Bluejay Coffee Co. Mobile Coffee Cart Catering Agreement
Parties: This Catering Agreement (“Agreement”) is made between Bluejay Coffee Co. (the “Caterer”) and the Client who books the coffee cart services. It sets out all terms for providing mobile coffee and beverage catering at the Client’s Event (“Event”).
Services Provided
Bluejay Coffee Co. will furnish the agreed-upon coffee and beverage services for the Client’s event. Specific menu items and offerings will be outlined in the accepted proposal or quote. Services include preparation of espresso-based drinks and other hot beverages. Example menu items may include: Espresso, Cappuccino, Mocha Latte, Vanilla Latte, Seasonal Lattes, Chai Latte, Hot Chocolate, and a selection of Teas. Milk options (Whole & Oat) will be available. Menu is subject to change based on ingredient availability at time of event.
Included Beverages Include But are Not Limited to: Espresso, Cappuccino, Mocha Latte, Vanilla Latte, Seasonal Latte flavors, Chai Latte, Hot Chocolate, Hot/Cold Herbal & Black Tea.
Milk Options: Whole Milk & Oat Milk (or as available).
The Caterer will provide all equipment, supplies (cups, napkins, etc.), and a barista to serve beverages during the agreed service period.
Staffing and overtime policies are often customized to the event size.
Payment/Cancellation Policy
1. Non-Refundable Deposit
The 50% deposit paid to secure the Event date is non-refundable. The deposit is considered compensation for reserving the Event date and for administrative, planning, and preparatory costs incurred by Bluejay Coffee Co.
2. Final Payment
The remaining balance is due no later than 7 days prior to the Event date, unless otherwise agreed to in writing.
Accepted Payments: Cash, credit card, ACH, or check (payable to Bluejay Coffee Co. LLC).
3. Late Payment
If the remaining balance is not paid by the due date:
A $50 late fee will be applied each day.
Interest will accrue at 1% per day on the unpaid balance.
Late fees and interest will continue to accrue until 48 hours prior to the Event start time.
If the remaining balance is not paid in full at least 48 hours before the Event, the booking will be automatically cancelled and Bluejay Coffee Co. will have no obligation to provide services.
4. Automatic Cancellation & Late Fee Cap
In the event of automatic cancellation due to non-payment:
The 50% deposit remains non-refundable.
Accrued late fees and interest will be charged, not to exceed a maximum of $250 in late fees plus 5% interest of the outstanding balance.
Bluejay Coffee Co. reserves the right to pursue collection of unpaid balances.
5. Cancellation by Client
If the Client cancels the Event:
30 Days or More Before the Event:
Any payments made beyond the 50% deposit will be fully refunded.8–29 Days Before the Event:
Payments made beyond the 50% deposit may be refunded at the sole discretion of Bluejay Coffee Co., depending on expenses already incurred.Within 7 Days of the Event:
If cancellation occurs within 7 days of the scheduled service date, no refunds will be issued on amounts paid beyond the deposit.
6. Credit for Future Events
At the sole discretion of Bluejay Coffee Co., amounts paid (including the deposit) may be applied as a credit toward a future event, subject to availability and provided the new event is scheduled within 6 months of the original date.
7. Custom or Special-Order Items
If Bluejay Coffee Co. has purchased custom, personalized, or special-order items (including but not limited to branded cups, signage, specialty ingredients, or event-specific materials), the Client remains fully responsible for those costs even in the event of cancellation. These costs are non-refundable.
Indemnification
The Client agrees to indemnify and hold the Company harmless for any damage, theft, or loss of the Company’s property caused by the negligence or misconduct of the Client, its guests, or staff.
Venue Access, Setup, and Power Requirements
Venue Access
The Client must provide access to the venue at least 1.5 hour before the event start time for setup, and 1.5 hour after for equipment breakdown and cleanup. The Client is responsible for any venue fees, permits, or permissions required for the Caterer’s service.
Electrical Supply
The venue must supply a dedicated 120V/15-amp circuit for the equipment. The Caterer will bring extension cords and power strips as needed. If the power supply is inadequate or improperly wired, espresso machines and grinders may malfunction; in that case, the Caterer cannot safely operate the equipment and will not be liable for service failure or equipment damage. Note: No refund will be issued if services cannot be rendered due to insufficient power.
Outdoor Service Conditions
Coffee service can be set up outdoors only if there is no chance of rain and the temperature stays within 40°F to 90°F. (Espresso equipment performance suffers outside these bounds.) If weather conditions are unsafe for outdoor operation, service will be moved indoors or postponed, subject to any venue/weather restrictions.
Serving Area
The Client must ensure that the Caterer has access to a level surface measuring at least eight feet by eight feet (8’ x 8’). Equipment cannot be operated on sloped or uneven surfaces.
Cleanup
The Caterer will clean and remove all its equipment. The Client or venue must handle general waste disposal and venue clean-up beyond the Caterer’s area.
Limitation of Liability & Force Majeure
Limitation of Liability
Bluejay Coffee Co. shall only be liable for damages directly resulting from its proven negligence, gross negligence, or willful misconduct.
In all circumstances, the Company’s total liability under this Agreement shall not exceed the total amount actually paid by the Client under this Agreement.
Under no circumstances shall Bluejay Coffee Co. be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, emotional distress, or event-related losses.
Force Majeure
Bluejay Coffee Co. shall not be held responsible for failure or delay in performing its obligations when such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to severe weather, natural disasters, power outages, government restrictions, venue closure, acts of God, labor disputes, or other unforeseen events.
In the event of a force majeure occurrence, Bluejay Coffee Co. may, at its discretion:
Arrange for a comparable alternative caterer, subject to Client approval, at no additional cost to the Client; or
Refund any amounts paid by the Client beyond the non-refundable deposit
The non-refundable deposit shall remain retained to cover date reservation and preparatory costs.
Photo & Media Release
The Client grants Bluejay Coffee Co. permission to photograph and/or record video during the Event for promotional, marketing, portfolio, website, social media, and archival purposes. Such media may be used in any format or medium now known or later developed, without additional compensation to the Client.
Bluejay Coffee Co. agrees to use all media in a respectful and professional manner consistent with its brand standards. Upon written request, the Company will make reasonable efforts to accommodate Client requests to edit, remove, or refrain from using specific images.
Bluejay Coffee Co. will not intentionally use images or video featuring clearly identifiable faces of minors (children under 18 years of age) for promotional purposes.
Governing Law & Venue
This Agreement shall be governed by and interpreted in accordance with the laws of the State of California. Any legal action or proceeding arising under this Agreement shall be brought exclusively in the courts located within the State of California.
Entire Agreement & Amendments
This Agreement constitutes the entire understanding between the Parties and supersedes all prior negotiations, discussions, representations, or agreements, whether written or oral. Any modifications or amendments to this Agreement must be made in writing and signed by both Parties in order to be valid and enforceable.
Severability
If any provision of this Agreement is determined to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.
No Waiver
The failure of either Party to enforce any provision of this Agreement shall not be construed as a waiver of that provision or of the right to enforce it in the future.
Acceptance
By submitting the required deposit, the Client acknowledges that they have read, understood, and agree to all terms and conditions of this Agreement. Receipt of the deposit by Bluejay Coffee Co. confirms the Event booking.