Event Terms

Espresso State of Mind LLC
Last updated: November 8, 2026

These Event Terms apply to beverage services, activations, equipment rentals, classes, and competitions booked with Espresso State of Mind LLC ("ESOM," "we," "us"). A signed proposal, contract, or paid deposit means you accept them. Where a signed contract says something different, that contract controls.

Booking and deposits

  • A date is not held until we receive a signed proposal and the deposit. We book on a first-paid basis.
  • The deposit is 50% of the quoted total. The balance is due 7 days before the event date.
  • Bookings made inside 7 days of the event are payable in full at signing.
  • Quotes are valid for 14 days unless stated otherwise.

Cancellation

  • 30 or more days before the event: the deposit is refunded less a 15% administrative fee.
  • 14 to 29 days before: 50% of the contract total is retained.
  • Fewer than 14 days before: the full contract total is due. Crew, product, and equipment are already committed at that point.
  • Cancellations must be sent in writing to info@espressostateofmind.com. The date we receive it is the date that applies.

Rescheduling

You may move a booking once to a new date within 12 months at no penalty if you tell us 14 or more days in advance and we have crew and equipment available. The deposit transfers. A second change, or a change inside 14 days, is treated as a cancellation and a new booking. Rates for the new date apply.

Scope, headcount, and overtime

  • Quotes are built on the guest count, service hours, and menu agreed in the proposal.
  • Service beyond contracted hours is billed in full-hour increments at the prevailing hourly rate, approved on site and invoiced after the event.
  • A material increase in guest count may require additional staff, equipment, or product, priced before the event where possible and invoiced after where it is not.
  • Menu changes requested inside 7 days of the event are accommodated where product and prep allow.

Venue, access, and site conditions

You are responsible for securing venue approval and for giving us accurate site information. We need:

  • Loading access and a load-in window of at least 90 minutes before service, and 60 minutes after for strike.
  • Dedicated electrical service as specified in the proposal. Espresso equipment draws heavily, and shared or undersized circuits are the most common cause of service interruption.
  • A level service footprint of the dimensions in the proposal, under cover if outdoors.
  • Potable water access or advance notice that we are bringing our own.

Where site conditions differ materially from what was described and service is delayed, reduced, or impossible as a result, the contract total remains due. Standby time caused by venue delays is billed at the hourly rate.

Insurance and certificates

We carry general liability insurance and provide a certificate of insurance at no charge with at least 10 business days notice. Additional insured endorsements, waivers of subrogation, higher limits, and venue-specific requirements are accommodated where our carrier allows; some carry a fee, which we quote before issuing.

Alcohol

Espresso State of Mind does not hold a liquor license and does not sell, supply, or furnish alcohol. Where a menu includes espresso martinis or other alcoholic serves, the client or the venue supplies the alcohol and is responsible for all licensing, permits, and compliance with applicable law, including age verification and refusal of service. Our staff may prepare and hand over such drinks only where the venue holds the required license and permits it. We may refuse to prepare or serve alcohol at our discretion, including where a guest appears intoxicated or underage.

Equipment and rentals

  • All equipment remains the property of Espresso State of Mind.
  • On dry-hire rentals without our staff, you are responsible for the equipment from delivery to pickup, including loss, theft, and damage beyond normal wear.
  • Damage is billed at repair cost, or at replacement cost where repair is not economical.
  • Equipment must not be moved, modified, or operated outside the instructions we provide.

Allergens and dietary information

We serve dairy and plant-based milks, syrups, chocolate, and other prepared ingredients, and we work in shared equipment. We cannot guarantee any drink is free of a given allergen. We will supply ingredient information on request and will accommodate dietary requirements raised during planning, but guests with serious allergies should ask our staff before ordering.

Photography and media

We photograph and record our work and use it in our portfolio, on our website, in proposals, and on social media. By booking, you grant us a non-exclusive, perpetual license to use images and footage captured at the event for these purposes. If your event is confidential or your venue prohibits it, tell us in writing before the event and we will not capture or publish anything. Guests who appear in our material may ask us to remove it by emailing info@espressostateofmind.com.

Use of client marks

Where a booking includes branded cups, signage, or custom builds, you confirm you have the right to use the artwork and logos you supply, and you grant us permission to reproduce them for the event. You remain responsible for the content of that artwork.

Force majeure

Neither party is liable for failure to perform due to events outside reasonable control, including severe weather, power or utility failure at the venue, public emergency, government order, strike, or transport failure. Where we cannot perform for such a reason, we will first offer to reschedule within 12 months. Where rescheduling is not possible, we refund amounts paid less documented costs already incurred.

Limitation of liability

Our total liability arising out of any booking is limited to the amount you paid for that booking. We are not liable for indirect, incidental, or consequential damages, including lost profits or lost business opportunity. Nothing here limits liability that cannot be limited under applicable law.

Payment and late fees

Invoices are due on the terms stated on the invoice. Balances unpaid 30 days past due accrue interest at 1.5% per month or the maximum allowed by law, whichever is less. You are responsible for reasonable collection costs on overdue amounts.

Governing law

These terms are governed by the laws of the State of New York, without regard to conflict of law rules. Any dispute will be brought in the state or federal courts located in Queens County, New York, and both parties consent to that jurisdiction.

Contact

Espresso State of Mind LLC
31-01 Vernon Blvd
Astoria, NY 11106
info@espressostateofmind.com
+1 347-709-0171