Bookings Policy

Last Updated: February 2026

1. Booking Process

1.1 How Booking Works

When you book our mobile coffee vehicle service, you are reserving a specific date, time, and vehicle for your event. Our booking process includes:

Initial Booking: Select your experience tier, brand integration options, and preferred date/time
Deposit Payment: Pay a 50% deposit to secure your booking
Consultation Call: Participate in a complimentary 20-30 minute consultation call to finalize all event details
Final Confirmation: Receive detailed invoice and service agreement
Final Payment: Complete payment 48 hours before your event

1.2 Booking Confirmation

Your booking is considered confirmed only when:

You have completed the online booking form
Your deposit payment has been successfully processed
You have received a confirmation email from us

We reserve the right to cancel any booking for which the deposit has not been received within 24 hours of the initial booking.

2. Advance Booking Requirements

2.1 Lead Time

Minimum Advance Booking: 7 days (1 week)
Maximum Advance Booking: 6 months (180 days)
Brand Integration Services: Additional 2-3 weeks required for vehicle wraps and custom branding

2.2 Same-Day & Rush Bookings

Same-day and next-day bookings are not available. For urgent requests within the 7-day minimum window, please contact us directly. Rush booking fees may apply and are subject to availability.

3. Pricing & Payment Terms

3.1 Pricing Structure

Our services are priced based on:

Experience Type: Corporate, Private Party, Custom
Service Duration: Minimum 2 hours, with extensions available at CHF 150 per hour
Brand Integration Type: Co-branding, full vehicle wrap, custom cups, etc.
Add-On Services: Additional barista staff, beverage packages, DJ services, food options
Guest Count: Final pricing adjusted based on confirmed attendee numbers
Event Location: Travel fees may apply for locations outside our standard service area

3.2 Deposit Payment

Amount: 50% of the estimated total service cost
Due: At the time of booking
Payment Methods: Credit/debit card, PayPal, or approved payment methods via Shopify
Non-Refundable Portion: See Cancellation Policy (Section 5)

3.3 Final Payment

Amount: Remaining balance as detailed in your invoice
Due: 48 hours (2 days) before your event date
Payment Methods: Bank transfer, credit/debit card, or invoice payment
Late Payment: Events with outstanding balances 24 hours before the event date may be cancelled

3.4 Price Adjustments

Final pricing may be adjusted based on:

Actual guest count confirmed during consultation call
Additional services or duration extensions requested
Changes to menu or beverage selections
Modifications to branding requirements

All price adjustments will be communicated and agreed upon during the consultation call and reflected in your final invoice.

4. Consultation Call Requirement

4.1 Mandatory Consultation

All bookings require a consultation call to finalize event details. This call must be scheduled and completed within 7 days of your initial booking.

4.2 Consultation Call Purpose

During this 20-30 minute call, we will:

Confirm final guest count and event timeline
Customize your beverage menu
Discuss and confirm any add-on services
Review branding execution details and timelines
Confirm event logistics (access, power, setup requirements)
Provide final pricing and payment schedule

4.3 Failure to Schedule

If you do not schedule or complete your consultation call within 7 days of booking, we reserve the right to cancel your booking. In such cases, your deposit will be refunded minus a 15% administrative fee.

5. Cancellation & Refund Policy

5.1 Customer Cancellations

More than 30 days before event:

Full refund of deposit minus 10% administrative fee (CHF 50 minimum)
Option to reschedule at no additional charge (within 6 months)

14-29 days before event:

50% refund of total deposit paid
Rescheduling available with 15% rebooking fee

7-13 days before event:

25% refund of total deposit paid
Rescheduling available with 25% rebooking fee

Less than 7 days before event:

No refund
Rescheduling not available
Full payment still required

5.2 How to Cancel

To cancel your booking:

Email us at [your-email@domain.com]
Include your booking reference number
State your cancellation reason
Request will be processed within 2 business days

Cancellations are effective from the date we receive your written notice, not the date you send it.

5.3 Rescheduling

One Free Reschedule: Included if requested more than 30 days in advance
Subsequent Reschedules: CHF 100 rebooking fee per change
New Date: Must be within 6 months of original booking
Subject to Availability: Rescheduling is subject to vehicle and date availability

5.4 Our Cancellation Rights

We reserve the right to cancel bookings due to:

Vehicle mechanical failure or unavailability
Staff illness or emergency
Severe weather conditions deemed unsafe for service
Force majeure events (see Section 9)
Non-payment or violation of terms

If we cancel, you will receive a full refund of all payments made, or the option to reschedule at no additional charge.

6. Event Requirements & Client Responsibilities

6.1 Venue Access & Logistics

You are responsible for ensuring:

Vehicle Access: Adequate space for our vehicle (minimum 3m x 6m clearance)
Power Supply: Access to standard electrical outlet (230V) within 50 meters
Level Ground: Firm, level surface for vehicle parking
Parking/Loading: Designated parking area and loading zone access
Permits: Any required permits for mobile food service at your venue
Weather Protection: Covered or sheltered area for outdoor events (recommended)

6.2 Location Information

You must provide:

Complete and accurate event address
Venue contact information
Site access instructions (entry codes, parking details, etc.)
Loading/unloading instructions
Any venue restrictions or requirements

6.3 Final Guest Count

Estimated count provided at booking and during consultation call
Final confirmed count due 7 days before event
Guest count variations of ±10% are acceptable
Variations exceeding 10% may result in price adjustments or service limitations

6.4 Service Duration

Minimum Service: 2 hours
Setup Time: We arrive 1 hour before service start for setup
Breakdown Time: Allow 1 hour after service for breakdown
Extensions: Same-day extensions subject to availability at CHF 150/hour

7. Brand Integration & Customization

7.1 Lead Times for Branding

Vehicle Co-Branding Wrap: Minimum 2 weeks advance notice
Full Vehicle Wrap: Minimum 3 weeks advance notice
Custom Branded Cups: Minimum 1 week advance notice
Design Approval: Required 5 business days before production

7.2 Design Process

Customer provides logo files (vector format preferred: AI, EPS, PDF)
We provide design mockups for approval
Two rounds of revisions included
Additional revisions: CHF 75 per round
Final approval required in writing before production

7.3 Branding Ownership

Customer retains all rights to their brand assets
We may photograph and share branded vehicle for portfolio purposes (unless otherwise agreed)
Customer must have rights to all logos/images provided

8. Service Standards & Limitations

8.1 What's Included

All bookings include:

Professional barista service
Premium coffee equipment and supplies
Setup and breakdown
Standard disposable cups and supplies
Professional presentation
Public liability insurance coverage

8.2 What's Not Included (Unless Added)

Additional barista staff (available as add-on)
Specialty beverages beyond standard menu (available as add-on)
Food service (available as add-on)
Custom branding (available as add-on)
DJ or entertainment services (available as add-on)
Extended service hours beyond booking

8.3 Menu & Beverage Service

Standard menu includes espresso-based drinks, filter coffee, and basic options
Specialty options (matcha, mushroom coffee, syphon) available as add-ons
We reserve the right to substitute similar items if specific ingredients are unavailable
All coffee and ingredients are subject to availability
Dietary accommodations available: dairy alternatives (oat, almond, soy milk)

8.4 Service Limitations

We cannot:

Serve alcohol without proper licensing
Operate in extreme weather conditions (below -5°C or above 35°C, heavy rain/snow)
Set up on uneven or unsafe terrain
Operate without access to electrical power
Exceed safe vehicle capacity or local health regulations

9. Weather & Force Majeure

9.1 Weather Policy

Mild Weather: Service proceeds as planned with weather-appropriate arrangements.

Severe Weather: In case of dangerous conditions (storms, extreme heat/cold, heavy snow):

We will contact you 24-48 hours before the event
Options: reschedule at no charge, or proceed with indoor/covered setup if available
If we cancel due to safety concerns: full refund or free reschedule

Your Cancellation Due to Weather:

More than 48 hours before: standard cancellation policy applies
Less than 48 hours: 50% refund (as weather is forecasted in advance)

9.2 Force Majeure

Neither party is liable for failure to perform due to circumstances beyond reasonable control, including:

Natural disasters (earthquakes, floods, fires)
Pandemic or public health emergencies
Government restrictions or venue closures
War, terrorism, civil unrest
Utility failures beyond our control

In force majeure events: full refund or reschedule with no penalties.

10. Liability & Insurance

10.1 Our Liability Coverage

We maintain:

Public liability insurance: CHF [X] coverage
Product liability insurance
Vehicle insurance
Workers' compensation insurance

10.2 Limitation of Liability

Our liability is limited to:

Direct damages only (not consequential or indirect)
Maximum of the total amount paid for the service
We are not liable for event cancellation costs, guest disappointment, or third-party claims

10.3 Customer Liability

You are responsible for:

Damage to our equipment caused by you or your guests (beyond normal wear)
Venue-related issues (power failures, access problems, permit violations)
Injuries resulting from venue conditions or guest behavior
Loss or theft of our equipment at your event

10.4 Indemnification

You agree to indemnify us against claims arising from:

Your venue or event conditions
Your guests' actions
Misrepresentation of event details
Violation of these terms

11. Conduct & Event Behavior

11.1 Professional Environment

We expect:

Respectful treatment of our staff
Safe working conditions
Compliance with our service guidelines
No harassment, discrimination, or abusive behavior

11.2 Right to Cease Service

We reserve the right to cease service immediately without refund if:

Our staff face harassment, threats, or unsafe conditions
Event involves illegal activities
Venue conditions become unsafe
Significant breach of these terms occurs

11.3 Alcohol & Substances

We do not serve alcohol (unless separately licensed)
Events must comply with local alcohol regulations
We reserve the right to refuse service to visibly intoxicated individuals
Our staff will not operate equipment if they feel unsafe

12. Photography & Marketing

12.1 Event Photography

We may photograph our setup and service for portfolio/marketing purposes
We will not photograph guests without permission
If you prefer no photography, please notify us in advance

12.2 Use of Images

By booking our service, you grant us permission to:

Use photos of our vehicle and setup (not guests) in marketing materials
Share event photos on social media and website
Include your event in our portfolio (anonymous unless you approve otherwise)

12.3 Opt-Out

You may opt out of photography/marketing use by:

Notifying us in writing before the event
We will honor all opt-out requests

12.4 Client Marketing

You may photograph and share our service at your event
Please tag us on social media: @[your-handle]
We appreciate (but don't require) photo sharing

13. Intellectual Property

13.1 Our Brand

All content related to our brand, including business name and logo, vehicle designs, menu designs, marketing materials, and website content, remains our intellectual property.

13.2 Your Brand

You retain all rights to your company/event branding, logo and designs, and marketing materials. We will only use your branding as authorized for your specific event.

14. Data Privacy

14.1 Information Collection

We collect:

Contact information (name, email, phone)
Event details (date, location, guest count)
Payment information (processed securely via Shopify)
Communication history

14.2 Information Use

Your data is used for:

Event booking and service delivery
Communication about your event
Payment processing
Compliance with legal obligations
Marketing (only with your consent)

14.3 Data Protection

We comply with applicable data protection laws
Your payment information is encrypted and secure
We do not sell or share your personal data with third parties (except payment processors)
You may request data deletion after event completion

14.4 Marketing Communications

We may send you marketing emails (opt-out available)
You can unsubscribe at any time
We respect your communication preferences

15. Dispute Resolution

15.1 Complaints Process

If you have concerns:

Contact us immediately at [email]
We will respond within 2 business days
We aim to resolve all issues within 7 business days

15.2 Mediation

For unresolved disputes:

We agree to good faith mediation before legal action
Mediation costs split equally between parties
Location: [Your city/region], Switzerland

15.3 Governing Law

These terms are governed by Swiss law. Jurisdiction: [Your canton/region], Switzerland.

15.4 Severability

If any provision is found invalid, remaining terms continue in full effect.

16. General Terms

16.1 Entire Agreement

These terms, along with your booking confirmation email, final invoice, and any written amendments, constitute the entire agreement between parties.

16.2 Modifications to Terms

We may update these terms with 30 days notice
Changes posted on our website with update date
Continued use of service constitutes acceptance
Existing bookings governed by terms at time of booking

16.3 Assignment

You may not transfer your booking to another party without our written consent
We may assign our obligations to qualified service providers

16.4 Waiver

Our failure to enforce any term does not waive our right to enforce it later.

16.5 No Partnership

These terms do not create a partnership, agency, or employment relationship.

17. Contact Information

For Bookings & General Inquiries:

Email: [your-email@domain.com]
Phone: [+41 XX XXX XX XX]
Website: [your-website.com]

For Cancellations:

Email: [cancellations@domain.com]
Include booking reference number

For Complaints:

Email: [support@domain.com]
Phone: [+41 XX XXX XX XX]

Business Hours:

Monday - Friday: 9:00 AM - 6:00 PM CET
Saturday: 10:00 AM - 4:00 PM CET
Sunday: Closed (emergency contact available for active events)

Acknowledgment

By completing a booking, you acknowledge that you have read, understood, and agree to be bound by these Booking Policy & Terms of Service.

Questions? Contact us before booking if you need clarification on any terms.

Document Version: 1.0
Effective Date: [Date]
Last Revised: February 2026

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[Your Address]
[Tax ID/VAT Number]