Terms of Service

This Catering Agreement is entered into between Neighbors Cafe LLC (“Caterer”) and, the company/person paying for coffee catering services (“Client”) (together, “Parties”) and sets forth the agreement between the Parties relating to catering services to be provided by the Caterer for Client for the event identified in the quote provided via email.

1. Event details
Client is hiring Caterer to provide coffee beverages, and related services, for their event identified on their online booking form and confirmed in their email titled Coffee Services. Any changes to these event details must be made direct to Neighbors Cafe with at least 7 days notice before the event start date and may require additional payment.

2. Menu to be served
The Parties have agreed to the menu. Caterer reserves the right to make small changes to the menu if key ingredients are unable to be sourced due to reasons beyond the control of the Parties.

Typical beverage offerings include (served hot or iced):

Drinks
Latte
Cappuccino
Mocha
Americano
Chai Latte
Matcha Latte
Hot Chocolate 

Syrups
Vanilla Syrup
Chocolate Syrup
Caramel Syrup
1-2 seasonal syrup flavors

Milk options
Whole Milk and Oat Milk

3. Coordination with venue
Caterer will need to have access to the Venue no later than 1.5 hours in advance of the Start Time for the Event, and 1 hour after the End Time for clean up and load out. Client will make all necessary arrangements, at Client’s expense, to get this access arranged.

Caterer can set up our coffee carts and all coffee-making equipment outside as long as there is no chance of rain and the temperature is above 40F and below 90F. Please note that all espresso machines do not work effectively in extreme temperatures.

4. Payment terms
Payment will be made to the Caterer as follows:

To officially book your Neighbors Cafe event, full payment is required. Your event date will be secured once 50% of the payment has been received in the form of a deposit. Payment in full is required on or before the day of the event. Payment may be made via credit card, ACH transfer, PayPal or business check. Make checks payable to Neighbors Cafe LLC and mail to 6213 SW Seville, Ave Lake Oswego OR 97035. Client is responsible for notifying Caterer of any changes to guest count at least 7 days prior to the event, at which point a Final Guest Count will be used to calculate service needs.

Should the estimated number of guests increase a new Estimated Total Cost will be determined. If the estimated number of guests does change, the Client must inform the Caterer in writing, one week in advance of the Event with a Final Guest Count.

5. Responsibilities for related costs
Client is solely responsible for all costs and/or deposits relating to the use of the Venue, and for obtaining any necessary permissions, authorizations, or other requirements of Caterer providing services at the Venue.

Electricity/power will be provided by the client of 1 x dedicated 120v circuit/15 amp per espresso machine. Caterer will provide all extension cables and multi sockets. Without adequate power, espresso machines and grinders can malfunction and cause damage. Espresso-based drinks cannot be provided without the correct amount of power and no refund will be issued in the event of an inadequate power supply. For standard 120V connections, we must be within 25ft of the power outlets.

6. Insurance
Caterer has or will obtain, general liability insurance relating to Caterer’s services at the Event. 

7.  Indemnification
Client will indemnify Caterer for any damage, theft, or loss of Caterer’s property occurring at the event, to the extent caused by the negligence of any of Client’s guests or staff.

8. Cancellation
If the Client needs to cancel the event, Client must provide written notice to Caterer to effect cancellation.
Client understands that upon entering into this Contract, Caterer is committing time and perishable resources to this Event and thus cancellation would result in lost income and lost business opportunities in an amount hard to precisely calculate. Therefore, the following cancellation limitations will apply.

For events canceled 15+ days prior to service, a full refund will be issued.

  • For events canceled 8-14 days prior to service, we will refund 50% of the deposit amount.

  • For events canceled 1-7 days prior to service, no refund will be provided. At this stage, your event has already been staffed, supplies have been purchased, and final logistics have been completed. However, we are happy to offer a credit in the amount paid, valid toward a future event within 12 months of the original date, subject to availability.

*Please note, if we’ve already ordered items like custom branding that is non-returnable and non-refundable for us, you will still be charged for those items.

8.1 Rescheduling

Under most circumstances, we’re happy to offer flexible rescheduling.

However, due to the deadlines we have with the vendors who provide us with coffee, syrups, custom branding, and other products, we have to maintain the following limits on rescheduling:

For single day events, we will reschedule with as little as 4 days notice. Unfortunately, we aren’t able to reschedule 4 days notice and you will be charged for the full event service.

Re-scheduling is dependent on Caterer having availability on the requested date.

9. Limitation of Liability
Neighbors Cafe LLC shall not be held liable for failure to perform its obligations under this agreement if such failure is due to events beyond its reasonable control, including but not limited to: power outages, venue-related issues, illness, extreme weather, acts of God, or any other unforeseen circumstances. In such cases, Neighbors Cafe LLC will make commercially reasonable efforts to provide service as planned or reschedule the event, subject to availability. However, no refunds shall be issued for cancellations or disruptions resulting from these uncontrollable circumstances.
Under no circumstances shall Neighbors Cafe LLC be liable for any indirect, incidental, special, or consequential damages, including but not limited to lost revenue, opportunity, or reputation, arising from or related to this agreement or the services provided.

10. Resolution of disputes
We aim to delight all our clients and their guests. If this is not the case, please let us know so we can make it right.

The Parties agree to not post any negative information about the other arising out of the Event on any online forum or website without providing advance written notice of the intended content thereof, and providing the other party with an opportunity to resolve any issues between the parties amicably.

11. Jurisdiction and Venue
These terms and conditions will be interpreted according to the laws of the state and county in which the catering service is taking place.

12. Entire Agreement
This document, along with its exhibits and attachments, constitutes the entire agreement between the Parties.

Privacy Policy

We prioritize the privacy of our users and have created this policy to explain how we handle information for Visitors (those who browse our Site) and Authorized Customers (those who register for our Services).

Personal Information Definition "Personal Information" means any data that can identify an individual, including but not limited to name, address, phone number, email, financial information, and credit card details. This does not include anonymous or non-identifiable demographic information.

Information Collection

  • From Visitors: We collect basic profile information

  • From Authorized Customers: We collect name, email, phone number, and address

  • Third-Party Collection: Our service providers (such as payment processors and banks) may collect information. While we cannot control their use of this information, we require them to disclose their practices

How We Use Personal Information

  • Customize your Site experience

  • Provide appropriate services

  • Process transactions

  • Communicate about opportunities and information related to our Services

  • Respond to specific inquiries

Information Sharing

  • We may share Authorized Customer information with other Authorized Customers for transaction evaluation

  • We share aggregated demographic information with affiliated agencies and vendors

  • You can opt out of communications from us or our representatives

Information Storage and Security

  • Personal Information is securely stored

  • Access is limited to qualified employees with password protection

  • We use encryption protocols for sensitive data

  • While we implement strong security measures, we cannot guarantee against all potential security breaches

Cookies

We use cookies to:

  • Track preferences and selected services

  • Maintain security

  • Analyze site usage You can refuse cookies, but this may limit site functionality

Your Rights

You have the right to:

  • Access your Personal Information

  • Correct inaccuracies

  • Request deletion

  • Restrict processing

  • Object to processing

  • Data portability

  • Withdraw consent

  • File complaints with supervisory authorities

Children's Privacy

Our Service is not intended for anyone under 18. We do not knowingly collect information from children. If we learn we have collected children's information, we will delete it immediately.

Legal Compliance

We will disclose Personal Information when:

  • Required by law

  • Responding to court orders or subpoenas

  • Protecting user safety

Changes to Privacy Policy

We will post policy changes on our Site. For changes affecting previously collected Personal Information, we will contact affected users directly.

Links to Other Sites

Our Site contains links to other websites. Their privacy policies may differ from ours. We encourage you to review their policies.

Contact Information For questions about this Privacy Policy, please contact us at neighborscafepdx@gmail.com

Neighbors Cafe reserves the right to update this policy as needed to reflect changes in our practices or legal requirements.