Event Booking Terms

Norman's Coffee is operated by Norman's Coffee Ltd. with a registered Company Number of 16829381 ("we", "us", "our"), based in Barnham, West Sussex, England. The Company Registered address is at 29 Horseshoe Way, Yapton, West Sussex, BN18 0XR.

You can contact us at hello@normanscoffee.co.uk or via the contact form on our site.

Booking an event through our site means you agree to these terms, in addition to our Privacy Policy governing how we handle your personal data. If you don't agree to them, please don't complete a booking online — get in touch instead and we can talk it through directly.

Your booking is for the package, guest number, extra hours (if any), date, start time, and location you select and confirm in our booking wizard — all of which is set out in your booking confirmation email together with your booking reference. Please check it carefully as soon as you receive it and let us know straight away if anything looks wrong.

A booking is only confirmed once payment — a deposit or payment in full, as you choose at checkout — has been successfully taken and you've received a confirmation email with a booking reference. Submitting the booking form alone, without completing payment, doesn't reserve your date.

We only take one event booking per day, so dates are offered on a first-come, first-served basis and are only guaranteed once your booking is confirmed as described above. Very occasionally a date shown as available may already have been taken (for example by a booking made moments before yours, or one arranged directly with us outside the website) — if that happens, we'll tell you straight away and refund any payment you've made in full.

All prices are shown in pounds sterling (GBP) and, where applicable, include VAT at the rate in force at the time of your booking. At checkout you can choose to pay a deposit or the full price — the amount of each is shown before you pay.

If you paid a deposit, the remaining balance is due by 14 before your event, and can be paid for via a link we send you, or by looking your booking up using your booking reference.

Card payments are processed for us by Square, a regulated payment service provider. When you enter your card details at checkout, they're sent directly and securely from your device to Square — they never pass through or get stored on our own servers, and we never see or hold your full card number. This checkout is secured using industry-standard encryption (TLS) and Square's systems are PCI-DSS compliant, the industry standard for handling payment card data safely.

Once your booking is confirmed, we'll email you a confirmation with your booking details and a unique booking reference (e.g. "EVT-K3F9A2"). Keep hold of this reference — together with the phone number you booked with, it's how you can look your booking up at any time, including to pay off any remaining balance.

Bookings for a specific event date are exempt from the statutory 14-day "cooling-off" cancellation right that normally applies to things bought online, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (catering and leisure services booked for a specific date are excluded from that right). Even though it doesn't legally apply, we choose to offer our own cancellation policy, set out below, which mirrors that same 14-day cooling-off period as a matter of goodwill — subject to the 2-week, no-refund position nearer your event date, described below, which always takes priority.

If you cancel your booking:

"Your event date" means the date of the event itself, not the date you made the booking — the 14-day cooling-off window is measured from booking, and the 2-week no-refund window is measured backwards from your event. Where the two overlap, the 2-week no-refund position always wins: your cooling-off period ends 14 days after booking, or 2 weeks before your event, whichever comes first. In practice, that means if your event is taking place within 4 weeks of the date you book, your full-refund window is shorter than 14 days — and if it's already within 2 weeks of your booking date, there is no full-refund window at all, since cancelling straight away would already fall inside the no-refund period. This is so a cancellation can never qualify for a full refund once your event is close enough that we've committed staff, stock, and time to it.

This policy applies to cancellations by you. If we need to cancel — for example because of the unavailability described in "Availability" above, or the circumstances described in "Events beyond our control" below — we'll always refund you in full for anything we can't still provide.

To cancel, contact us using the details in "Who we are" above and quote your booking reference — please do this in writing (email or our contact form) so there's a clear record of when you cancelled, since that's what these timeframes are measured against.

Any changes to guest number, date, or upgrading/downgrading your package after booking may be possible, but are subject to availability and may incur extra charges. Please contact us as soon as possible if you need to make any changes, and we'll do our best to accommodate you.

We reserve the right to substitute the barista or team member, the coffee pod/vehicle, equipment, or a specific menu item in your package for a reasonably equivalent alternative of comparable quality, if reasonably necessary — for example due to illness, a mechanical fault, or an ingredient being unavailable. A substitution like this won't reduce the guest capacity, duration, or overall value of the package you've paid for; if it can't reasonably be avoided and does reduce what we can provide, we'll agree a fair partial refund with you.

We will need certain access and site requirements from your venue to operate safely — this includes a level hard standing that the pod can safely fit onto, vehicle access to the site and mains power access where available. It is your responsibility to check these requirements in advance. We'll always do our best to work with your venue to come to an agreement. If we can't set up because the site doesn't meet these requirements and we weren't told in advance, then we reserve the right to charge a full cancellation fee as per section 8 above. Please contact us if you have any questions about these requirements.

As we are an outdoor mobile coffee pod, we expect to be able to operate in most weather conditions. However, if the weather turns unsafe or unworkable on the day of your event, we will assess the situation and make a decision in consultation with you. Options may include moving the pod to a covered location if available, rescheduling the event to a later date, or providing a refund if neither option is feasible. The final decision on whether conditions are unsafe will be made by our team, prioritising the safety of our staff and guests.

We won't be responsible for any delay or failure to provide your event that's caused by something beyond our reasonable control — for example severe weather that makes travel unsafe, a road closure, vehicle breakdown, illness, or a government restriction. If something like this stops us attending your event, we'll offer you an alternative date where possible, or a full refund of everything you've paid if a suitable alternative can't be arranged.

We take allergen information seriously, but recipes, suppliers, and stock can change, and cross-contamination is possible. Please tell us about any allergies or intolerances among your guests when you book, or as soon as possible afterwards, so we can talk through what we can safely offer — don't rely solely on menu descriptions shown online. Allergen information is available on request in line with Food Information Regulations 2014 and the requirement to declare the 14 major allergens.

You're responsible for your guests' conduct around our pod, vehicle, and equipment, and for any damage caused by you or your guests beyond fair wear and tear. We reserve the right to stop service and leave the event if we feel unsafe or if guests are behaving inappropriately. We reserve the right to charge for any damage caused by you or your guests, and to seek reimbursement for any costs incurred as a result of such damage.

Norman's Coffee Ltd. holds public liability insurance for our operations. Details can be provided upon request. Should your venue require any specific permits or licenses for street trading or hosting events, it is your responsibility to ensure these are obtained and valid for the date of your event. We recommend checking with your venue and local authorities to confirm any requirements.

Norman's Coffee may take photos or videos at events for marketing purposes, including use on our website and social media channels. If you prefer that we do not take or use any images of your event, please inform us in writing at the time of booking or before the event date. We will respect your request and ensure that no images of your event are used in our marketing materials.

We're responsible for loss or damage you suffer that's a foreseeable result of us breaking these terms or acting negligently, but we're not responsible for loss or damage that isn't foreseeable, or for indirect losses (such as loss of income) that aren't a foreseeable result of us doing something wrong. Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that can't lawfully be excluded or limited under English law.

Nothing in these terms affects your statutory rights as a consumer under the Consumer Rights Act 2015. In short: the service we supply must be carried out with reasonable care and skill, and what we supply must be as described. If it isn't, please raise this with us as soon as you can so we can put it right.

We collect the name, contact number, email address, and event details (party name, guest numbers, location) you give us at booking to arrange and fulfil your event, in line with UK GDPR and the Data Protection Act 2018. We don't collect or store your card details ourselves — see "Card payments and data security" above. We also keep a customer profile of these details in our point-of-sale system (Square) so we have a record of your booking history with us. You can ask us to update or delete this profile at any time using the contact details above. For full details of what we collect, why, and how long we keep it, see our Privacy Policy.

If something's gone wrong, please get in touch first via our contact form or hello@normanscoffee.co.uk so we can try to put it right directly. If we can't resolve a dispute between us, you may be entitled to refer it to an independent Alternative Dispute Resolution (ADR) provider [name a specific ADR body once you've chosen one, if you intend to participate in ADR].

We may update these terms from time to time, for example to reflect changes in the law or how we operate. The version in force at the time you make your booking is the one that applies to it. We'll update the "last updated" date above whenever we make changes.

These terms are governed by the law of England and Wales. Any dispute will be subject to the non-exclusive jurisdiction of the courts of England and Wales, without affecting any mandatory consumer protections that apply in your country of residence.

Norman's Coffee, Barnham, West Sussex. hello@normanscoffee.co.uk