Booking Policy | MAWA Coffee

Your date is held once your signed agreement and 50% deposit are both in. The balance is due 7 days before your event.

Holding your date

A quote request does not reserve a date. Your date is reserved once we receive both your signed booking agreement and your 50% deposit.
Dates are booked in the order deposits are received. The deposit is non-refundable, except as described below.

The remaining balance is due 7 days before your event. For events booked fewer than 7 days out, the full total is due at signing.
If the balance is not paid on time, the event may be treated as cancelled.
Please confirm your final guest count when you pay the balance. If the count goes up after that, we will update the balance if we can still staff the change. The total is not reduced if fewer guests attend.

Payments are made through the secure payment link in each MAWA Coffee invoice, by card or bank transfer. We do not add a card processing fee.
All prices are before Texas sales tax, which is added at the applicable rate and shown on your invoice.
Service past the agreed end time, if we can stay, is billed at $200 per hour in 30-minute increments.
Any vendor fee, permit fee or commission charged by the venue or event organizer is paid by the client, unless agreed otherwise in writing.
Amounts not paid within 7 days of their due date are charged a late fee of 1.5% per month (minimum $15 per month). A $30 fee applies to any returned or declined payment.

Coffee service has a 2-hour minimum. Extra hours can be added to your quote.
Setup happens before service starts and breakdown after it ends. That time is not counted as service time.

Cancellations and reschedule requests must be sent in writing.
You can reschedule once, with written notice at least 15 days before the event, to an available date within 12 months. The new date is billed at the rates in effect for that date.
More than 30 days before your event: if you cancel, the deposit is kept. If you reschedule, your full deposit moves to the new date.
15 to 30 days before: if you cancel, the deposit is kept. If you reschedule, half of your deposit moves to the new date.
14 days or less before: the deposit is kept, and a reschedule counts as a cancellation.
7 days or less, after the balance is paid: all payments are kept, and a reschedule counts as a cancellation.
Shortening the service time or lowering the guest count within 14 days of the event does not reduce the total.

Outdoor events need a covered, level spot for the setup, so we recommend planning a covered or indoor backup.
Forecast weather alone is not a reason to cancel outside the terms above. If weather cancels your outdoor event, we move your booking to a new date within 12 months at no charge.
If events outside anyone's control (such as a natural disaster, severe weather emergency, government order or utility outage) stop the event, we will work with you to reschedule within 12 months. If no date works, we keep the deposit and refund any other amount paid.

A flat, level spot for the setup and two baristas, with access before service starts. The setup can't be carried up stairs, so an upstairs spot needs an elevator or ramp.
Two standard outlets on separate circuits, within 25 feet of the setup spot. If there is no power, we can bring a generator for an additional fee. Tell us in your request so we can plan for it.
Events within 25 miles of downtown San Antonio have no travel fee. Farther events include a travel fee at the IRS standard mileage rate, per round-trip mile beyond 25 miles.

If MAWA Coffee has to cancel for any reason on our side, we refund everything you paid. If our equipment fails and service can't continue, you are not charged for the service time missed.

These are the key points of our booking agreement. The signed agreement is what applies to your event.

Questions? Call (210) 405-1931 or email hello@mawacoffee.com.