Terms & Conditions

Belmont House

Catering & Coffee Service Agreement

This Catering & Coffee Service Agreement (“Agreement”) becomes effective upon the Client’s acceptance of the proposal, quote, or invoice issued by Belmont House (“Company”), including submission of any required payment.

By submitting payment, the Client acknowledges and agrees to the terms outlined below.

1. Services

Belmont House agrees to provide coffee catering and beverage services as described in the approved proposal, invoice, or quote (“Services”).

Only services specifically listed in the proposal are included. Any additional services, upgrades, extended service time, or modifications requested after booking must be approved by the Company and may result in additional charges.

2. Booking & Payment Terms

Deposit:
A non-refundable deposit equal to fifty percent (50%) of the total service cost is required upon acceptance of this Agreement in order to secure the event date.

Final Payment:
The remaining balance for all catering and beverage services must be paid in full no later than seven (7) days prior to the scheduled event date.

3. Non-Refundable Payments

All deposits, payments, and custom production fees are non-refundable except where required by applicable law.

Payments are not refundable due to event cancellation, rescheduling, guest count changes, weather conditions, scheduling conflicts, or delays outside the Company’s control.

4. Event Details & Client Accuracy

The Client is responsible for providing accurate event information including:

• event location
• guest count
• service duration
• venue access
• parking and load-in instructions
• electrical power availability (if applicable)

If inaccurate information is provided or event details change after booking, Belmont House reserves the right to adjust pricing or require immediate payment for additional costs incurred.

Continuation of services constitutes acceptance of any applicable adjustments.

5. Client Responsibilities

The Client agrees to provide:

• safe and unobstructed access for setup and service
• adequate space for the coffee cart and equipment
• compliance with venue policies and regulations

Belmont House is not responsible for limitations, delays, or interruptions caused by venue restrictions, lack of required access, or failure to comply with venue requirements.

6. Venue Coordination & Setup
The Client agrees to provide the Caterer with access to the event location (“Venue”) no less than one (1) hour prior to the scheduled Event start time for setup, and one (1) hour following the Event for breakdown, cleanup, and load-out.

The Client is solely responsible for securing all necessary permissions, approvals, and any associated fees required by the Venue.

For outdoor events, services may only be performed under suitable weather conditions. The Caterer reserves the right to modify or withhold service in the event of rain, excessive humidity, or temperatures below 40°F or above 90°F, as such conditions may compromise the safety and functionality of espresso equipment.

7. Delays, Overtime & Staffing

Belmont House is not responsible for delays caused by the Client, venue staff, guests, or third-party vendors.

If service continues beyond the contracted service window, overtime fees may apply.

Staffing levels are determined solely by Belmont House based on operational requirements. Staff substitutions or adjustments do not constitute a breach of this Agreement.

8. Custom Branded Cups

Belmont House offers two options for branded serviceware.

Fully Imprinted Cups:

Cups printed directly with custom artwork require a minimum order of 200 units.

These items are custom manufactured, require full payment before production begins, and cannot be cancelled or refunded once artwork approval has been provided.

Sticker-Branded Cups:

Sticker-branded cups may be produced in smaller quantities depending on availability and design requirements.

Once stickers or branded cups have been produced, these items are non-refundable.

The Client is responsible for providing final artwork in print-ready format by the required deadline. Belmont House is not responsible for errors, color variations, or design issues once artwork has been approved by the Client.

If the event is cancelled or rescheduled, custom production costs remain due.

9. Weather & Uncontrollable Events

For outdoor events, the Client assumes responsibility for weather-related conditions.

Belmont House does not provide refunds due to weather circumstances.

The Company is not liable for failure or delays in performance caused by events beyond reasonable control, including but not limited to severe weather, power outages, illness, transportation disruptions, labor shortages, or government orders.

10. Marketing & Media

Unless otherwise agreed in writing, Belmont House reserves the right to photograph or record the event environment, coffee service, and setup for marketing, portfolio, and promotional purposes.

11. Limitation of Liability

To the fullest extent permitted by law, Belmont House’s total liability shall not exceed the total amount paid by the Client under this Agreement.

The Company shall not be liable for indirect, incidental, or consequential damages.

12. Indemnification

The Client agrees to indemnify and hold harmless Belmont House, its owners, employees, and contractors from any claims, damages, losses, or liabilities arising from the event, including but not limited to guest injury, property damage, or violations of venue policies, except in cases of gross negligence by the Company.

13. Electricity & Power Requirements
The Client agrees to provide a dedicated 120V/15-amp electrical circuit for each espresso machine to ensure proper and safe operation.

The Caterer will supply standard extension cords and power strips as necessary.

In the event that adequate or properly configured power is not available, the Caterer shall not be held liable for any resulting limitations in service, equipment performance, or damages. Under such circumstances, espresso service may be reduced or unavailable, and no refunds will be issued.

14. Governing Law

This Agreement shall be governed by and interpreted in accordance with the laws of the State of Florida.

15. Entire Agreement

This Agreement represents the complete understanding between the parties and supersedes all prior discussions, communications, or agreements relating to the services.

Any amendments must be made in writing and agreed upon by both parties.

If any provision of this Agreement is deemed unenforceable, the remaining provisions shall remain in full force and effect.

Failure by Belmont House to enforce any provision shall not be considered a waiver of that provision.

Acceptance

Submission of payment confirms that the Client has read, understood, and agreed to all terms outlined in this Belmont House Catering & Coffee Service Agreement.