the Caterer that is approximately 8 feet x 8 feet for proper coffee cart setup with a clear and accessible step-free path—utilizing ramps, elevators, or flat surfaces—from the designated unloading zone to the service area. A single low step or curb is permitted; staircases are not.

5. Fees & Payment Schedule

The base package fee, travel/setup fee, total due, and payment type are set out in Exhibit A of the signed Agreement.

• Overtime Rate: $150 per hour / $75 per half-hour

B. Card-on-File Authorization and Incidental Charges

1. Authorization. The Client agrees to provide and maintain a valid credit card on file with the Caterer. The Client explicitly authorizes Caterer to securely store this payment method and automatically process charges for any post-signing additions, increased guest counts, or day-of overage fees (e.g., extending service windows beyond the contracted timeframe) as mutually agreed upon.

2. Authorized Charges. The Caterer is authorized to charge the card on file for:

• Overtime: Any service hours extended past the agreed “Service End Time” as detailed above at the rate of $150/75 per hour/half-hour, requested verbally or in writing by the Client or the Client’s designated event coordinator on the day of the Event.
• Unpaid Balances: Any remaining balance, final invoices, or late fees that are not paid by the due dates as specified above.
• Damage to Property: The cost of repair or replacement for any catering equipment, cart fixtures, or machinery damaged or stolen by the Client or the Client’s guests/attendees during the Event.
• Insufficient Infrastructure Fees: Any emergency fees incurred if the Caterer must supply secondary power generators or equipment due to the venue or the Client failing to meet the electrical requirements specified in Section 4.

3. Notice of Charge. The Caterer will provide the Client with an itemized invoice and written notice via email at least 24 hours prior to processing any charges for damages or overtime.

Questions about these terms? Email info@eyevel.com or call (818) 527-2122. See also our Privacy Policy and Cookie Policy.