TERMS & CONDITIONS

Boho Beverages Terms & Conditions

1) Statement 

1. Boho Beverages has passed the food safety & hygiene inspection conducted by Newark & Sherwood District Council.

2. All electrical equipment holds a valid PAT test with certifications available upon request.

3. All staff have successfully completed the level 3 food safety & hygiene training course & assessment with certifications available upon request.

4. Boho Beverages maintains a food safety & hygiene policy which details operational guidelines and precautions. A copy of this document is available if required.

5. Boho Beverages has public liability insurance and is covered up to £2 million.

2) Booking & Confirmation

1. Booking process:

• Following an enquiry from a potential Client, Boho Beverages will issue a quotation detailing the cost to provide the requested service. 

• Following confirmation that Client wishes to proceed, Boho Beverages will issue a deposit invoice.

• Once the deposit is paid by the Client and funds are received, Boho Beverages will issue an email to the Client to confirm the booking along with agreed details of the event.

• Boho Beverages will issue a final invoice to the Client.

• Final payment and remaining balance is due to be paid by the Client at least 7 days in advance of the event date.

2. A booking is considered confirmed once the deposit payment has been received and booking confirmation has been issued by Boho Beverages.

The agreed event date, location, service period, service details and price will be stated in the booking confirmation.

3. We reserve the right to decline a booking at our discretion until the deposit has been received.

3) Payment

1. Unless otherwise agreed in writing:

• A 25% deposit of the total booking price is required to secure the booking.

• The remaining balance must be paid 7 days before the event date.

• Bookings made within 7 days of the event must be paid in full at the time of booking.

• We will provide reasonable reminders where payment is approaching its due date.

• If the balance remains unpaid after the due date, we reserve the right to cancel the booking. Any cancellation will be subject to the cancellation terms below.

2. Additional services, such as extended service time, or other costs agreed after the original booking may be invoiced separately.

4) Service & Service Plans

1. Hire includes; X1 barista, The Roaming Coffee Bar, consumables and stock to prepare the standard beverage menu offered by Boho Beverages.

2. The standard menu includes the following: 

• Espresso based drinks; latte, cappuccino, flat white, americano, mocha espresso

• Tea; standard English breakfast (Yorkshire Tea)

• Hot chocolate (Clipper hot chocolate mix)

3. Additional or specific menu items are only available if previously discussed with the Client. 

4. X2 service plans:

• All inclusive; includes hire of the Roaming Coffee Bar to provide unlimited beverages for the booking period.

• Items bought by guests; includes hire of the Roaming Coffee Bar for the booking period where guests purchase beverages at prices set by Boho Beverages.

5) Cancellation by the Client

1. If the Client wishes to cancel a booking they must notify us as soon as possible.

2. Our cancellation charges are as follows:

• More than 30 days before the event: deposit refunded.

• 7–30 days before the event: deposit retained.

• Less than 7 days before the event: 100% of the total booking price.

3. Where the amount already paid by the client exceeds the cancellation charge due the difference will be refunded to the Client by Boho Beverages.

4. We will always strive to work with the Client to resolve issues regarding unforeseen change of circumstances.

6) Changes to the Event

1. The Client must notify Boho Beverages as soon as possible of any changes to:

• Date of event

• Location/ event venue

• Service duration

• Expected number of guests

• Access arrangements

• Any other relevant variables that may affect the provision of our service

2. Changes requested close to the event date may result in additional charges.

3. If a change to the event substantially increases the cost of providing the service, Boho Beverages reserves the right to revise the booking price subject to the booking process as detailed in this document.

7) Cancellation by Boho Beverages

1. In the unlikely event that we are unable to fulfil a booking due to unforeseen circumstances within our reasonable control, the Client will receive a full refund of payments made to us in relation to the booking.

2. Where possible, we will give the Client as much notice as possible.

8) Force Majeure

1. In the unfortunate event that we are subject to unforeseen circumstances outside our reasonable control, we will not be liable for failure to provide our services or delay in providing our services.

2. This may include, but is not limited to:

• Severe weather

• Flooding

• Fire

• Natural disasters

• Road closures or significant transport disruption

• Venue closure

• Power failure

• Government restrictions

• Or other circumstances which could not reasonably have been anticipated or prevented

3. Where a Force Majeure event affects a booking we will strive to communicate with the Client as soon as possible. We will endeavour to make alternate arrangements including offering our services at an alternate date or location. 

9) Equipment Failure

1. We take good care of our equipment and ensure all items are maintained to the highest standards to ensure reliable operation.

2. Despite rigorous maintenance, equipment failure can occur unexpectedly. In the case of equipment failure or fault, where possible, we will attempt to rectify equipment issues to ensure service is disrupted as little as possible.

3. If a significant equipment failure prevents us from providing the agreed service, we will offer an appropriate refund or reduction in the booking price.

10) Venue & Client Responsibilities

1. The Client is responsible for ensuring that the venue is suitable for the provision of the agreed service.

2. Unless otherwise agreed, the Client must provide:

• Suitable and safe access for the coffee bar and equipment

• Sufficient space for the agreed setup

• Safe access for our staff during setup, service and closedown

• Suitable parking/loading access where reasonably required

• Access to suitable electrical power where required

• Access to water where required

• Any permissions required by the venue or event organiser

3. Specific access, space, power and water requirements will be communicated to the Client before the event.

4. We reserve the right to modify or cease service if the working environment is considered unsafe or unsuitable to the extent adequate service can not be provided.

11) Service Period & Guest Numbers

1. The agreed service period will be stated in the booking confirmation.

2. Setup and closedown time are separate from the agreed customer service period unless otherwise stated.

3. The Client is responsible for providing an accurate estimate of guest numbers when booking. Where guest numbers substantially exceed the number agreed, we may be unable to provide service to all guests.

12) Menu & Ingredients

1. The beverage menu included within the booking will be agreed in advance.

2. We reserve the right to make reasonable substitutions to coffee, milk, ingredients or other products where necessary due to availability or circumstances beyond our control.

3. We will make reasonable efforts to accommodate dietary requirements and allergen-related requests where these are communicated to us in advance.

4. We treat food hygiene and safety with the utmost care and attention. As detailed in our food safety & hygiene policy, we ensure precautions are taken to minimise the risk of cross contamination.

13) Damage and or Loss of Equipment

1. The Client is responsible for any damage to our coffee bar, equipment or property caused by the Client, their guests, contractors or venue personnel, except where caused by our negligence or normal operation.

2. The Client may be liable for the reasonable cost of repair or replacement resulting from such damage or loss.

14) Liability

1. We will provide our services with reasonable care and skill.

2. Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence or for fraud.

3. Subject to the above, we will not be responsible for losses arising from circumstances beyond our reasonable control or for indirect or consequential losses.

4. Our liability in connection with a booking will be limited to the total amount paid by the Client for that booking, except where applicable law prevents such a limitation.

15) Governing Law

1. These Terms & Conditions are governed by the laws of England and Wales.

2. Any disputes arising in connection with these Terms & Conditions will be subject to the jurisdiction of the courts of England and Wales, subject to any applicable consumer rights.

16) Agreement

1. These Terms & Conditions, together with the Client's quotation/booking confirmation, constitute the agreement between the Client and Boho Beverages for the provision of the agreed mobile coffee bar services.

2. We reserve the right to update these Terms & Conditions from time to time. The version applicable to a booking will be the version in effect when the booking is confirmed.