CANCELLATION POLICY
We're excited to be part of your event! At Icon Coffee Cart, we understand that plans can change. We strive to make the booking process as simple and accommodating as possible while ensuring we can properly prepare for every event.
Please review our cancellation and rescheduling policies below.
Cancellations Made 30 or More Days Before the Event
A full refund of all payments made will be issued, excluding any custom items, branded materials, or nonrefundable expenses already incurred in preparation for your event.
Cancellations Made 15–29 Days Before the Event
A 50% refund of payments made will be issued, excluding any custom items, branded materials, or nonrefundable expenses already incurred.
Cancellations Made 0–14 Days Before the Event
No refund will be provided.
At this stage, your event date has been reserved, staffing arrangements may have been finalized, and preparations are underway.
We understand that unexpected circumstances arise and are happy to discuss rescheduling options when possible.
Rescheduling
Need to move your event? We're happy to accommodate date changes at no additional rescheduling fee, subject to availability.
All rescheduling requests must be submitted in writing and approved by Icon Coffee Cart. Payments already made may be applied toward the rescheduled event.
Any additional expenses resulting from changes to the event, including replacement branded materials or changes in service requirements, will be the client's responsibility.
Weather-Related Cancellations
For outdoor events, the safety of our team, guests, and equipment is a priority.
If weather conditions prevent us from safely providing service, we will work with you to reschedule your event at no additional rescheduling fee, subject to availability.
Payments already made will be applied toward the rescheduled event. Weather-related cancellations are not eligible for refunds outside the cancellation terms outlined above.
We encourage clients hosting outdoor events to arrange a suitable covered or indoor backup location whenever possible.
Custom Orders and Branded Materials
All custom items and branded materials are nonrefundable once ordered or production has begun.
This includes, but is not limited to, custom-printed cups, cart wraps, signage, menus, and other personalized event materials.
These costs remain the client's responsibility regardless of cancellation or rescheduling.
For cancellation or rescheduling requests, please contact iconcoffeecart@gmail.com.
TERMS OF SERVICE
This Catering Agreement ("Agreement") is entered into by and between Icon Coffee Cart LLC, a Texas limited liability company ("Caterer"), and the individual or entity retaining Icon Coffee Cart LLC for mobile coffee catering services ("Client"). Together, Caterer and Client may be referred to as the "Parties."
By submitting a deposit or otherwise confirming a booking through payment, Client acknowledges and agrees to the terms outlined in this Agreement.
1. Event Details
Client agrees to retain Caterer to provide mobile coffee catering services for the event outlined in the accepted quote, invoice, or written booking confirmation.
Event details may include the date, location, service hours, estimated guest count, menu selections, number of coffee carts, staffing requirements, and any additional services or customizations.
Any changes to confirmed event details, including location, service times, guest count, or requested services, must be submitted in writing and approved by Caterer at least seven (7) days before the scheduled event.
Caterer will make reasonable efforts to accommodate changes but cannot guarantee availability or fulfillment of additional requests.
Changes that require additional equipment, staffing, materials, transportation, or preparation may result in additional charges.
2. Menu & Beverage Service
Caterer will provide the beverage services and menu selections agreed upon in the confirmed event booking.
Our menus may include a variety of specialty coffee beverages, espresso-based drinks, teas, and other specialty offerings.
Available beverages, milk alternatives, syrups, and additional menu options will be determined by the selected service package and any approved customizations.
While every effort will be made to provide all agreed-upon menu items, Caterer reserves the right to make reasonable substitutions due to ingredient availability, supply chain interruptions, equipment limitations, or other circumstances beyond our control.
Any substitutions will be made with the goal of maintaining a comparable level of quality and service.
Unlimited Beverage Service
When unlimited beverage service is included in a booking, guests may order beverages throughout the contracted service window, subject to reasonable service capacity and product availability.
Unlimited service does not guarantee that every attendee will receive a beverage or that an unlimited quantity of beverages can be prepared within a specified period.
Service capacity depends on the number of carts, staffing, beverage selections, equipment, and duration of service.
Client acknowledges that guest attendance and beverage demand may affect wait times. Caterer will make commercially reasonable efforts to serve guests efficiently throughout the scheduled event.
3. Venue Access & Setup Requirements
Client agrees to provide Caterer with access to the venue at least ninety (90) minutes before the scheduled service start time and sixty (60) minutes after service concludes for breakdown and cleanup.
Additional setup time may be necessary for larger events, multiple coffee carts, or extensive custom branding. Any additional requirements will be communicated in advance.
Client is responsible for coordinating with the venue to ensure suitable access for equipment transportation, loading, setup, and breakdown.
This includes arranging loading dock access, freight elevator access, and any required venue permissions.
If venue restrictions, delayed access, or other circumstances outside Caterer's control prevent setup from beginning on schedule, Caterer cannot guarantee the originally planned service duration.
The contracted service end time will remain unchanged unless otherwise agreed upon in writing.
Outdoor Events
Outdoor service is permitted only when weather conditions allow for safe operation of our equipment and staff.
Caterer may operate outdoors when:
There is no rain or precipitation that could damage equipment or compromise safe operation.
Ambient temperatures are between 40°F and 90°F.
Wind and other environmental conditions do not present a safety risk.
The setup location provides a stable, level surface suitable for equipment operation.
Caterer reserves the right to decline, suspend, or relocate outdoor service if conditions threaten the safety of staff, guests, or equipment.
If outdoor conditions are unsuitable, Client is encouraged to provide an acceptable indoor or protected alternative location.
Weather-related rescheduling will be handled according to our Cancellation Policy.
4. Payment Terms
To officially reserve an event date with Icon Coffee Cart, a 50% deposit of the total quoted amount is required.
An event date is considered confirmed only once the required deposit has been received.
The remaining balance is due no later than seven (7) days before the scheduled event.
Payment instructions and accepted payment methods will be provided with the event quote or invoice.
Failure to submit the remaining balance by the payment deadline may result in suspension of event preparations or cancellation of the reservation, subject to the applicable cancellation terms.
Any approved additions or modifications to the original booking may be invoiced separately.
Client is responsible for notifying Caterer of significant changes to the anticipated guest count no later than seven (7) days before the event.
While guest count does not necessarily determine the base service price, significant increases may require additional staffing, equipment, or supplies and may result in additional charges.
5. Client Responsibilities
Client is responsible for ensuring the venue and event environment are suitable for mobile coffee catering services.
Client responsibilities include:
Securing and paying for the event venue.
Obtaining necessary permits, approvals, and permissions.
Providing adequate venue access, including loading dock or freight elevator access when applicable.
Providing one (1) dedicated, properly grounded 120V electrical circuit per coffee cart, meeting the amperage requirements confirmed by Caterer before the event.
Ensuring that electrical outlets are functional, accessible, and located within an agreed-upon distance of the setup area.
Providing a stable, level, and safe setup location.
Ensuring that Caterer's staff and equipment can operate without unreasonable interference from guests, venue personnel, or other vendors.
Communicating venue restrictions and special requirements before the event.
Failure to provide adequate electrical power, appropriate access, or a safe operating environment may result in delayed, reduced, or discontinued service.
When such circumstances are outside Caterer's reasonable control, they will not automatically entitle Client to a refund.
6. Custom Branding & Event Materials
Caterer may offer custom branding options, including branded coffee carts, printed cups, custom menus, signage, and other event-specific materials.
All custom designs and branding requests must be submitted with sufficient lead time for production and approval.
Client is responsible for providing accurate artwork, logos, brand guidelines, and other necessary materials in the requested format.
Client represents that it has the necessary rights and permissions to use all logos, trademarks, artwork, and other materials supplied to Caterer.
Caterer is not responsible for errors in artwork or specifications approved by Client.
Once custom items have been ordered or production has begun, the associated costs are nonrefundable.
Changes requested after artwork approval or production begins may result in additional charges and cannot always be accommodated.
Custom materials may also be subject to production schedules and supplier availability.
7. Insurance
Caterer maintains insurance coverage appropriate for its mobile coffee catering operations, including:
General Liability Insurance
Workers' Compensation Insurance
Commercial Auto Insurance
Umbrella Liability Insurance
A Certificate of Insurance (COI) can be provided upon request.
Any additional insurance requirements, including special endorsements, additional insured status, policy modifications, or venue-specific coverage requirements, must be communicated at least ten (10) business days before the event.
This allows sufficient time for review, processing, and approval.
While we make reasonable efforts to accommodate additional insurance requirements, specialized coverage or endorsements cannot be guaranteed.
Requests submitted without adequate notice may not be fulfilled and will not independently constitute grounds for a refund.
8. Cancellation & Rescheduling
All cancellations and rescheduling requests are subject to the Cancellation Policy published on our website and incorporated into this Agreement.
Cancellation requests must be submitted in writing to iconcoffeecart@gmail.com.
Refund eligibility is determined by the number of calendar days between the date Caterer receives the written cancellation request and the scheduled event date.
Rescheduling is offered without an additional rescheduling fee, subject to availability and any costs associated with changes to the original booking.
All custom materials and nonrefundable expenses remain the responsibility of Client.
9. Equipment, Property & Damages
Caterer will provide the equipment necessary to perform the services outlined in the confirmed booking.
Client agrees to take reasonable precautions to prevent damage, theft, or unauthorized use of Caterer's equipment.
Client may be held responsible for damage to or loss of Caterer's equipment caused by the negligent or intentional acts of Client, its employees, contractors, or guests, to the extent permitted by applicable law.
Normal wear and tear is excluded.
10. Indemnification
To the extent permitted by applicable law, Client agrees to indemnify and hold harmless Icon Coffee Cart LLC, its employees, agents, and representatives from third-party claims, liabilities, damages, and reasonable expenses arising from:
Client's negligence or willful misconduct.
Unsafe conditions at the event venue within Client's responsibility or control.
Damage, theft, or loss of Caterer's property caused by Client, its guests, employees, or contractors.
Client's failure to obtain required venue permissions or approvals.
Client's unauthorized use of copyrighted or trademarked materials supplied for custom branding.
This provision does not apply to the extent a claim results from Caterer's negligence, willful misconduct, or violation of applicable law.
11. Limitation of Liability
Icon Coffee Cart LLC will make commercially reasonable efforts to fulfill all confirmed catering services as agreed.
However, Caterer shall not be responsible for delays, interruptions, or failure to perform caused by circumstances beyond its reasonable control, including but not limited to:
Severe or unsafe weather conditions.
Power outages or inadequate electrical service.
Venue access restrictions or delays.
Government restrictions or emergencies.
Natural disasters or other acts of God.
Transportation disruptions.
Unforeseen equipment failures.
Illness or other emergencies affecting essential personnel.
In such circumstances, Caterer will make reasonable efforts to provide an alternative arrangement, modify service, or reschedule the event when feasible.
Any refund or credit will be determined in accordance with this Agreement, the Cancellation Policy, and applicable law.
To the maximum extent permitted by law, Caterer shall not be liable for indirect, incidental, special, or consequential damages, including lost profits, lost business opportunities, or reputational harm arising from the services provided.
Except for liability that cannot legally be limited, Caterer's total liability for claims arising from a particular event shall not exceed the total amount paid by Client for that event.
12. Event Safety & Service Discretion
Caterer reserves the right to suspend or discontinue service if conditions present an unreasonable risk to staff, guests, or equipment.
Such circumstances may include unsafe electrical connections, severe weather, threatening or abusive behavior, unsanitary conditions, or interference with equipment operation.
Whenever reasonably possible, Caterer will notify Client of the issue and provide an opportunity to resolve it before service is suspended.
If unsafe conditions cannot be remedied, Caterer may discontinue service without being required to remain on-site.
Any resulting refund or other remedy will be determined under the terms of this Agreement and applicable law.
13. Dispute Resolution
We value our clients and aim to provide exceptional service at every event.
If a concern or disagreement arises, both Parties agree to make a good faith effort to resolve the matter through direct communication before initiating formal legal proceedings.
Client may submit concerns in writing to iconcoffeecart@gmail.com.
Both Parties agree to communicate respectfully and provide a reasonable opportunity to investigate and address any concerns.
Nothing in this section restricts either Party's right to make truthful statements, submit lawful reviews, report concerns to regulatory authorities, or exercise other rights protected by law.
14. Governing Law & Jurisdiction
This Agreement shall be governed by and interpreted in accordance with the laws of the State of Texas.
Subject to applicable law, any legal proceedings arising from this Agreement shall be brought in the courts of competent jurisdiction located in Travis County, Texas.
15. Entire Agreement
This Agreement, together with the confirmed event quote, invoice, written booking details, and incorporated Cancellation Policy, constitutes the agreement between Caterer and Client regarding the services provided.
In the event of a conflict between this Agreement and a separately signed event-specific contract, the signed event-specific contract shall control to the extent of the conflict.
Any amendments or modifications must be agreed upon in writing by both Parties.
PRIVACY POLICY
At Icon Coffee Cart LLC, we value your privacy and are committed to handling your personal information responsibly.
This Privacy Policy explains how we collect, use, and protect information when you visit our website, inquire about our services, or book an event.
1. Information We Collect
When you interact with Icon Coffee Cart, we may collect personal information necessary to provide our services.
This may include:
Name and contact information.
Email address and phone number.
Company or organization name.
Event location, date, guest count, and other event details.
Communications related to inquiries, quotes, and bookings.
Billing and payment-related information processed through trusted third-party providers.
Basic website usage information collected through cookies or similar technologies.
We collect information that you voluntarily provide or that is automatically collected through standard website functionality.
2. How We Use Your Information
We use the information we collect to:
Respond to inquiries and booking requests.
Prepare quotes and coordinate catering services.
Process payments and manage event reservations.
Communicate important updates regarding booked events.
Improve our website, services, and customer experience.
Maintain internal business records.
Send occasional promotional emails, special offers, or updates about our services.
Comply with applicable legal obligations.
We only use personal information for legitimate business purposes and in accordance with applicable law.
3. Marketing Communications
Icon Coffee Cart reserves the right to send occasional marketing and promotional communications to clients and individuals who have expressed interest in our services, where permitted by law.
These communications may include company updates, new service offerings, special promotions, and event-related inspiration.
You may opt out of promotional emails at any time by following the unsubscribe instructions included in the communication or contacting us directly.
Opting out of marketing communications will not affect important emails related to existing bookings, payments, or event coordination.
4. Information Sharing
We respect your privacy and do not sell your personal information.
We may share information with trusted third-party service providers when reasonably necessary to operate our business.
These providers may assist with:
Secure payment processing.
Website hosting and maintenance.
Business communications.
Event management and scheduling.
Other essential business operations.
We share information only as reasonably necessary for these purposes.
We may also disclose information when required by law or when reasonably necessary to protect the rights, safety, or property of Icon Coffee Cart, our clients, or others.
5. Payment Security
Payments are processed through trusted third-party payment providers.
Icon Coffee Cart does not intentionally collect or store complete credit card information on its own website or internal systems.
Payment providers maintain their own security measures and privacy practices.
We encourage clients to review the privacy policies of any third-party payment services they use.
6. Data Security
We take reasonable administrative and technical measures to protect the personal information we collect.
While we strive to maintain appropriate safeguards, no method of electronic storage or internet transmission is completely secure.
We cannot guarantee absolute protection against unauthorized access, data loss, or other security risks.
7. Cookies & Website Usage
Our website may use cookies and similar technologies to support basic website functionality, understand website traffic, and improve the browsing experience.
Cookies are small files stored on your device that help websites remember certain information.
You can manage or disable cookies through your browser settings.
Disabling certain cookies may affect the functionality of some website features.
8. Your Privacy Rights
You may contact us to request access to, correction of, or deletion of personal information we maintain about you.
We will review and respond to requests in accordance with applicable privacy laws.
Certain information may need to be retained for legitimate business purposes, recordkeeping, legal compliance, or the completion of contracted services.
To submit a privacy-related request, contact iconcoffeecart@gmail.com.
9. Data Retention
We retain personal information for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy.
This may include maintaining records related to previous bookings, business communications, financial transactions, and legal obligations.
When information is no longer reasonably necessary, we may delete it or take steps to de-identify it, subject to applicable retention requirements.
10. Children's Privacy
Our website and services are not directed toward children under the age of 18.
We do not knowingly collect personal information directly from children.
If we become aware that personal information has been collected from a child without appropriate authorization, we will take reasonable steps to delete it.
11. Third-Party Websites
Our website may contain links to third-party websites or services.
Icon Coffee Cart is not responsible for the privacy practices, content, or security of websites operated by third parties.
We encourage visitors to review the privacy policies of any external websites they access.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business practices, technology, or legal requirements.
Any updates will be posted on our website with a revised effective date.
Continued use of our website after an updated policy is posted constitutes acknowledgment of the updated policy, to the extent permitted by law.
13. Contact Us
If you have any questions about this Privacy Policy or how your information is handled, please contact us.
Icon Coffee Cart LLC
Austin, Texas
iconcoffeecart@gmail.com
iconcoffeecart.com