Cancellation & Rescheduling Policy

If you cancel, what you owe depends on how much notice you give us before the event:

We are happy to offer flexible rescheduling in most cases. The notice periods exist because we work to strict deadlines with our vendors for coffee, pastries, custom branding and other supplies.

With less notice than that we cannot reschedule, and the full event fee applies.

Peak spring and fall dates book two to three months out, so the sooner you ask, the more likely the date you want is free.

Email info@loomiecoffee.com or call 571-350-3601 with your event date, and for a reschedule the date you would like instead.

We confirm every cancellation and every new date in writing, the same day or the next working day at the latest. It is that written confirmation that makes it final, so if you have called and not had one, chase us.

Tell us as soon as you know. Nothing about getting in touch earlier can cost you more.

If we cancel, every payment you have made, including the deposit, is refunded in full. That holds whatever the reason — illness, a vehicle breakdown, equipment failure we cannot work around.

We will also do what we can to find you another cart. We cannot promise one, but we would rather spend the morning calling people we know than leave you with a refund and a gap.

Refunds go back the way the payment came, and we will tell you when we have sent one.

Where a refund applies, we process it within 3 to 5 business days. How long it then takes to appear is your bank's business rather than ours.

A signed agreement and a deposit reserve your date. Until we have both, the date stays open and we will keep quoting it to other people.

We take one event a day, because both of us work every one of them. So a held date is genuinely a date we are turning away.

We serve outdoors in most conditions. Rain is usually a question of cover rather than a reason to cancel, and we will talk through what your site needs well before the day.

We will not set up where it is unsafe to — lightning, high winds on an exposed site, or heat and cold outside what our equipment and our baristas can work in. That decision is ours and we will make it as early as we can.

What happens to the money when weather stops an outdoor event is set out in your signed event agreement.

If your event is outdoors, agree a wet-weather plan with your venue in advance. A covered spot booked weeks out costs nothing; one found on the morning usually does not exist.

Sometimes an event cannot go ahead for a reason that is nobody’s fault: a venue closing, a road closure or an evacuation, a public emergency, a utility failure, or a government restriction.

Where that happens we will always try to move your date first, and we will not treat it as a late cancellation by you. What happens if no new date works is set out in your signed event agreement.

Your quote covers the service hours you booked. If the event runs short on the day, those hours are still owed — we staffed the day for them and turned other work away.

If it runs long, tell us. We will usually stay, and we will agree the extra with you before we do rather than putting it on an invoice afterwards.

Your deposit, and what happens when weather or something outside anyone’s control stops an event, are set out in your signed event agreement. If anything in that agreement differs from our published policy, the agreement governs.

Ask us for your copy at any time and we will send it. If anything in it is unclear before you sign, ask — it is a short document and we would rather explain it than have you agree to something you have not read.