Terms & Conditions
Last Updated: September 5, 2026
These Terms & Conditions (“Terms”) govern the coffee catering services provided by KAVA Coffee Co. (“KAVA,” “Company,” “Caterer,” “we,” “us,” or “our”) to the individual or entity booking services (“Client,” “you,” or “your”).
By accepting a KAVA proposal, submitting a required retainer or otherwise confirming an event with KAVA, the Client acknowledges that they have read, understood, and agreed to these Terms.
1. Services Provided
KAVA provides specialty coffee catering services for weddings, corporate events, private celebrations and other private events.
The specific Services provided for each Event are those described in the Client’s accepted proposal or quote.
Services may include, depending on the selected package:
Mobile coffee cart service
Espresso-based beverages
Coffee, tea, chai, hot chocolate, and other menu offerings
Milk and milk alternative options
Barista service
Coffee equipment and supplies
Setup and breakdown
Customizations, add-ons or other services specifically listed in the accepted proposal
KAVA may make reasonable substitutions to menu items or ingredients when a particular product becomes unavailable. Any substitution will be made with the goal of maintaining the quality and character of the agreed-upon service.
2. Event Details & Changes
The Client is responsible for providing accurate information about the Event, including the:
Event date
Event location
Event start and end time
Guest count
Venue requirements
Setup and access information
Indoor or outdoor service location
Power, water and other site requirements
Any significant changes to the Event should be communicated to KAVA as soon as possible and when possible, no later than 14 days before the Event.
Changes to guest count, service hours, location, menu, staffing, equipment, or other significant Event details may result in an adjustment to the total price.
KAVA will communicate any applicable price adjustment to the Client before providing the additional Services whenever reasonably possible.
3. Retainer & Payment
A 50% retainer of the total contracted service price is required to reserve the Event date, unless otherwise stated in the accepted proposal.
The Event date is not considered officially booked until KAVA has received the required retainer and the Client has accepted the proposal and applicable Terms.
The retainer is non-refundable to the extent permitted by applicable law because KAVA reserves the Event date and commits time, staffing, equipment, products and other resources to the booking.
The remaining balance is due 5 days before the Event, unless otherwise agreed to in writing.
Any additional charges approved after the original booking, including additional guests, service hours, travel, rentals, or other Services, may be invoiced separately.
4. Late Payments
If the remaining balance is not received by the applicable due date, KAVA may provide written notice requesting payment.
KAVA reserves the right to postpone, modify, or cancel Services if the balance remains unpaid, subject to applicable law and the circumstances of the Event.
Any applicable late fees will be disclosed in the Client’s proposal or otherwise agreed upon in writing before being charged.
5. Venue Coordination & Access
The Client is responsible for confirming that KAVA is permitted to provide catering services at the Event Venue.
The Client is also responsible for obtaining any required venue permissions, approvals, or access arrangements and for communicating applicable Venue rules to KAVA.
KAVA requires reasonable access to the Venue for loading, setup, service, breakdown and removal of equipment.
Unless otherwise stated in the proposal, KAVA may require approximately 60 minutes before the scheduled service start time for setup and approximately 60 minutes after service ends for breakdown and load-out.
If Venue restrictions, delayed access, parking limitations, security procedures, or other circumstances outside KAVA’s control materially interfere with setup or service, KAVA will make reasonable efforts to accommodate the situation but cannot guarantee the original service timeline.
6. Electricity, Water & Site Requirements
The Client is responsible for communicating the Venue’s available electricity, water access, parking, loading, and other relevant site conditions to KAVA before the Event.
KAVA will communicate any specific power, water, or other requirements applicable to the selected package.
If the Event Venue does not provide the required utilities or site conditions and KAVA has not agreed to provide an alternative solution, KAVA may be unable to provide certain Services.
KAVA is not responsible for equipment damage or service interruptions caused by inadequate, defective, or improperly supplied utilities or Venue infrastructure.
7. Outdoor Events & Weather
Outdoor Events are subject to weather and site conditions.
The Client is responsible for providing a reasonably safe and suitable service area and appropriate shelter or protection when necessary.
If weather conditions create a reasonable safety concern or make the planned setup impracticable, KAVA may modify, relocate, pause, or discontinue service.
KAVA and the Client will make reasonable efforts to identify an alternative arrangement when possible.
8. Insurance
KAVA maintains general liability insurance applicable to its business and Services, subject to the terms and limitations of its insurance policy.
If a Venue requires a certificate of insurance or additional insured documentation, the Client should notify KAVA as early as possible. Additional fees may apply for special insurance requirements.
9. Client & Guest Responsibility
The Client is responsible for the conduct of their guests, vendors, and other individuals associated with the Event.
The Client is responsible for damage to KAVA’s equipment or property caused by the Client, guests, Venue personnel, or other individuals under the Client’s responsibility, except for ordinary wear and tear.
KAVA may pause or discontinue service if unsafe, threatening, abusive, or otherwise unreasonable conduct prevents KAVA staff from safely providing the Services.
10. Food Allergies & Dietary Restrictions
KAVA will make reasonable efforts to accommodate dietary preferences and allergies that are communicated in advance.
However, KAVA cannot guarantee an allergen-free environment because its products, ingredients and equipment may come into contact with common allergens.
Guests with severe allergies should inform the Client and KAVA before the Event so that reasonable precautions can be considered.
11. Cancellations & Refunds
11.1 Deposit policy
Non-Refundable Deposit: The initial 50% deposit is forfeited if the Client cancels the Event.
11.2 ADDITIONAL PAYMENTS BEYOND DEPOSIT
30 Days or More Before Service: If the Client cancels at least 30 days prior to the scheduled service date, any payments made in excess of the 50% deposit will be fully refunded.
Within 7 Days of Service: If cancellation occurs within 7 days of the scheduled service date, no refunds will be issued on amounts paid beyond the deposit.
Credit for Future Events: In all cases, any amounts paid (including the deposit) may be credited toward a future event, subject to the Company’s availability.
11.3 SPECIAL ORDER ITEMS
If the Company has purchased custom or special-order items (e.g., branded materials) that cannot be returned, the Client remains responsible for those costs even in the event of cancellation.
12. Rescheduling
Single-Day Events: If the Client requests a new date at least 72 hours prior to the Event, the Company will attempt to accommodate it. Less than 72 hours’ notice may require the Client to pay the full event cost.
Multi-Day Events: A minimum of 7 days’ notice is required for rescheduling. Fewer than 7 days may lead to the Client incurring the full event cost.
All rescheduling is contingent on the Company’s availability for the new requested date.
13. Liability LIMITATION
If the Company cannot fulfill its obligations due to circumstances beyond its control (e.g., force majeure, extreme weather, Venue issues), it may secure an alternative caterer (with the Client’s written approval) at no extra charge or refund any amounts paid. The Company is not liable for additional damages or compensation in such cases.
14. Photography & Marketing
KAVA may photograph or record its coffee cart, beverages, setup, décor, and general Event environment for portfolio, website, social media, and marketing purposes.
KAVA will make reasonable efforts not to use identifiable images of guests or Clients for promotional purposes without appropriate permission.
If the Client does not wish KAVA to use photographs from their Event for marketing purposes, the Client may notify KAVA in writing before the Event.
15. Governing Law & venue
These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict-of-law principles.
Any legal proceedings shall be brought in a court with appropriate jurisdiction as permitted by applicable law.
19. Entire Agreement
This Agreement forms the complete understanding between the Parties regarding the Services, superseding all prior agreements, whether oral or written. Changes must be documented in writing and signed by both Parties. If any provision is found unenforceable, the remainder of the Agreement remains in effect..
20. No Waiver
A failure or delay by either party to enforce any provision of these Terms does not constitute a waiver of that provision or the right to enforce it in the future.
22. Acceptance
By accepting a KAVA proposal and/or submitting the required retainer, the Client acknowledges that they have read, understood, and agreed to these Terms & Conditions.
The Client understands that payment of the required retainer reserves the Event date and that the retainer is non-refundable to the extent permitted by applicable law.
KAVA Coffee Co.
Santa Barbara, California
LET COFFEE CONNECT US.