Terms and Conditions (Private Event Bookings)

Terms and Conditions for Mobile Coffee Van Booking

These Terms and Conditions govern the agreement between Little Vintage Tin (“the Vendor”) and the event organiser (“the Client”) for the provision of mobile coffee van services at a private event. By confirming a booking, the Client agrees to be bound by these Terms and Conditions.

1. Booking Confirmation and Payment 1.1. A booking is considered confirmed once the Client has paid a non-refundable deposit of the booking fee as agreed for events where guests are paying for themselves as agreed or 30% of the total balance if The Client is paying for the service on behalf of guests.
1.2. The full payment for the services must be made no later than 30 days before the event date.
1.3. Payment can be made via Cash, BACS, Cheque, Credit or Debit Card. If payment is not received by the due date, the Vendor reserves the right to cancel the booking.

2. Event Details 2.1. The Client must provide accurate details of the event, including the date, time, location, and any special requirements, at the time of booking.
2.2. The Vendor will aim to arrive at the venue at least 60 minutes before the event start time to set up and prepare.
2.3. The Client must ensure there is adequate access and space for the Vendor to set up and operate the coffee van.

3. Service Provision 3.1. The Vendor will provide a range of coffee and beverages as agreed at the time of booking, along with any associated equipment and service.
3.2. The service will be provided for the number of hours agreed on the booking form. Requests for additional service hours will be subject to prior agreement and additional charges.
3.3. The Client must inform the Vendor of any dietary requirements (e.g., vegan, gluten-free, lactose-free) at least 14 days before the event.

4. Cancellations and Rescheduling 4.1. Cancellations by the Client must be made in writing (via email or post). The deposit/ booking fee is non-refundable.
4.2. If the Client cancels the event within 30 days of the event date, the full balance will still be due.
4.3. If the Vendor is unable to attend the event due to unforeseen circumstances (e.g., illness, vehicle breakdown, etc.), the Client will be entitled to a full refund of any amounts paid to the Vendor, but no further compensation will be offered. Every effort will be made by The Vendor to find a suitable replacement Vendor, however this cannot be guaranteed.
4.4. Rescheduling may be possible subject to availability, but the Client must notify the Vendor as soon as possible.

5. Client Responsibilities 5.1. The Client must ensure a safe environment for the Vendor’s staff to set up and operate the coffee van, including access to a flat and level surface for parking and setup.
5.2. The Client is responsible for obtaining any necessary permits, licences, or permissions required to host the event.
5.3. The Client is responsible for providing a suitable power source for the Vendor’s equipment (if applicable), or alternatively, the Client may be required to arrange for the Vendor’s equipment to be powered.
5.4. The Client agrees to inform guests of the expected conduct while receiving service from the mobile coffee van.

6. Liability 6.1. The Vendor will not be held liable for any loss, damage, or injury arising from the Client’s failure to comply with these Terms and Conditions or any events beyond the Vendor’s control.
6.2. The Vendor holds public liability insurance and will maintain such coverage for the duration of the event. A copy of the insurance certificate is available upon request.
6.3. The Client agrees to indemnify and hold harmless the Vendor against any claims, damages, or costs arising from the Client’s failure to adhere to these Terms and Conditions.

7. Force Majeure 7.1. Neither party will be held responsible for failure or delay in performance due to circumstances beyond their reasonable control, including but not limited to adverse weather conditions, strikes, natural disasters, or other unforeseen events.

8. Conduct 8.1. The Vendor reserves the right to refuse service to any guest who is disruptive, abusive, or engages in inappropriate behaviour towards the Vendor’s staff or other event guests.
8.2. The Client agrees to inform guests of the behaviour expected when receiving service from the mobile coffee van.

9. Termination 9.1. The Vendor reserves the right to terminate this agreement and cease services if the Client breaches any part of these Terms and Conditions. In such cases, no refund will be given.
9.2. If the event cannot proceed as planned due to the Client’s actions or negligence, the Vendor may retain any payments received, including the deposit.

10. Miscellaneous 10.1. Any amendments to these Terms and Conditions must be made in writing and signed by both parties.
10.2. These Terms and Conditions are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.