Terms & Conditions

Please read these Terms and Conditions carefully before using this website or booking services with Coffee Deluxe Events.

By using this website, submitting an enquiry, or paying a deposit, you agree to be bound by these Terms and Conditions. These terms may be updated from time to time, and the current version published on our website applies to your booking.

1. Definitions

We, Us, Our, Coffee Deluxe Events: refers to Coffee Deluxe Events, its owner, employees, contractors, and agents.
You, Your, Client: refers to any person or organisation using this website or booking services with us.
Event: the booking, function, market, or service occasion for which Coffee Deluxe Events has been engaged.
Website Materials: all content on this website, including text, images, logos, graphics, software, and advertisements.

2. Website Use

You may use website materials for personal, non-commercial purposes only.
All intellectual property on this website is owned by us or our licensors. Any other use without written consent is prohibited.
The website is provided "as is." We do not guarantee accuracy, completeness, or currency of information and are not liable for any loss arising from reliance on it.
You agree to indemnify us against any claims arising from your use of this website or its content.

3. Booking, Deposit and Payment

3.1 Booking Confirmation

Bookings are confirmed once a deposit of 50% of the total estimate is paid.
By paying the deposit, you accept these Terms and Conditions in full.

3.2 Final Payment

The remaining balance is due 7 days before the event date unless otherwise agreed in writing.
Final guest numbers and menu requirements must be confirmed at this time.
Late payment may result in service being withheld until the balance is received.

4. Cancellation by Client

All cancellations must be made in writing (email is acceptable).
More than 30 days before the event: deposit refundable, less reasonable administrative costs.
Within 30 days of the event: deposit is forfeited.
Within 7 days of the event: the full event cost is payable.

5. Postponement and Rescheduling

Requests to postpone must be made in writing and are subject to our availability on the new date.
Where postponement is accepted, the original deposit is held against the new date.
Any supplier costs already incurred at the time of postponement (including but not limited to pastries, juices, hire items, and third-party services) remain payable in full and are non-refundable.
These items will be made available for collection from West Footscray at no additional charge, or delivered for a flat fee of $100.
Postponement does not entitle the client to a credit or transfer of these supplier costs to the rescheduled event date.

6. Site Conditions and Access

The client is responsible for disclosing all relevant site conditions at the time of booking, including but not limited to:

Indoor or outdoor positioning
Availability of weather shelter and protection from direct sun, rain, or wind
Ground surface, slope, and stability
Vehicle access, parking proximity, distance from unload point to setup location, and any stairs, lifts, or restricted access routes
Power supply (standard 10 amp domestic outlet required within reasonable distance)
Venue-specific restrictions, including noise limits, surface protection requirements, or time restrictions

Where actual site conditions differ materially from those disclosed at booking, Coffee Deluxe Events reserves the right to:

Refuse to set up or commence service
Cancel the event without refund
Charge additional fees for adjusted setup requirements

We will always attempt to find a workable solution on the day, but the right to decline unsafe or impractical conditions sits with us.

7. Disclosure of Requirements

The client is responsible for disclosing at the time of booking any compulsory requirements, conditions, or clearances that apply to our attendance at the event. This includes but is not limited to:

Permits, licences, or council approvals
Certifications, clearances, or background checks required by the venue, the client's organisation, a regulatory body, or any third party
Vaccination or health-related requirements
Identification or registration requirements
Insurance evidence requirements (including Certificate of Currency requests)

Failure to disclose these requirements at the time of booking may result in cancellation of the event without refund, where the requirement cannot reasonably be met in the time available.

8. Guest Numbers and Service Scope

Service is scoped, staffed, and priced based on the guest number disclosed at the time of booking.
Final guest numbers must be confirmed in writing no later than 7 days before the event.
Reductions in guest numbers within 7 days of the event do not result in a refund.
Where actual guest numbers exceed those disclosed, Coffee Deluxe Events reserves the right to:
- Refuse service to guests beyond the disclosed number
- Invoice for overage at standard per-cup rates following the event
- Apply this whether the original booking was scoped as unlimited service within a time window or capped at a specific drink count

9. Equipment and Property

All equipment used at events remains the property of Coffee Deluxe Events.
The client agrees to take reasonable care to ensure our equipment is not damaged during the event by the client, guests, or venue staff.
Where damage occurs as a direct result of the client failing to disclose accurate site conditions, or as a result of unsafe positioning that the client requested or accepted against our advice, the client agrees to contribute reasonably to repair or replacement costs.
Reasonable wear and tear during normal use is excluded.

10. Event Liability and Indemnity

We hold $20 million public liability insurance and take reasonable care during all events.
The client is responsible for the conduct of their guests at the event.
The client agrees to inform us of any known allergies or dietary requirements among guests before the event, and accepts responsibility for communicating ingredient information to guests where required.
We are not responsible for losses or damages that arise from circumstances outside our reasonable control or from the actions of third parties at the event.

11. Limitation of Liability

Our services come with guarantees that cannot be excluded under the Australian Consumer Law. Nothing in these terms limits, restricts, or modifies those guarantees.
To the extent permitted by law, our total liability for any loss or damage arising from our services is limited to the amount paid for the affected booking.
We are not liable for delays, interruptions, or events outside our reasonable control, including weather, power supply failure, venue access issues, or third-party actions.

12. Force Majeure

We may cancel or postpone an event due to circumstances beyond our reasonable control, including but not limited to extreme weather, natural disaster, fire, flood, pandemic, government order, power outage, equipment failure beyond reasonable repair, or serious illness or injury to our staff. In such circumstances, we will work with you in good faith to reschedule or refund any portion of fees not already committed to non-recoverable costs.

13. Photography and Marketing

Coffee Deluxe Events may take photographs of our setup, equipment, and service at events for marketing purposes.
We will not photograph identifiable guests without consent.
If you do not wish for any photography to occur at your event, please advise in writing at the time of booking.

14. Governing Law

These Terms are governed by the laws of Victoria, Australia. Any disputes will be subject to the exclusive jurisdiction of the courts of Victoria.

15. Acceptance

By submitting an enquiry, paying a deposit, or otherwise engaging our services, you acknowledge that you have read, understood, and accepted these Terms and Conditions.