This Catering Agreement is entered into between Reunion Coffee LLC (“Caterer”) and the company/person paying for coffee catering services (“Client”) (together, “Parties”) and sets forth the agreement between the Parties relating to catering services to be provided by the Caterer for the Client for the event identified in the quote provided via email.

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Event Details
Client is hiring Caterer to provide coffee beverages and related services for their event as identified on the online booking form and confirmed in the email titled Coffee Services. Any changes to these event details must be made directly to Reunion Coffee LLC with at least 14 days’ notice before the event start date and may require additional payment.​

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Coordination with Venue
Caterer will need access to the venue no later than 1.5 hours before the event start time, and 1 hour after the event end time for clean-up and load-out. Client is responsible for making all necessary arrangements, at Client’s expense, to ensure this access. Caterer can set up coffee carts and equipment outside as long as there is no chance of rain and the temperature is between 40°F and 95°F. Please note that espresso machines do not work effectively in extreme temperatures.

 

Payment Terms
Payment will be made to the Caterer as follows: A 50% deposit is due upon booking to secure the event date(s), either by credit card, check, or ACH. Checks should be made payable to Reunion Coffee LLC and mailed to 9331 Valley Gate, San Antonio, TX 78250. The remaining 50% of the payment is due 7 days prior to the event date. If there are changes, the Client must inform the Caterer in writing two (2) weeks before the event.

 

Responsibilities
Client is responsible for all costs and deposits related to the use of the venue and for obtaining any necessary permissions or authorizations for Caterer’s services at the venue.

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Electricity/power must be provided by the Client with one dedicated 120v/15-amp circuit per cart within 25 feet of the cart. Caterer will provide all extension cords necessary. Without adequate power, the carts will not function properly, resulting in Caterer not being able to perform their services.  the machines may malfunction. 

 

Insurance
Caterer will obtain general liability insurance for the services provided at the event, and provide to the client/venue as needed.

 

Indemnification
Client agrees to indemnify Caterer for any damage, theft, or loss of Caterer’s property occurring at the event caused by negligence from Client’s guests or staff

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Cancellation

If the Client needs to cancel the event, written notice must be provided to Caterer to effect cancellation. Upon booking, Caterer commits time and resources, so the following cancellation limitations apply:

 

• For cancellations 7+ days before the event, 50% of the deposit will be refunded.​

• For cancellations 1-7 days before the event, no refund will be given, however, this amount can be credited toward a future event.

Please note: For any custom orders that are non-returnable (e.g., branding), you will still be charged for those items.

 

Rescheduling
Rescheduling may be available, but is subject to Caterer's availability and a written request being made 14 days prior to the event date. ​

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Limitation of Remedies

If Caterer cannot fulfill its obligations due to reasons beyond its control, Caterer may, with Client’s written consent, find a replacement at no additional cost or refund the Client in full. Caterer will not be liable for any additional damages under these circumstances.

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