1. Booking & Payment

• A 20% non‑refundable deposit is required to secure your event date.

• Your booking is confirmed once the deposit has been received.

• The remaining balance is due 4 weeks before the event date.

• Late payments may affect BrewBike Hitchin’s ability to deliver the agreed service.

2. Access, Parking & Set‑Up Requirements

To ensure safe and efficient set‑up, the following conditions apply:

2.1 Parking & Positioning

• Parking must be provided for both the Coffee Bike and the tow vehicle/trailer.

• The Coffee Bike must be positioned on a flat, stable surface; it cannot operate on steep slopes or uneven ground.

• A clear route to the serving location must be available on arrival.

2.2 Indoor Access

• A double‑width doorway is required for indoor access.

• Ramp or slope access must be available — no steps.

• Access details must be confirmed at least 2 weeks before the event.

• Exception: If the event is at a venue where BrewBike Hitchin is a recommended supplier, access details may not be required.

3. Power, Menu & Service Details

• Final menu choices, milk requirements, and special requests must be confirmed 2 weeks before the event.

• If your package requires electricity, power provision must also be verified 2 weeks prior.

• Changes after this point may not be guaranteed but will be accommodated where possible.

4. Waste & Water

• The organiser or venue must provide suitable facilities for waste water disposal and general rubbish.

• If this is not available, alternative arrangements must be agreed in advance.

5. Changes & Adjustments

• Minor adjustments (timings, drink preferences, guest flow) can usually be accommodated with notice.

• Significant changes may affect the final price and will be confirmed in writing.

• Changes requested within 2 weeks of the event may be limited due to preparation requirements.

6. Cancellations

• The 20% deposit is non‑refundable under all circumstances.

• Cancellations made after the final balance has been paid are non‑refundable unless otherwise agreed at the discretion of Evans Brew Ltd.

• If BrewBike Hitchin must cancel due to unforeseen circumstances, a full refund will be issued.

7. Weather & Safety (Outdoor Events)

• The Coffee Bike requires a safe, accessible outdoor location.

• In extreme weather (high winds, storms, unsafe ground, heavy rain), a sheltered alternative may be required.

• If no safe alternative is available, BrewBike Hitchin reserves the right to withdraw service for safety reasons.

• Any refunds or partial refunds in such cases will be discussed fairly and reasonably.

8. Event‑Specific Notes

8.1 Weddings

• All terms apply in full to wedding bookings.

• Access details may not be required at venues where BrewBike Hitchin is a recommended supplier.

• Couples are encouraged to finalise menu choices early for a smooth experience.

8.2 Corporate & Public Events

• Organisers must ensure all required permissions, site access, and operational clearances are in place.

• Public events may require additional documentation (e.g., trading permissions, site maps, safety briefings).

9. Liability & Responsibility

• BrewBike Hitchin will take all reasonable steps to ensure safe operation.

• The organiser or venue is responsible for ensuring the chosen location is safe, accessible, and suitable for service.

• BrewBike Hitchin cannot be held liable for delays or limitations caused by access issues, unsafe conditions, or lack of required facilities.