Coffee Carts for Wedding and Event Planners

Planners book the cart because it is one vendor they do not have to manage on the day. We hold a load-in window, we answer email inside a business day, and we act in front of your client the way you would. This page is about working with us as a vendor. We keep the service description on the mobile coffee cart catering page so this one can stay about your job.

What planners put the cart on

Weddings are the largest share, and it is usually the planner who brings us in rather than the couple. After that: corporate galas, nonprofit donor events, multi-day conferences, brand activations, and private parties at estates and rental homes.

Past cart clients include Ritz-Carlton, Jason Mraz, lululemon, Ubisoft and Sony. Those are credentials, not a portfolio. We do not tell a prospective client whose wedding we worked, and your clients get the same discretion.

If you are the couple rather than the planner, start on the wedding coffee cart page instead. That one covers where in a reception a coffee bar belongs and how the guest-count math works. This one covers how we work with you.

How we quote, so you can put a real number in a proposal

Three packages, starting at $425, $750 and $1,175. Travel, setup, breakdown and taxes sit inside every quote. The figure you paste into a proposal is the figure on the invoice. No travel line arrives later and nothing is reconciled per guest afterward.

We quote off four inputs: date, location, guest count, and the service window. Send those and you get a number instead of a range you have to hedge in front of a client.

A 50% deposit holds the date and the balance is due 14 days out. If your client pays you and you pay us, say so at booking so the deposit lands somewhere your own billing schedule can absorb it.

One honest limit. We do not discount for volume. A planner who books us six times a year pays what a planner booking once pays. Repeat work buys calendar priority and a shorter email chain, not a lower rate.

Paperwork, load-in, and clearing your venue

Ask us for a certificate of insurance naming the venue or your client as an additional insured, and ask at booking rather than the week of, because a certificate holder is not something anyone changes in an afternoon. If the venue publishes coverage requirements, send them and we will confirm whether we meet them first.

Ask for a W-9 if you are paying us through an accounts payable system. If your firm runs its own vendor agreement, send it. We will read it and either sign it or come back with the one line we cannot agree to, and we would rather do that at booking than four days out.

Some venues also want a load-in appointment, a vendor badge, or a certificate on file before a cart comes through the service entrance. Tell us which applies.

Two items belong on your run sheet. Setup takes about 45 minutes and has to finish before guests are in the room. The espresso machine needs a dedicated 110v circuit, and the common failure is sharing one with AV or stage lighting, so ask the venue for it in the same email as the load-in window. The cart occupies roughly 8 by 8 feet plus queue space. Strike is faster, and we leave the floor under it clean.

How we act during the week of the event

You get one contact, either the person who booked you or the person who will be behind the cart. Email inside one business day, faster the week of. If your timeline moves two days out, send it. We would rather replan than be surprised.

On site we take direction from you, not from your client. Uniformed, set before doors, out of the way when we are told. We do not hand our cards to guests at your event. If someone asks how to book us, we say to call afterward, and we tell you they asked.

Where this leads

Most planner relationships start as one date and end up as a standing line on a proposal template. Being the coffee vendor you stop shopping for is the objective.

Ask for whatever your preferred-vendor list needs: a service description, the pricing tiers, the insurance certificate, and photos for a client deck.

We will also tell you when a date is not a good fit. Losing one booking costs both of us less than being the vendor who said yes and arrived short-staffed in October. Referrals run the other direction too. Couples and companies reach us first fairly often, and the ones who need somebody running their day get pointed at planners we have worked with.

Packages

Three packages, each quoted with travel, setup, breakdown and taxes included:

• Unique, from $425. Espresso bar, whole milk, standard flavors.
• Sophisticated, from $750. Adds oat and almond milk, an extra flavor, and cold brew or pour over.
• Exceptional, from $1,175. Adds a signature drink named for the occasion and ceremonial matcha.

Branded cups and custom signage are available on any of the three, and printing sets the deadline rather than our calendar. The coffee is roasted in our own Pensacola roastery, usually within days of the event. See the full cart menu.

Questions planners ask

Can you provide a certificate of insurance for our venue?

Yes. Send the venue's exact legal name, the address, and any additional insured wording they require, and we will have the certificate issued. Ask at booking rather than the week of. If the venue publishes coverage requirements, send those too and we will confirm we meet them first.

Do you offer planner or trade pricing?

No. The rate is the rate whether you book once or six times a year. What a repeat planner gets is first call on a date and a quote turned around the same day, which is usually worth more than a discount you would then have to explain to a client.

How much lead time do you need for a booking?

Four to six weeks is comfortable, and Saturdays in spring and fall go earliest. Tighter dates are worth asking about rather than assuming. What we will not do is accept a date we cannot staff properly and let you find out at load-in.

How long do you need for load-in and strike?

About 45 minutes to set up, and it has to finish before guests are in the room. Strike is quicker. Build both into the run sheet, along with a dedicated 110v circuit and roughly 8 by 8 feet of floor plus room for a line.

Book the cart

To get a number into a proposal today, send four things: the date, the venue name, a guest count, and the service window. That is enough for a firm figure you can mark up or pass through at cost. Certificates of insurance, W-9s and venue paperwork come attached if you say which ones the file needs. Check the venue against our covered markets, keep the cart's standard answers on hand for client questions, and open a quote request when the proposal is due.