terms and conditions

Last updated: 26 July 2026

These are the terms on which Wold Coffee Limited supplies mobile coffee and food services. They apply to every booking unless we have signed something different with you. "We" and "us" mean Wold Coffee Limited, company number 17253477, registered office 2 Kings Head Court, Chipping Norton, England, OX7 5LP. "You" means the person or company named on the quotation.

1. Quotations

A quotation is not a booking. It sets out the service, the date, the hours, the expected headcount and the price, and it is valid for the period stated on it. If you accept after that period we may re-quote — food and fuel prices move.

Prices are quoted in pounds sterling. We are not currently VAT registered, so no VAT is charged. If we become VAT registered, VAT will be added to bookings delivered after that date at the prevailing rate and we will tell you before it applies.

Anything not written on the quotation is not included. That includes overtime, additional covers beyond the agreed headcount, extra service periods, congestion or clean air charges, parking or permit fees, and travel beyond the mileage the quotation assumes.

2. Confirming a booking

A booking exists when you have accepted the quotation in writing — email is fine — and we have received the deposit stated on it. Until both have happened the date is not held for you.

3. Payment

The balance is due by the date stated on your quotation or invoice. Where a production or company account is agreed in advance, invoices are payable within the period on the invoice. We may charge statutory interest and fixed compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998.

Where we have agreed to bill a production company, agency or venue rather than you, you remain responsible for the sum if they do not pay it.

4. Changes, cancellation and postponement

Tell us as early as you can. Both of us are better off moving a date than losing it.

• Changes to headcount, hours or menu — we will accommodate reasonable changes where we can, and re-price them. Final numbers are needed by the date on your booking confirmation; after that we charge on the confirmed figure even if fewer people attend.
• Postponement — where we are free on the new date and you tell us before the cancellation scale begins, we will move your deposit to it once. A second move, or a move inside the scale, is treated as a cancellation and a new booking.
• Cancellation by you — the deposit is non-refundable, because it holds a date we have turned other work away for. Beyond that, the scale of charges set out in your booking confirmation applies, calculated from the date we receive your written cancellation. Food and hire items already bought or ordered non-returnably for your job are chargeable in full at any point.

• Cancellation by us — if we cancel for any reason other than something in clause 10, we refund everything you have paid, including the deposit. That is the limit of what we owe you for a cancellation.

5. What you need to provide

For us to trade safely on your site, you or the venue must provide:

• A level, firm pitch of the agreed size, with vehicular access to it, and a turning space for the trailer and towing vehicle. Soft ground, steps and gravel are worth telling us about in advance.
• Access at the agreed arrival window, and the name and phone number of someone on site who can let us in. We need to be pitched and set before service, not at the start of it.
• A 32A electrical hook-up within reach of the pitch, and a mains potable water point we can connect to. The trailer does not run independently, so both are conditions of every booking rather than an option, and a site with neither is a site we cannot trade on. You also need to provide a legal means of disposing of waste water.
• Any permit, licence, road closure or landowner permission the location needs, and any risk assessment or method statement approval the venue requires from us — ask and we will send ours.
• Somewhere to put waste. We clear our own rubbish where the site has no provision, and we leave the pitch as we found it.

If the pitch, access, power or water turns out to differ materially from what was described and we cannot trade as a result, the booking is treated as cancelled by you on the day.

6. What we provide

We will arrive within the agreed window, staffed, stocked and ready to serve for the hours booked, with equipment in working order and staff trained to use it. We will serve the menu on your quotation, or the nearest equivalent if a supply problem makes an item unavailable — we will tell you if that happens.

We are a food business registered with our local authority. Our staff hold food hygiene training appropriate to the work, and we operate a documented food-safety management system based on HACCP principles.

7. Allergens and dietary requirements

Tell us about allergies and dietary requirements in writing at least the number of days before the job stated on your booking confirmation, and always before final numbers are due. We cannot always accommodate a requirement raised on the day.

We provide allergen information for the fourteen allergens listed in the Food Information Regulations 2014 for everything we serve, and food prepacked for direct sale carries a full ingredients list with allergens emphasised, as required by the Food Information (Amendment) (England) Regulations 2019 ("Natasha's Law"). Ask and we will send the allergen matrix for your menu before the job.

Our trailer is not an allergen-free environment. Nuts, milk, gluten, soya, sesame and egg are all handled in it, and we cannot guarantee the absence of traces of any allergen in any item. Where a guest's reaction risk is severe, tell us and we will tell you honestly whether we can serve them safely.

Where you or your guests bring food or drink of your own, or ask us to serve something you have supplied, we take no responsibility for its safety, its provenance or its allergen content.

8. Insurance

We hold Public and Products Liability insurance and Employers' Liability insurance. Certificates, which state the level of cover, go to any venue or production that asks for them.

9. Liability

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, for breach of the obligations implied by section 12 of the Sale of Goods Act 1979, or for anything else that cannot lawfully be limited.

Subject to that:

• Our total liability for any one booking is limited to the total price of that booking.
• We are not liable for loss of profit, loss of business, loss of contract, loss of goodwill, wasted expenditure, or any indirect or consequential loss — including the cost of lost production time.
• We are not liable for damage to a surface we were directed to pitch on, or for damage caused by ground conditions we were told were suitable.
• We are not liable for the acts of your guests, your crew or other suppliers.

If you are a consumer rather than a business, your statutory rights under the Consumer Rights Act 2015 are unaffected by anything in this clause.

10. Events outside our control

Neither of us is in breach for a failure caused by something genuinely outside our reasonable control — including severe weather, flood, fire, epidemic, war, civil disorder, terrorism, industrial action, failure of the public power or water supply, road closure, fuel shortage, or an act or restriction of government.

If such an event stops us delivering, we will tell you as soon as we know, and we will offer an alternative date. If neither of us can find one within a reasonable period, either of us may cancel and we will refund everything you have paid for the undelivered service.

11. Weather and site conditions

We trade outdoors and we expect to get wet. But we will not trade where it is unsafe to do so — high winds against an awning, standing water around a power lead, lightning, or ground that has become impassable. That judgement is ours, and it is made on safety grounds only.

Where a job cannot go ahead, or has to stop early, because of weather or ground conditions on the day, the booking is chargeable in full. This is why an outdoor booking needs a wet-weather plan, and we will happily help you write one.

12. Subcontracting and staff

We may use trained subcontractors or freelance staff to deliver part of a booking. We remain responsible for the work, and anyone we send is briefed, insured under our policies where applicable, and held to these terms.

Our staff will not tolerate abuse. If a guest, crew member or venue employee behaves in a way that puts our staff at risk, we may stop service. Where we do, the booking remains chargeable in full and we will explain in writing why.

You may not solicit our staff to work for you directly on a job we have quoted for.

13. Photography

We may photograph our own trailer, food and set-up for our website and social media. We will not photograph your guests, your crew, a set, a script, a call sheet or anything else that identifies your production or event, and we will not post anything from a job where you have asked us not to. Non-disclosure agreements are fine — send yours and we will sign it.

14. Complaints

Tell us on the day if you can — most things are fixable while we are still on site. Otherwise email milly@woldcoffee.co.uk within 14 days of the booking with what went wrong. We will acknowledge within two working days and give you a considered answer within 14 days.

15. General

These terms, together with your quotation and booking confirmation, are the whole agreement between us. Where they conflict, the booking confirmation takes precedence, then the quotation, then these terms.

Neither of us may transfer the agreement to someone else without the other's written agreement, except that we may transfer it to a company that acquires our business. No one other than you and us has any right to enforce it.

If a court finds any part of these terms unenforceable, the rest continues to apply.

We may change these terms, but the version that applies to your booking is the one published when you confirmed it.

16. Governing law

These terms and any dispute arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

How we handle personal data is set out in the privacy policy.