We understand that plans change and will always make reasonable efforts to accommodate cancellations or rescheduling.

The $100 reservation deposit is non-refundable, as it secures your event date.

If an event is cancelled after additional payment has been made, a 15% cancellation fee will be deducted from the refundable balance. This helps cover payment-processing costs, administrative expenses, and other costs incurred in connection with the booking and refund.

For cancellations made close to the event date, additional amounts may be non-refundable where ARIOS EVENTS has already incurred event-specific expenses, purchased perishable ingredients or supplies, committed labor, or otherwise begun substantial preparation for the event.

Whenever reasonably possible, an event may instead be rescheduled, subject to availability. Payments already made will be applied toward the rescheduled event; any increase in event price or scope will be invoiced accordingly.

When you submit an Event Request and select Reserve, ARIOS EVENTS will place a complimentary temporary hold on your requested event date while we review your event details and prepare your quote.

Once your quote and invoice are sent, your temporary hold will remain in place for 7 days. A $100 reservation deposit is required during this period to confirm your booking.

Once the deposit is received, your event is officially reserved with ARIOS EVENTS. If the deposit is not received within the 7-day period, the temporary hold will expire and the date may be made available for other bookings.

The $100 reservation deposit is non-refundable and is applied toward your event total.

Event pricing is determined based on the details provided in your Event Request, including event location, guest count, service duration, menu selections, travel, utilities, setup requirements, and other event-specific needs.

Your quote and invoice will be sent electronically after your event details have been reviewed.

A $100 non-refundable reservation deposit confirms your booking and is credited toward your event total.

The remaining balance may be paid at any time prior to service. Unless otherwise arranged with ARIOS EVENTS, any outstanding balance is due no later than the day of the event.

Electronic payment is available through your invoice. Other approved payment methods, including check, may also be arranged.

Message and Data Rates May Apply*

ARIOS EVENTS is primarily served from Arios One, our mobile coffeehouse trailer.

Arios One has a small footprint of approximately 9’ long × 6’ wide and requires approximately 10’ of vertical clearance, in addition to appropriate access for positioning and service.

The trailer is transported by tow vehicle and may be detached and positioned by hand on suitable flat, firm surfaces when necessary.

Clients and venues should notify ARIOS EVENTS in advance of any unusual access conditions, including narrow entrances, gates, steep grades, soft or uneven ground, curbs, stairs, restricted loading areas, indoor placement, limited vehicle access, or other conditions that could affect setup.

Final placement is always subject to safe and practical access for our equipment and team.

Your contracted service window refers to the time during which ARIOS EVENTS is actively serving guests.

We typically arrive approximately 30–45 minutes before the scheduled service time for positioning, setup, equipment warm-up, and final preparation. Access to the service location and any client- or venue-provided utilities must be available upon arrival so service can begin on time.

All beverages are individually crafted to order, much like service at a coffeehouse or bar. Guest volume, ordering patterns, and menu complexity may affect wait times during peak periods.

Approximately 15–30 minutes following service may be required for breakdown, cleanup, and departure.

Requests to extend service beyond the contracted ending time are always welcome when our schedule and supplies allow. Additional service time may be subject to an additional charge.

ARIOS One carries its own water system and manages normal water needs internally.

When electrical service is being supplied by the client or venue, ARIOS requires access to a suitable grounded electrical supply within 75 feet of the service location. Specific electrical requirements will be communicated when necessary based on the event setup.

Electrical service must be accessible during setup and remain available throughout service. ARIOS EVENTS may decline use of an electrical source determined to be unsafe, inadequate, or incompatible with our equipment.

Cable placement will be coordinated with the client or venue to minimize interference with guest traffic and comply with site requirements.

Where suitable venue power is unavailable, generator service may be available depending on the event location and setup. Additional charges may apply. Generators produce some unavoidable noise and exhaust and therefore require an appropriate outdoor operating location.

Normal wastewater is contained within Arios One. Minor condensation runoff from refrigeration or cooling equipment may occur.

Unless otherwise arranged, ARIOS may use the venue’s designated waste receptacles for ordinary event waste.

Alcoholic beverage additions are available only where appropriate for private events.

ARIOS EVENTS does not sell or furnish alcoholic beverages as part of standard event service. Any alcohol used in coffee or specialty beverages must be supplied and authorized by the client, venue, or appropriately licensed provider.

The event location must permit the proposed alcohol service, and all alcohol-related service is subject to applicable laws and venue requirements.

Specific arrangements for alcoholic beverage additions must be discussed and approved by ARIOS EVENTS prior to the event.

ARIOS EVENTS reserves the right to decline alcohol-related service where appropriate arrangements have not been established.

Event menus are prepared specifically for each booking based on the selected service level and event details.

While we make every reasonable effort to provide the agreed menu, occasional ingredient or product availability may require a comparable substitution. When a substitution would materially change a featured or event-specific beverage, we will make reasonable efforts to coordinate an alternative with the client.

Special menu additions, personalized beverages, dietary accommodations, or event-specific ingredients are welcome requests and will be evaluated based on availability and operational feasibility.