Terms & Conditions
mobile cafe

Introduction
These Terms and Conditions regulate the business relationship between Flora's Coffee Stop Ltd and the client. Our services involve professional mobile cafe catering for weddings, private hires, and public events within the UK.

Definitions
'Event' refers to the gathering for which you have booked our services. 'Trailer' refers to our converted horse trailer mobile unit. 'Deposit' is the initial payment required to confirm your booking date.

Booking & Deposits

• All bookings are subject to availability.

• A non-refundable deposit is required to secure your event date.

• Bookings are not confirmed until the deposit has been received.

• Deposits are non-negotiable and non-transferable (except where Flora’s Coffee Stop Ltd cancels – see Section 4).

• The remaining balance must be paid as agreed in writing prior to or on the day of the event.
   

Pricing

• All private hire pricing may vary depending on:

  • Event location

  • Duration of service

  • Number of guests

  • Travel distance

  • Power and access requirements

  • Additional services requested

• A personalised quotation will be provided for each booking.

• Additional charges may apply if:

  • The event runs beyond the agreed service time

  • Access to the site is delayed

  • Guest numbers significantly increase

  • Additional services are requested after confirmation

  • Equipment or property is damaged

All prices are confirmed in writing prior to the event.
 
Customer Responsibilities
The event organiser / customer is responsible for:

• Providing safe and suitable access for vehicle entry and setup.

• Ensuring adequate space for safe operation.

• Providing a suitable and safe power supply where agreed.

• Ensuring the ground surface is level and safe.

• Obtaining any required venue permissions, land permissions, or local authority permissions.

• Informing Flora’s Coffee Stop Ltd of accurate guest numbers in advance.

• Ensuring guests respect equipment and service areas.

Any damage caused by guests, venue staff, or third parties will be chargeable to the customer.
 
Cancellations
Customer Cancellation

• Cancellations must be made in writing at least 7 days prior to the event date.

• Deposits are strictly non-refundable.

• Cancellations made less than 7 days before the event may result in up to 50–100% of the remaining balance being charged, depending on notice given and preparation costs incurred.
   

Cancellation by Flora’s Coffee Stop Ltd

• If Flora’s Coffee Stop Ltd is required to cancel due to illness, emergency, vehicle breakdown beyond reasonable control, or other unforeseen circumstances, the full deposit will be refunded to the customer.

• In such cases, liability is limited to the refund of monies already paid.
   

Public Liability & Insurance

• Flora’s Coffee Stop Ltd holds valid Public Liability Insurance.

• All equipment is maintained and safety checked in accordance with current regulations.

• The business operates in compliance with UK Food Hygiene and Safety legislation.

Public Liability Insurance covers Flora’s Coffee Stop Ltd in relation to its own equipment and service operations.
 
It does not cover:

• Damage caused by guests or third parties

• Unsafe venue conditions

• Failure of customer-provided power supplies

• Event-level risks not directly related to our service

The event organiser is responsible for ensuring appropriate event insurance where required.

Health & Safety
We adhere to the Food Safety Act 1990 and UK food hygiene standards. Our staff are trained in food safety, and we maintain comprehensive Public Liability Insurance. Fire safety equipment is kept on the trailer at all times.
 
Damage & Loss

• The customer is responsible for any damage or loss to equipment caused by guests, venue staff, or contractors.

• Repair or replacement costs will be invoiced.

• Payment for damages must be made within 14 days of invoice.
   

Power & Utilities

• If customer-supplied power is agreed but found to be unsuitable or unsafe on arrival, Flora’s Coffee Stop Ltd reserves the right to refuse connection.

• Where possible, generator use may incur an additional charge.

• If power is not available as agreed, service may be delayed or cancelled without refund of deposit.
   

Service Duration

• Service will begin and end at the agreed times.

• Additional service time may be charged at an agreed hourly rate.
   

Weather & Force Majeure

• Flora’s Coffee Stop Ltd cannot be held responsible for severe weather or circumstances beyond reasonable control.

• Outdoor bookings require suitable weather protection arrangements unless otherwise agreed.
   

Allergies & Dietary Requirements

• While every care is taken, Flora’s Coffee Stop Ltd cannot guarantee an allergen-free environment.

• Customers must inform us in advance of any specific dietary requirements.
   

Conduct
Flora’s Coffee Stop Ltd reserves the right to refuse service to any individual who is abusive, intoxicated, or behaving inappropriately. Service may be suspended if staff safety is compromised.

Photography & Marketing 
We reserve the right to photograph our setup and service at events for marketing purposes on our website and social media. If you wish to opt-out of photography, please inform us in writing prior to the event.

Data Protection & Privacy
Personal data provided during booking will be stored securely and processed in accordance with the Data Protection Act 2018 and UK GDPR. We will never sell your personal information to third parties.
 
Acceptance of Terms
Payment of the deposit confirms acceptance of these Terms & Conditions.
If you have any questions regarding these terms, please contact us.