BOOKING TERMS
Bookings & Deposits
A booking is only confirmed once a deposit has been received. We recommend taking a moment to check your event date, time, and location are correct before booking, as this helps us plan and avoid any mix ups.
Deposit required 20% of total quote
Balance due 7 days before event
Accepted payment Bank transfer / card
The remaining balance is due before the event date as outlined above. We'll send a reminder ahead of time so there are no surprises.
Cancellations
We understand plans change. If you need to cancel, here's how refunds on your deposit work:
7+ days before the eventFull refund
3–6 days before the event50% refund
Less than 3 days beforeNo refund
If you need to reschedule rather than cancel, get in touch as early as possible we'll always do our best to find another date that works, and your deposit can usually be transferred to the new date at no extra cost.
Weather & Outdoor Events
For outdoor events, please have a wet weather plan (such as a marquee, undercover area, or indoor backup space). Our van and equipment need to be kept dry and our setup may need to be moved or adjusted if conditions change on the day.
If an event is cancelled due to severe weather and no backup option is available, our standard cancellation terms above apply. We'll always work with you to find the best outcome where possible.
Access & Site Requirements
To set up and run smoothly, we need:
A flat, accessible area for the van or cart (minimum size: e.g. 3m x 2m)
Access to power within a reasonable distance, if required for your equipment
Reasonable access for loading/unloading near the setup location
30 minutes for setup and 30 minutes for pack down, included in your booked time
If the venue has specific access restrictions (loading docks, lifts, permits, time limits), please let us know in advance so we can plan accordingly.
Guest Numbers & Changes
Your quote is based on the guest numbers and service time provided at booking. If your numbers increase significantly or you'd like to extend the service time, let us know as early as possible we'll do our best to accommodate this, though additional charges may apply.
Insurance & Liability
Brew Times Coffee holds current public liability insurance. A copy of our certificate of currency can be provided on request particularly useful for corporate bookings and venues that require this for entry.
We take care to operate safely at all times, but we're not liable for circumstances outside our reasonable control, including venue issues, power failures, or matters relating to other suppliers at your event.
If We Can't Make It
In the rare event that illness, vehicle issues, or another unforeseen circumstance means we can't attend your booking, we'll let you know as early as possible and refund your deposit and any payments made in full. Where possible, we'll also try to help you find an alternative provider.
Questions?
If anything here isn't clear, or you have a specific situation you'd like to chat through before booking, just get in touch we're always happy to talk it through.