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Terms & Conditions

This Catering Services Contract (“Agreement”) is entered into by and between Cardinal Coffee LLC (“Company” or “Caterer”), and the undersigned individual or entity (“Client”).

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By paying the required deposit, the Client agrees to the terms and conditions outlined below.​

1. Services Provided

The Company will furnish the agreed-upon coffee catering services (“Services”) for the Client’s event (“Event”).​

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Items included (may include but is not limited to) the menu displayed on Cardinal Coffee's website, unless agreed upon otherwise. (This does not include the seasonal flavors).

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The Company may slightly adjust the Menu if key ingredients become unavailable beyond its control.

2. Event Details & Changes

  • The Event details (date, time, location, number of guests) are outlined in the inquiry form and in the Company’s accepted quote confirmation.

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  • Any modifications to these Event details must be communicated in writing to the Company at least 7 days prior to the Event date.

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  • The Company reserves the right to adjust pricing or impose a surcharge if the number of attendees or other significant event details change.

3. Deposit & Payment

  • Deposit: A non-refundable deposit equal to 30% of the total service cost is due upon acceptance of this Agreement.​

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  • Final Payment: The remaining balance is due 5 days prior to the Event date.

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  • The Client’s Event date is not secured until the Company has received the deposit.

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  • Payment may be made by credit card, ACH, or check. Checks should be made payable to Cardinal Coffee and mailed to the address above.

4. Venue Coordination & Setup

  • The Caterer requires access to the venue (“Venue”) at least 1 hour before the Event start time for setup and 1 hour after the Event ends for cleanup and load-out.

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  • The Client is responsible for obtaining and covering any fees or permissions related to the Venue.

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  • Outdoor service can only be accommodated when there is no chance of rain and the temperature stays between 40°F and 90°F, as adverse weather conditions can jeopardize espresso equipment.

5. Electricity & Power Requirements

  • The Client must provide a dedicated 120V/15-amp circuit per espresso machine for proper operation.

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  • If the power provided is inadequate or improperly supplied, the Caterer will not be liable for any damages or refunds, and espresso services may not be rendered safely

7. Indemnification

The Client agrees to indemnify and hold the Company harmless for any damage, theft, or loss of the Company’s property caused by the negligence or misconduct of the Client, its guests, or staff.

8. Cancellations & Refunds

  • Non-Refundable Deposit: The initial 30% deposit is forfeited if the Client cancels the Event.

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  • 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 30% deposit will be fully refunded.

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  • 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.

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  • 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.

9. 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.

10. Governing Law & Venue

This Agreement is governed by and interpreted according to the laws of the State of Indiana. Any legal proceedings shall be initiated in the courts of Indiana.

11. 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 agreed upon by both Parties. If any provision is found unenforceable, the remainder of the Agreement remains in effect.

12. No Waiver

A delay or failure by either Party to enforce any provision of this Agreement does not constitute a waiver of that provision for future enforcement.

13. Acceptance

By submitting the deposit, the Client acknowledges and agrees to all terms and conditions in this Agreement. The Company’s acceptance of the deposit confirms the booking.

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