Terms and Conditions – Smylie Coffee Catering Services

Smylie Coffee Catering (“Caterer”) operates in the State of Texas under Smylie Collective LLC.

This Catering Agreement (“Agreement”) is entered into between Smylie Coffee Catering (“Caterer”) and the individual or entity paying for coffee catering services (“Client”). Together, Caterer and Client are referred to as the “Parties.”

This Agreement sets forth the terms and conditions relating to catering services to be provided by Caterer for the event identified in the quote and/or invoice provided to Client via email.

1. Event Details

Client is hiring Caterer to provide coffee beverages and related services for the event identified in the online booking form and confirmed via email (“Event”).

Any changes to event details (date, time, location, guest count, or service scope) must be communicated directly to Smylie Coffee Catering at least 7 days prior to the Event start time and may require additional payment.

2. Menu to Be Served

The Parties agree to the menu outlined in the confirmed quote. Caterer reserves the right to make minor substitutions if key ingredients are unavailable due to circumstances beyond Caterer’s control.

All drinks may be served hot or iced.

Coffee

  • Espresso

  • Cappuccino

  • Latte

  • Mocha

  • Vanilla Latte

  • Seasonal Syrup Latte (up to two selections)

  • Americano / Black Coffee

Not Coffee

  • Chai

  • Organic Teas (selection of up to two)

  • Hot Chocolate

Milk Options

  • Whole milk

  • Oat Milk

3. Coordination With Venue

Caterer requires access to the Venue no later than 1.5 hours before Event start time for setup and 1 hour after Event end time for breakdown and load-out. Client is responsible for arranging venue access at Client’s expense.

Caterer may set up outdoors provided:

  • There is no risk of rain

  • Temperature is between 40°F and 90°F

Espresso equipment does not operate properly in extreme temperatures or weather.

For events longer than 4 consecutive service hours, baristas are entitled to a 30-minute break.

4. Payment Terms

  • 100% payment is due in advance to secure the Event date.

  • Payment may be made via credit card, bank transfer, or check.

  • Services are not confirmed until payment is received.

If the estimated guest count increases, a revised total will be issued. Client must provide a final guest count no later than 7 days before the Event.

Invoices unpaid more than 90 days past the due date may incur a 5% late fee per week until paid in full.

5. Responsibilities for Related Costs

Client is solely responsible for:

  • Venue fees

  • Permits or approvals

  • Any additional requirements imposed by the Venue

Power Requirements

Client must provide one dedicated 120V / 15-amp circuit per espresso machine. Caterer will supply extension cords and power strips.

Without adequate power, espresso equipment may malfunction or be damaged. No refunds will be issued if proper power is not provided. For standard 120V connections, Caterer must be within 50 feet of power outlets.

6. Insurance

Caterer maintains general liability insurance applicable to its services at the Event.

7. Indemnification

Client agrees to indemnify and hold harmless Caterer from any damage, theft, or loss of Caterer’s property occurring at the Event to the extent caused by Client, Client’s guests, or Client’s staff.

8. Cancellation & Rescheduling

All cancellations must be made in writing.

Client acknowledges that Caterer commits time, staffing, and perishable resources upon booking. Accordingly:

  • 30+ days before Event: 50% of payment will be refunded

  • Within 10 days of Event: No refund will be issued

Caterer offers one complimentary reschedule with at least 7 days’ notice, subject to availability.

9. Legal Compliance

Caterer will operate in compliance with all applicable local and state health department regulations related to food and beverage service.

10. Limitation of Remedies

If Caterer is unable to perform due to circumstances beyond its control, Caterer may:

  • Secure a comparable replacement caterer with Client’s consent, or

  • Issue a full refund

Caterer shall not be liable for any additional damages beyond the refund of amounts paid.

11. Resolution of Disputes

We aim to deliver exceptional service. If concerns arise, Client agrees to notify Caterer promptly so issues may be resolved amicably.

The Parties agree not to publish negative public statements or reviews related to the Event without first providing written notice and an opportunity to resolve the issue privately.

12. Jurisdiction and Venue

This Agreement shall be governed by the laws of the State of Texas. Any legal action shall be filed in Travis County, Texas.

13. Entire Agreement

This document, together with any attached quotes or invoices, constitutes the entire agreement between the Parties and supersedes all prior discussions or agreements.