A Place Coffee Brewers

Terms & Conditions

This Contract (“Contract”) is entered into on the date of acceptance by the Client and A Place Coffee Brewers LLC (“Company”).

1. Services

The Company agrees to provide catering services as outlined in the Client’s confirmed proposal or invoice. Specific service details—including event date, location, menu, staffing, and fees—shall be confirmed in writing and incorporated by reference into this Contract.

2. Deposit & Date Reservation

The Client agrees to pay a non-refundable deposit of fifty percent (50%) of the total cost of the catering services to secure the event date.

  • A date is not reserved until the deposit is received in full.
    Even if the Company verbally or digitally confirms availability, such confirmation does not reserve the date until payment is received. The Company may accept another booking for the same date if the deposit has not yet been submitted.

  • Bookings are accepted strictly on a first-come, first-served basis.

  • Deposits serve as date reservations and cover operational and logistical expenses; therefore, all deposits made are non-refundable under any circumstance.

3. Payment

The remaining balance is due no later than three (3) business days prior to the event date, unless otherwise agreed in writing.

Payment must be made via electronic transfer or another payment method approved by the Company. The Company is not obligated to hold dates or provide services until all required payments are received.

The remaining balance, unlike the deposit, may be applied as a credit toward a future service date if the Client requests to reschedule the event and the Company is available on the requested new date. Any rescheduled service date must be mutually agreed upon in writing by both parties.

If services are not delivered due to circumstances not caused by the Client, the Company will review the situation in good faith to determine whether a reschedule, credit, partial refund, or refund of the remaining balance is appropriate, taking into consideration the timing of the cancellation or postponement, work already performed, staffing commitments, equipment reservations, supplies purchased, and other costs already incurred.

4. Accuracy of Event Details & Changes

The Client agrees to provide accurate event details, including but not limited to:

• Guest count
• Event timeline
• Venue details
• Electrical and/or water access, if applicable
• Load-in instructions
• Any other operational requirements

The services, staffing, equipment, menu items, service time, and guest count are limited to what is included in the approved proposal, invoice, or written agreement.

If any event details change after the Contract is signed, or if the Client requests services beyond the original scope, the Company will communicate any necessary adjustments in writing.

Any changes to scope or pricing, including additional staff, equipment, service hours, supplies, guest count, surcharges, or logistical requirements, must be approved in writing by both parties before any additional charges are applied.

5. Cancellation, Postponement & Permit/COI Requirements

5(a.) Client Cancellations

If the Client cancels the event for any reason within the Client’s control, the deposit shall be forfeited and no refund of the deposit shall be issued.

The deposit is non-refundable because it serves as the reservation fee for the event date and covers operational, administrative, staffing, equipment, and logistical planning expenses related to the booking.

Any remaining balance paid by the Client may be reviewed separately from the deposit. Depending on the timing of the cancellation, work already performed, staffing commitments, supplies purchased, and other costs already incurred by the Company, the remaining balance may be applied as a credit toward a future event, partially refunded, or retained to cover incurred expenses.

5(b.) Rescheduling by the Client

If the Client requests to postpone or reschedule the event, the Company will make reasonable efforts to apply the booking to a future service date, subject to availability.

The deposit shall remain non-refundable and will continue to serve as the reservation fee for the original booking. Any remaining balance paid may be applied as a credit toward the rescheduled event, provided that the new date is mutually approved in writing by both parties.

5(c.)Circumstances Beyond Either Party’s Control / Force Majeure

If the event is canceled, postponed, restricted, or made impossible or unsafe to perform due to circumstances outside the reasonable control of either party, including but not limited to severe weather, natural disasters, government restrictions, venue closures, public emergencies, unsafe site conditions, or other force majeure events, the cancellation shall not be treated the same as a standard Client cancellation.

In such cases, the Client may request to reschedule the service for a future date or receive a credit toward a future event, subject to the Company’s availability and mutual written agreement.

A refund or partial refund may be discussed in good faith depending on the specific circumstances, the timing of the cancellation or postponement, and any costs already incurred by the Company, including but not limited to staffing commitments, equipment reservations, transportation, supplies, administrative work, and other operational expenses.

5(d.) Permits, Certificates of Insurance (COI), and Location Requirements

It is the Client’s sole responsibility to determine, request, and secure any permits, licenses, approvals, or Certificates of Insurance (COI) required for the event location. This includes but is not limited to:

• Indoor venues
• Private event spaces
• Outdoor locations
• Public parks
• Public sidewalks
• Any space with municipal, venue, building, or park authority requirements

If the Client fails to inform the Company in advance that such permits, approvals, or COIs are required, or fails to obtain them in time, and as a consequence the Company is unable to perform its services:

• The Company shall not be held responsible for the inability to operate
• The service shall be considered non-performable due to Client oversight
• The deposit shall remain non-refundable
• Any remaining balance paid may be reviewed in good faith based on the timing, costs already incurred, and whether the service can be rescheduled

The Client acknowledges that failure to secure necessary permits, approvals, or COIs may result in the event being shut down, restricted, delayed, or prohibited by the venue, building management, park authority, municipality, or local authorities. The Company bears no liability in such instances.

6. Liability & Indemnification

The Company shall perform services in compliance with all applicable New York State and local health regulations.

The Company is not liable for damages or losses except those caused by gross negligence or willful misconduct. In no event shall the Company be liable for incidental, indirect, special, or consequential damages.

The Client agrees to indemnify and hold harmless the Company from any claims arising from:

  • Client actions or negligence

  • Unsafe venue conditions

  • Third-party vendors

  • Client’s guests or attendees

7. Force Majeure

Neither party shall be held liable for delays or failure to perform obligations due to circumstances beyond reasonable control, including but not limited to:

  • Acts of God

  • Fire or flood

  • Pandemic or public health restrictions

  • Accidents

  • Government mandates

  • Labor disputes

  • Venue shutdowns

If such circumstances occur, the Client may reschedule the event within 6 months, applying the deposit to the new date, subject to availability.

8. Marketing & Media Use

The Company reserves the right to use photos, videos, or other media captured at the event for marketing purposes, including website, social media, and promotional materials unless the Client submits a written request restricting media use prior to signing this Contract.

The company’s marketing items are: The use of our client’s logo on our website for future client references and photos of the espresso bar station.

9. Governing Law

This Contract shall be governed by and interpreted in accordance with the laws of the State of New York.

10. Amendments

The Company may amend this Contract with the Client’s written approval. Amendments take effect immediately upon agreement.

11. Entire Agreement

This Contract constitutes the entire agreement between the parties and supersedes all prior verbal or written communications, negotiations, or understandings.

12. Severability

If any provision of this Contract is deemed invalid or unenforceable, that provision shall be removed, and the remainder shall continue in full force.

13. Waiver

Failure to enforce any provision of this Contract shall not be considered a waiver of that provision or any future enforcement.

14. Acceptance

The Client agrees to be bound by these Terms & Conditions upon payment of the deposit.