Terms of Service

Effective March 23, 2026

Catering Agreement

This Agreement is made between Queen Bean Espresso Catering (“Caterer”) and the individual or organization booking and paying for the service (“Client”). Together, these parties agree to the following terms regarding catering services for the event listed in the Client’s emailed invoice and confirmed by email.

1. Event Details

Client is booking Caterer to provide espresso beverages and related services for the event details confirmed by email and outlined in the invoice for payment.

Any changes—dates, times, guest count, location, or service needs—must be sent directly to Caterer at least 7 days prior to the event. Additional charges may apply for adjustments.

2. Menu

The agreed-upon menu will be listed in the Client’s invoice. Caterer may adjust ingredients or products if something becomes unavailable due to supply issues. Any substitutions will be of equal quality.

Typical Beverage Menu Includes:

• Espresso Drinks (Latte, Cappuccino, Mocha, Americano)

• Chai Latte

• Matcha Latte

• Hot Chocolate

• Tea options

• Seasonal or specialty syrups

• Whole milk + two alternative milks

Most beverages can be prepared hot or iced.

3. Venue Access & Setup

Client must ensure Caterer has access to the event space one (1) hour before the service start time for setup, and one (1) hour after the event ends for breakdown.

Outdoor service is only possible when:

• There is no rain or moisture, and

• The temperature is between 50°F and 85°F, as espresso equipment does not function safely outside these ranges and these conditions are also required for the comfort and safety of our baristas.

Client is responsible for notifying the venue and securing access, loading, and parking clearance.

4. Payment Terms

A 100% payment is required to secure the booking. Service is not officially reserved until payment has been received. Payment may be made by credit card or check.

Once payment is processed, the event date, times, and services are confirmed.

If the expected guest count increases, setup and/or serve times change, the total price will be adjusted accordingly. Client must provide any guest count changes or setup/serve time in writing at least seven (7) days before the event so a final total can be issued.

5. Power Requirements & Additional Costs

Client is responsible for all venue-related costs (rentals, venue fees, permits, etc.).

Power requirements for espresso service:

One dedicated 120V / 15-amp circuit per espresso machine, within 25 feet of the setup location.

Caterer supplies extension cords and 3-outlet adapters as needed.

Without adequate power, espresso machines and grinders can malfunction and cause damage. Espresso-based drinks cannot be provided without the correct amount of power, and no refund will be issued in the event of an inadequate power supply.

6. Insurance

Caterer has or will obtain general liability insurance for the services provided at the event. Certificate of insurance naming Client available upon request.

7. Damage & Liability

Client is responsible for any damage, theft, or loss of Caterer’s equipment or property caused by the negligence of Client’s guests, staff, or vendors.

8. Cancellation & Rescheduling Policy

A. Cancellation: Cancellations must be submitted in writing to info@qbespresso.com. Cancellation is defined as any of the following:

• failure to hold the event on the scheduled date of the event as noted in the final paid invoice

• relocation or change of the event location or venue outside of the Caterer’s service area

• rescheduling or postponing more than one (1) time the event at which Caterer’s services were to be rendered

• any change to the event date or otherwise to the date on which Caterer’s services are to be rendered as recorded in the final paid invoice less than five (5) days before the booked event date

• failure to provide timely and reasonable notice to the Caterer in writing of any existing conditions 

(a) that are known to the Client at the time of booking
(b) of which the Client should reasonably be aware
or (c) of which the Client becomes aware or is otherwise made aware

that might materially interfere with the ability of the Caterer to effect service or of any change to such conditions that could reasonably be assumed to have the potential to materially interfere with the safe and orderly execution of Caterer’s service(s).

Because Caterer allocates labor, product, and administrative time for each event, the following applies:

• 15+ days prior to event to booked event date — Full refund;

• 6–14 days prior to booked event date — 50% refund;

• 0–5 days prior to booked event date (“Short Notice”) — No refund; however, the paid amount can be credited toward a future event within one year.

For events canceled on Short Notice, we’ve already staffed your event, ordered perishable products, and dedicated our administrative team to finalize all logistics and details. While we cannot issue a refund, the paid amount can be credited toward a future event within one year.

Custom items (branding, printed materials, specialty ordered products) are non-refundable once purchased.

B. Rescheduling: Caterer allows reasonable rescheduling subject to availability.

• Single-day events: Must be rescheduled with at least 72-hours prior notice. Less than 72-hours prior notice will incur the full service charge without eligibility for refund.

• Multi-day events: Must be rescheduled with at least 7-days prior notice. Less than 7-days prior notice will incur the full service charge without eligibility for refund.

Rescheduling requests are confirmed only once Caterer’s availability has been verified.

9. If Caterer Cannot Fulfill Service

If Caterer is unable to perform services due to circumstances beyond its control, Caterer may, with Client’s written consent:

• Arrange for a qualified replacement catering company at no additional cost to Client, OR

• Issue a full refund of all payments received.

Caterer shall not be liable for any further damages or compensation resulting from such circumstances.

10. Client Identification

Client grants Caterer permission to use Client’s name and logo for marketing and promotional purposes (collectively, “Client Recognition“) solely to identify Client as a customer of Queen Bean Espresso Catering and/or AS Ventures LLC, including on Caterer’s website, social media accounts, and in print and digital portfolios (collectively, the “Public Credit Materials“). Such use will not imply endorsement and will not include confidential or proprietary information. To opt out, Client must provide written notice to the contrary, in which case Caterer will have fifteen (15) days from the date of receipt of such notice to take down or remove all instances of Client Recognition from the Public Credit Materials.

11. Complaints & Dispute Resolution

If any concerns arise, Client agrees to contact Caterer directly so the issue can be resolved promptly.

Both parties agree not to post negative reviews or public comments before giving the other party written notice and an opportunity to resolve the matter privately.

12. Governing Law

These terms and conditions will be governed by and construed in accordance with the laws of the State of California. Jurisdiction related to any dispute arising out of or relating to these terms and conditions shall lie exclusively in the city and county in which the catering services are physically rendered.

13. Entire Agreement

This Agreement, including our Privacy Policy and any attached invoices or written add-ons, represents the full understanding between Caterer and Client and supersedes all prior or contemporaneous agreements or representations, whether written or oral, relating to the subject matter of this Agreement.