Terms & Conditions
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PAYMENT TERMS
A non-refundable retainer equal to fifty percent (50%) of the Total Contract Amount is required to reserve the event date. The retainer is a non-refundable payment required to reserve the event date and begin planning, coordination, preparation, and any contracted creative services.
The remaining balance is due no later than fourteen (14) days prior to the event date.
Events booked within fourteen (14) days of the event date require payment in full at the time of booking.
Cancellation and Loss of Retainer
Failure to submit the remaining balance by the due date may result in cancellation of services by Dolby's Coffee. In such event, the Client shall forfeit the non-refundable Retainer, and Dolby's Coffee shall have no further obligation to provide services for the event.
Any extension of the final payment due date must be approved in writing by Dolby's Coffee prior to the original payment due date. Approval of a late payment request shall not constitute a waiver of any other terms of this Agreement.
Final Guest Count
The Client agrees to provide a final estimated guest count no later than fourteen (14) days prior to the event date. Dolby's Coffee will use this information to determine staffing, inventory, supplies, equipment, and service requirements.
The final guest count provided by the Client shall become the contracted planning count for the event and will be used to establish the Total Investment and the number of beverages included in the contracted services.
Reductions to the guest count after the final guest count deadline shall not result in a reduction of the Total Investment, refund, credit, or adjustment to the contracted services.
If actual attendance is lower than the contracted planning count, no refund or credit shall be issued for unused beverages, products, services, staffing, or service time.
If the number of beverages served exceeds the number included in the contracted planning count, the Client agrees to pay an overage fee of $9.00 per additional beverage served. Overage charges will be calculated at the conclusion of the event and are due on the event date. Payment may be made by any accepted payment method offered by Dolby's Coffee.
Dolby's Coffee will make reasonable efforts to notify the Client or the Client's designated event representative when beverage service is approaching the contracted planning count. Unless otherwise directed by the Client, service may continue beyond the contracted planning count and applicable overage charges shall apply.
Dolby's Coffee reserves the right to adjust service offerings if beverage demand substantially exceeds the contracted planning count and available inventory, supplies, or staffing capacity.
Service Period
The contracted service period shall be as specified in this Agreement. The Total Event Cost includes travel within the agreed service area, event setup, beverage service, and breakdown.
Dolby's Coffee will arrive prior to the contracted service period to complete setup and preparation activities and will remain after service concludes to complete breakdown and departure.
The contracted beverage service period shall begin and end at the times stated in this Agreement. Delays caused by the Client, venue, guests, vendors, site access restrictions, weather conditions, or other circumstances beyond Dolby's Coffee's control shall not extend the contracted service period or reduce the Total Event Cost.
Should the Client request an extension of the contracted service period, whether due to event delays, schedule changes, or a desire for additional service time, such extension shall be subject to the availability and approval of Dolby's Coffee.
Approved extensions of service shall be billed at a rate of $150.00 per hour, in one-hour increments, plus applicable beverage, product, staffing, and service overage charges. Any extension fees and related overage charges shall be due and payable on the event date.
If beverage service reaches the contracted planning count prior to the conclusion of the contracted service period, Dolby's Coffee will notify the Client or designated event representative. Service may continue upon approval of applicable beverage overage charges as outlined in this Agreement.
Event Access & Site Requirements
The Client is responsible for ensuring that Dolby's Coffee has adequate access to the event location for trailer placement, setup, operation, and departure.
The Client shall provide a safe, reasonably level, and accessible location suitable for the operation of a mobile coffee trailer and the safe service of guests. The designated service area must provide sufficient space for the trailer, guest access, and service operations.
The Client is responsible for obtaining any venue approvals, permissions, parking authorizations, or site access permissions required for Dolby's Coffee to operate at the event location.
The Client shall ensure that access routes and service locations remain reasonably accessible for arrival, setup, operation, and departure. Delays caused by restricted access, blocked entry points, venue limitations, or site conditions beyond the control of Dolby's Coffee shall not result in an extension of the contracted service period or a reduction of the Total Event Cost.
Dolby's Coffee reserves the right to refuse or discontinue service if site conditions are determined to be unsafe, inaccessible, hazardous, or otherwise unsuitable for the safe operation of equipment, staff, guests, or the trailer. In such circumstances, no refund shall be due if the unsafe or unsuitable conditions are beyond the control of Dolby's Coffee.
Power Requirements
Dolby's Coffee may operate using either its onboard generator or an approved electrical connection at the event location.
When electrical service is available and approved in advance, the Client shall identify the location of the electrical connection and ensure that access to the connection remains available during setup and service. Dolby's Coffee will provide its own extension cords and equipment necessary for connection.
Electrical service must be located within one hundred (100) feet of the designated trailer service location unless otherwise approved in writing by Dolby's Coffee.
If suitable electrical service is unavailable, inaccessible, or deemed unsuitable by Dolby's Coffee, the Company reserves the right to operate using its onboard generator.
The use of either electrical service or generator power shall not affect the Total Event Cost unless otherwise specified in writing as part of the event agreement. Dolby's Coffee reserves the right to assess a generator fee for events requiring extended generator operation, remote locations, or other circumstances requiring generator use beyond standard service conditions. Any applicable generator fee shall be disclosed and approved prior to the event.
Travel & Service Area
Dolby's Coffee is currently licensed to operate within the State of Rhode Island and provides services throughout Rhode Island.
The Client is responsible for providing accurate event location information. Changes to the event location after execution of this Agreement may result in additional fees, service adjustments, or other charges as determined by Dolby's Coffee.
Events located outside of Rhode Island may require additional licensing, permits, travel fees, or special accommodations and shall be subject to separate review and approval by Dolby's Coffee.
Weather & Site Conditions
Dolby's Coffee operates in a variety of weather conditions and will make every reasonable effort to provide services as contracted.
The Client acknowledges that the safe operation of a mobile coffee trailer requires suitable weather and site conditions. Dolby's Coffee reserves the right to modify, delay, suspend, relocate, or discontinue service if weather conditions, site conditions, or other circumstances create a risk to the safety of staff, guests, equipment, vehicles, or the trailer.
Examples of such conditions may include, but are not limited to, severe weather, lightning, high winds, flooding, unsafe road conditions, excessive mud, unstable ground, standing water, or other hazardous conditions that may impact trailer access, placement, operation, or departure.
Whenever reasonably possible, Dolby's Coffee and the Client shall work together to identify an alternative service location or operational solution that allows services to continue safely.
If services cannot be provided due to unsafe weather or site conditions that, in the reasonable judgment of Dolby's Coffee, create a safety risk for staff, guests, equipment, vehicles, or the trailer, no refund shall be due for the non-refundable Retainer.
In lieu of cancellation, the Client may request to reschedule the event. Dolby's Coffee will make reasonable efforts to accommodate one (1) rescheduled event date occurring within ninety (90) days of the original event date, subject to availability.
Any request to reschedule must be made within seven (7) days of the original event date. Rescheduled events shall be subject to the same contracted services and guest count unless otherwise agreed upon in writing.
If the Client requests changes to the event date, location, guest count, package selection, service duration, or other contracted services, Dolby's Coffee reserves the right to adjust pricing and assess additional fees as necessary.
If a mutually acceptable rescheduled date cannot be identified within the ninety (90) day period, the event shall be considered cancelled and all payments shall be governed by the Cancellation Policy contained in this Agreement.
Cancellation Policy
Upon execution of this Agreement and receipt of the required Retainer, Dolby's Coffee reserves the event date and begins planning, scheduling, and preparation activities associated with the event. Accordingly, the following cancellation terms shall apply should the Client choose to cancel the contracted services:
• Cancellation more than thirty (30) days prior to the event date:
The non-refundable Retainer shall be retained by Dolby's Coffee. Any payments received beyond the Retainer may be refunded, subject to the provisions of this Agreement and any outstanding balances for approved services, materials, or expenses incurred prior to cancellation.
• Cancellation thirty (30) days or fewer prior to the event date:
Due to scheduling commitments, staffing allocations, inventory purchases, event preparation activities, and lost booking opportunities, all payments made under this Agreement shall be retained by Dolby's Coffee and are non-refundable. The Client shall remain responsible for any approved design, marketing, production, printing, vendor, or other project-related expenses incurred prior to cancellation as outlined elsewhere in this Agreement.
Requests to change the event date shall be considered a rescheduling request and shall be subject to the rescheduling provisions of this Agreement. Approval of a rescheduled event date is subject to the availability and approval of Dolby's Coffee.
Reductions in contracted services, guest count, service hours, package components, or other agreed-upon services after execution of this Agreement shall not automatically result in a reduction of the Total Event Cost. Any requested modifications shall be subject to review and approval by Dolby's Coffee.
Failure to make required payments in accordance with this Agreement shall constitute a material breach of this Agreement. Dolby's Coffee reserves the right to suspend planning activities, withhold services, cancel the event, and retain any payments received in accordance with the terms of this Agreement. In such event, Dolby's Coffee shall have no further obligation to provide services under this Agreement.
All cancellation requests must be submitted in writing and shall be considered effective upon receipt by Dolby's Coffee.
In the unlikely event that Dolby's Coffee is unable to provide the contracted services due to circumstances solely within its control, Dolby's Coffee will make reasonable efforts to offer a mutually agreeable rescheduled event date. If a rescheduled date cannot be agreed upon, the Client shall be entitled to a full refund of all payments received, including the Retainer.
Rescheduling Policy
Requests to reschedule an event must be submitted in writing and are subject to the availability and approval of Dolby's Coffee.
A rescheduled event shall be considered the same event only if the event scope remains substantially unchanged, including the event type, location, guest count, service duration, package selection, and contracted services.
One (1) rescheduled event date may be accommodated, subject to availability, provided the new event date occurs within ninety (90) days of the original event date.
Dolby's Coffee reserves the right to assess additional fees associated with a rescheduled event, including but not limited to increased staffing costs, travel costs, inventory costs, vendor costs, design or production costs, or changes in pricing that occur between the original event date and the rescheduled event date.
If the rescheduled event involves changes to the guest count, service duration, package selection, location, design services, or other contracted services, Dolby's Coffee reserves the right to revise the Total Event Cost accordingly.
If a mutually acceptable rescheduled date cannot be identified within ninety (90) days of the original event date, the event shall be deemed cancelled and shall be governed by the Cancellation Policy contained in this Agreement.
Photography & Marketing (usage rights & permissions)
Dolby's Coffee may photograph or record the trailer, beverage service, beverages, event setup, signage, branded materials, and general event details for use in its portfolio, website, social media channels, marketing materials, promotional content, and other business-related purposes.
Dolby's Coffee will make reasonable efforts to respect the privacy of event guests and will not intentionally identify individuals by name without permission.
By entering into this Agreement, the Client grants Dolby's Coffee permission to use photographs and recordings of the services provided for promotional and marketing purposes.
Clients who wish to restrict or prohibit photography and marketing use must notify Dolby's Coffee in writing prior to the event date. Any such restrictions must be approved by Dolby's Coffee and may limit the Company's ability to document its work.
Dolby's Coffee may share, repost, or reference publicly available social media posts, photographs, reviews, testimonials, or other content that features Dolby's Coffee, provided such content was voluntarily shared by the Client or event attendees through public channels. Dolby's Coffee will make reasonable efforts to provide attribution where appropriate and practical.
Design & Marketing Services
When included as part of the contracted services, Dolby's Coffee and/or jzDesignz may provide creative, marketing, branding, design, production, consultation, printing coordination, and related services in support of the event.
Creative services may include, but are not limited to, event branding, invitations, signage, menus, welcome signs, social media graphics, printed materials, branded elements, promotional materials, and other custom-designed deliverables.
The Client acknowledges that design and marketing services require planning, consultation, creative development, revisions, production coordination, and project management. As such, fees associated with completed work, work in progress, consultations, production activities, printing expenses, vendor expenses, purchased materials, and other project-related costs shall remain due and payable regardless of event cancellation.
Any third-party costs incurred on behalf of the Client, including but not limited to printing, fabrication, shipping, specialty materials, outsourced production, or vendor services, shall be the responsibility of the Client and are non-refundable once approved or incurred.
Any changes to the scope of creative services after approval of a proposal, concept, design, or production order may result in additional fees and revised project timelines.
Unless otherwise agreed upon in writing, Dolby's Coffee and jzDesignz retain ownership of all preliminary concepts, working files, source files, production files, and unused creative materials. Upon full payment, the Client shall receive the final approved deliverables specified in the event agreement or related proposal.
Dolby's Coffee and jzDesignz reserve the right to display completed creative work in portfolios, websites, social media channels, marketing materials, presentations, award submissions, and promotional materials unless otherwise agreed upon in writing.
Limitation of Liability
Dolby's Coffee shall not be liable for delays, interruptions, modifications, or the inability to provide services resulting from circumstances beyond its reasonable control, including but not limited to severe weather, unsafe site conditions, venue restrictions, utility failures, road closures, accidents, governmental actions, acts of nature, emergencies, labor disputes, equipment failures, or other unforeseen events.
The Client assumes responsibility for the actions and conduct of event attendees, guests, vendors, and venue personnel. Dolby's Coffee shall not be responsible for damages, injuries, losses, delays, or interruptions caused by the actions or omissions of third parties.
The Client agrees to provide a safe and suitable environment for the operation of the mobile coffee trailer, equipment, and staff. Dolby's Coffee reserves the right to suspend or discontinue services if conditions are deemed unsafe or if continued operation may result in damage, injury, or loss.
To the fullest extent permitted by law, the total liability of Dolby's Coffee arising from or related to this Agreement shall not exceed the total amount paid by the Client under this Agreement.
Nothing contained in this Agreement shall be construed to limit liability for matters that cannot be limited under applicable law.
Insurance
Dolby's Coffee maintains commercially reasonable business insurance coverage, including general liability insurance and other applicable coverages required for the operation of its mobile coffee business.
Proof of insurance may be provided upon request, subject to reasonable notice and any requirements of the event venue.
Any venue-specific insurance requirements must be communicated to Dolby's Coffee prior to execution of this Agreement and may be subject to additional administrative fees or insurance-related costs.
GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of the State of Rhode Island, without regard to its conflict of law provisions.
SEVERABILITY
If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
ENTIRE AGREEMENT
Our Agreement, together with any attached addenda, exhibits, proposals, invoices, or written amendments expressly incorporated herein, constitutes the entire agreement between the Client and Dolby's Coffee with respect to the services described herein.
This Agreement supersedes all prior discussions, negotiations, proposals, representations, understandings, and communications, whether oral or written, relating to the subject matter of this Agreement.
No amendment, modification, waiver, or addition to this Agreement shall be valid unless made in writing and signed or otherwise approved in writing by both parties.
ACCEPTANCE OF AGREEMENTS
By signing agreements, the Client acknowledges that they have read, understood, and agree to the terms and conditions contained within this Agreement.
The Client further acknowledges that they are authorized to enter into this Agreement and accept responsibility for all obligations, payments, approvals, and decisions associated with the contracted services.
This Agreement shall become effective upon execution by the Client and receipt of the required Retainer by Dolby's Coffee.