Terms & Conditions

This Catering Services Contract (“Agreement”) is entered into by and between Poema Coffee Co. LLC (“Company” or “Caterer”) and the undersigned individual or entity (“Client”).
By paying the required deposit, the Client agrees to the terms and conditions outlined below.

1. Services Provided


The Company will provide the agreed-upon coffee catering services (“Services”) for the Client’s event (“Event”). Specific menu items and offerings will be outlined in the accepted proposal or quote. Services may include, but are not limited to, espresso-based drinks, brewed coffee, cold brew, pour-over service, matcha, and tea. The Company may adjust offerings if specific ingredients become unavailable due to circumstances beyond its control.


2. Event Details & Changes

  • Event details (date, time, location, guest count) will be outlined in the inquiry form and confirmed in writing by the Company.

  • Any modifications must be submitted in writing at least 7 days prior to the Event date.

  • The Client acknowledges that accurate event details are essential. If details change (such as guest count or amount of time for service), the Company may adjust pricing or apply surcharges. The Client will be notified of any such adjustments.

3. Booking, Deposit & Payment

  • Booking Policy: Signing this Agreement does not guarantee services. The Event date is only reserved once the deposit is received. Until then, the date remains open to other clients.

  • Deposit: A non-refundable deposit of fifty percent (50%) of the total service cost is due upon acceptance of this Agreement. In the event of a cancellation, the deposit may be credited toward a future event, subject to the Company’s availability and mutual agreement.

  • Final Payment: The remaining balance is due five (5) days prior to the Event. A late fee of twenty-five dollars ($25) per day will apply to unpaid balances.

  • Accepted Payments: Credit card, ACH, or check (payable to Poema LLC).

4. Venue Coordination & Setup

  • The Caterer requires a minimum of one and a half (1.5) hours prior to the Event for setup and one (1) hour after the Event for cleanup.

  • The Client is responsible for securing permissions or covering venue-related fees.

  • Outdoor service is only possible when weather conditions are safe (temperatures between 40°F and 90°F, and no precipitation).

  • The Client must ensure that the Caterer has access to a level surface measuring at least eight feet by eight feet (8’ x 8’). Equipment cannot be operated on sloped or uneven surfaces.

5. Electricity & Power Requirements

  • The Client must provide two (2) dedicated 120V/15-amp circuits per espresso machine, unless otherwise agreed in writing that the Caterer will supply a generator. If a generator is required, the Client is responsible for all associated costs.

  • The Caterer will provide extension cords and power strips as needed. If the power source is located more than twenty five (25) feet from the service area, the Client must notify the Caterer at least forty eight (48) hours prior to the Event so the Caterer can supply additional extension cords.

  • If adequate power is not available, the Caterer will not be held liable for damages or refunds, and services may not be rendered. The Client is solely responsible for ensuring that the venue meets these power requirements.

6. Insurance


The Company will maintain general liability insurance covering services provided at the Event.


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 Client, guests, or staff.

8. Cancellations & Refunds


Deposit Policy

  • The deposit is non-refundable if the Client cancels.

Additional Payments Beyond Deposit

  • 30+ Days Before Event: Payments beyond the deposit will be refunded.

  • Within 7 Days of Event: No refunds on any payments beyond the deposit.

Credits for Future Events

  • Any payments (including the deposit) may be credited toward a future event, subject to availability.

Special-Order Items

  • The Client is responsible for costs of any custom or special-order items purchased for the Event, even if the Event is canceled.

9. Rescheduling

  • Single-Day Events: Reschedule requests made at least 72 hours in advance will be considered. Less than 72 hours may require full payment.

  • Multi-Day Events: Require at least 7 days’ notice to reschedule.

  • All rescheduling is subject to the Company’s availability.

10. Liability Limitation


The Company shall not be liable for damages except those caused by its negligence, gross negligence, or willful misconduct. Liability is limited to the total amount paid under this Agreement.
If the Company cannot perform due to force majeure (e.g., severe weather, venue closure, or other circumstances beyond the reasonable control of the Parties), it may:

  • Secure an alternative caterer (with Client approval) at no extra cost, or

  • Refund amounts paid beyond the non-refundable deposit.

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


11. Photo/Media Release
The Client grants the Company permission to capture and use media (photos, video, etc.) from the Event for promotional and archival purposes, in any medium, without additional compensation.

  • The Company agrees to use media respectfully and will accommodate reasonable client requests regarding edits or withholding specific images.

  • The Company will not use media featuring clearly identifiable faces of children.

12. Governing Law & Venue


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


13. Entire Agreement and Amendment


This Agreement constitutes the entire understanding between the Parties and supersedes all prior discussions or agreements. Any changes or amendments must be made in writing and signed by both Parties to be enforceable.


14. Severability


If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.


15. No Waiver


Failure by either Party to enforce any provision does not waive future enforcement of that or any other provision.


16. Acceptance


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