Terms of service.

1. Services

  • Vanilla Tribe is a mobile coffee cart that provides on-site coffee service at private events.

  • All services provided will be based on the details agreed upon at the time of booking.

  • Setup and breakdown time is required before and after each event. Clients must ensure access to the event location during these times, as outlined in the signed contract.

2. Booking & Deposit

  • A service request is considered tentatively booked once the contact form is submitted and approved.

  • A booking call must be scheduled to finalize event details.

  • Clients must sign the contract within 48 hours of receipt.

  • A deposit is required within 24 hours of contract signing to confirm the booking.

  • The deposit is non-refundable, except in cases of cancellation by Vanilla Tribe.

3. Final Payment

  • The final balance is due seven (7) days before the event.

  • Vanilla Tribe reserves the right to cancel services if final payment is not received by the due date.

4. Cancellation & Refunds

  • The deposit is non-refundable.

  • The event may be rescheduled within 30 days of the original date, subject to availability. If no available date is mutually agreed upon within that period, the deposit will be forfeited and the booking will be canceled.

Business Cancellation

  • Vanilla Tribe will provide a full refund of any amounts paid if services cannot be provided due to unforeseen circumstances.

5. Travel & Location Fees

  • Services are primarily provided within the Gwinnett County area. Events located outside this area may be subject to an additional travel fee. Any applicable fees will be disclosed and agreed upon in writing prior to booking confirmation.

6. Client Responsibilities

  • Provide accurate event details, including date, time, location, number of guests, and any specific requirements.

  • Ensure that Vanilla Tribe staff have access to the event location at the scheduled setup time, as outlined in the contract.

  • Inform Vanilla Tribe promptly of any changes to the event.

7. Allergen & Food Safety Disclaimer

  • Vanilla Tribe makes every effort to prepare and serve products safely and hygienically. However, our products may contain or come into contact with common allergens, including but not limited to dairy, nuts, soy, and gluten.

  • Clients are responsible for informing their guests of potential allergen risks. Vanilla Tribe is not liable for any allergic reactions or health incidents arising from the consumption of its products.

8. Limitation of Liability

Vanilla Tribe will not be held liable for damages arising from circumstances beyond its control, including but not limited to:

  • Acts of nature (e.g., severe weather, natural disasters, fires, floods)

  • Vendor delays or failures

  • Changes made by the client without prior notice

  • Transportation or logistical issues outside Vanilla Tribe's control

  • Unexpected equipment failure or supply shortages

  • Health or safety incidents occurring at the event not directly caused by Vanilla Tribe's negligence

9. Privacy

Vanilla Tribe is committed to protecting your personal information. When you submit a booking request or contact form, we may collect the following:

  • Full name, email address, and phone number

  • Event details including date, time, location, and number of guests

  • Any additional information you choose to provide

This information is used solely to communicate with you, process your booking, and deliver our services. We will not sell or share your personal information with third parties, except:

  • As required by law

  • With trusted service providers (such as payment processors or scheduling tools) who assist in operating our business

If you wish to receive promotional updates from Vanilla Tribe, we will obtain your consent separately. You may opt out at any time by contacting us directly.

10. Governing Law

  • These Terms of Service shall be governed by and construed in accordance with the laws of the State of Georgia. Any disputes arising under these terms shall be subject to the jurisdiction of the courts located in Gwinnett County, Georgia.

11. Dispute Resolution

  • In the event of a dispute, both parties agree to first attempt to resolve the matter through good-faith communication. If a resolution cannot be reached, the parties agree to pursue mediation before initiating any legal proceedings.

12. Agreement

  • By submitting a booking request and signing the contract, the client agrees to these Terms of Service.

  • Vanilla Tribe reserves the right to update these terms at any time. Clients will be notified of any material changes prior to their event date.