Terms & Conditions

Rocktails Bars on Wheels

Last updated: October 2025

These Terms & Conditions (“Terms”) govern all inquiries, quotes, bookings, invoices, and services provided by ROCKTAILS BARS ON WHEELS LLC, (“Rocktails,”“Rocktails Brands,”“Rocktails Bars On Wheels,” “Bars On Wheels,”“we,” “us,” or “our”). By paying a deposit, signing/accepting a quote or invoice, or otherwise authorizing work, the Client (“you” or “your”) agrees to these Terms.

We are a service company. We do not sell alcohol. We provide staff, mixers, garnishes, bar equipment, ice, cups, napkins, straws, and event coordination.

1) Definitions

  • Client – The person or entity booking and paying for services (including any venue or planner acting as agent).

  • Event – The function/date(s) described in your quote/invoice.

  • Headcount – Guests expected to be served.

  • Staff – Our W‑2 event personnel. We use the term “staff” (not “bartender”).

  • Quote – Price proposal based on information provided; not a reservation.

  • Booking – A confirmed reservation after deposit is received and acceptance recorded.

  • Deliverables – Services, equipment, and non‑alcoholic consumables described in your quote/invoice.

2) Scope of Services

We provide professional event staffing and bar service including mixers, garnishes, physical bar(s), ice, cups, napkins, straws, insured/certified staff, and coordination. We emphasize signature drinks, curated drink menus, mocktails, and mixology.

Examples of add‑ons (subject to availability): coffee/tea service, Bloody Mary/mimosa/margarita bars, bourbon/wine tastings (service & setup), portable bar upgrades, high‑top tables, live entertainment, champagne toast, hand‑painted menus, and similar enhancements.

We may make equivalent substitutions (e.g., non‑alcoholic brands/sizes or décor) if needed due to supply constraints, maintaining comparable quality.

3) Pricing, Minimums & Quote Validity

  • Minimum contract value: $2,000 (services “start at $2,000”).

  • Quotes reflect headcount, duration, service style, add‑ons, travel, staffing, venue rules, and market conditions.

  • Unless stated otherwise, quotes are valid for 14 days from issue; availability is not held without a deposit.

  • Market changes. Prior to deposit, pricing may change due to market fluctuations. After deposit, any Client‑requested changes or material market spikes affecting the agreed scope will be quoted for approval.

4) Booking, Deposit & Payments

  • Deposit: 50% non‑refundable, due upon booking to reserve your date.

  • Final payment & headcount: Due 30 days (1 month) before the Event.

  • Payment methods: QuickBooks invoice; credit card (+3% processing fee) or check (returned‑check fee $35).

  • Taxes/fees/gratuity: Prices are exclusive of applicable taxes/fees. Gratuity is voluntary unless expressly stated on your quote/invoice; any automatic service charge will be specified in writing.

  • Rush/after‑hours/holiday surcharges: Bookings made within 7 business days, service outside 7:00 AM–11:00 PM, or service on major holidays may incur a surcharge disclosed prior to authorization.

  • Card‑on‑file authorization: If you provide a payment method for deposit or pre‑authorization, you authorize us to store and charge that method for (i) scheduled payments, (ii) approved increases, overtime, or incidentals, and (iii) any amounts due under these Terms. We will issue an itemized invoice for each charge.

  • Late payments: Balances not received by the due date may result in suspension/cancellation and a late fee/interest of 1.5% per month (or the maximum allowed by law), plus reasonable collection costs and attorneys’ fees where applicable.

5) Headcount, Changes & Day‑Of Increases

  • Headcount lock: Final headcount is due 30 days prior to the Event.

  • Decreases after lock: Not refundable.

  • Increases after lock: Subject to availability and additional charges.

  • Day‑of increases: With written/electronic authorization (e‑signature/text/email) from the Client, we may continue service and issue an amended invoice due upon receipt. If authorization/payment is not provided, service may conclude at the contracted capacity.

6) Staffing & Ratios

  • Minimum 2 staff for any event.

  • Planning guideline: ~1 staff per 50 guests.

  • We reserve the right to determine final staffing for safety, quality, and compliance. Staff take reasonable breaks during long shifts.

7) Setup, Breakdown & Access

  • Setup: Minimum 2 hours prior to service start (often 2–4 hours depending on scale).

  • Breakdown: Typically ~1–1.5 hours.

  • Access & parking: Client must secure timely venue access, loading zones, parking, and any required vendor registration/security.

  • Site walk & decision‑maker: For certain venues, a site walk (virtual or in‑person) may be required. Client must designate a single on‑site decision‑maker with authority to approve changes, overtime, and incidental charges.

  • Delays outside our control (venue not ready, dock access, security holds, etc.) may shorten active service time or incur standby/overtime if you request extended presence.

8) Power & Space Requirements

  • Client/venue must provide power. We do not supply generators.

  • If power is insufficient or unsafe, we may suspend or modify service until resolved. Venue‑mandated rules and safety standards will be followed.

9) Safety, Service Rules & Harassment‑Free Workplace

  • ID checks: We check IDs and refuse service to minors.

  • No shots: We do not serve shots.

  • No formal “last call.” Service ends at the scheduled time or at contracted capacity.

  • Right to refuse service: We may refuse or discontinue service to any guest who appears intoxicated, is disruptive, or poses a safety risk, at our sole discretion.

  • Harassment‑free policy: We maintain a zero‑tolerance policy for harassment, discrimination, or abusive behavior toward our staff. We may pause or conclude service without refund and require Client to remove offending individual(s).

  • No self‑service: Guests may not self‑serve from Company workstations/equipment.

  • Security: For Events over 250 guests or where risk factors exist, we may require Client‑provided security as a condition of service.

10) Alcohol Position & Legal Disclaimer

  • We do not sell alcohol.

  • We provide staffing, non‑alcoholic mixers, garnishes, bar equipment, ice, cups, napkins, straws, and coordination.

  • Any alcoholic beverages present at a private event are the Client’s/venue’s responsibility and must comply with all applicable laws and venue rules.

  • Cash bars are not permitted.

  • Client is responsible for obtaining any permissions/permits and ensuring venue policies allow our service model.

  • We recommend Client carry host liquor liability coverage where alcoholic beverages are present (see §18).

11) Travel, Lodging & Fees

  • We regularly serve events within approximately a 100‑mile radius.

  • Travel fees may apply beyond ~100 miles and are determined case‑by‑case (distance, staffing, vehicles, duration, fuel, tolls/parking) plus any lodging required for late end times or long distances.

12) Client Responsibilities

  • Provide accurate Event details (date, times, headcount, location, access, on‑site contact).

  • Ensure venue permits our setup/service and that adequate power and space are available.

  • Provide a safe working environment; you are responsible for guest behavior and for any damage to our equipment caused by guests or vendors.

  • Waste & cleanup: Our standard cleanup is limited to our service area/equipment. Bulk waste removal (venue trash/dumpsters) is the Client/venue’s responsibility, unless stated otherwise in the quote.

13) Equipment, Client‑Provided Items & Allergens

  • Equipment responsibility: Client is responsible for loss, theft, or damage to Company equipment after delivery to the Event site and before removal, except for normal wear. Replacement is billed at current retail cost plus a reasonable admin/logistics fee.

  • Client‑provided items: If you supply glassware, décor, or other items, you assume the risk of breakage, loss, or unsuitability. We may refuse items that are unsafe, unsanitary, or impractical.

  • Ingredients & allergens: Where Client provides consumables (e.g., juices, fruits, garnishes), Client is responsible for quality, storage, and safety. We cannot guarantee an allergen‑free environment and are not liable for reactions to disclosed or undisclosed allergens. Notify us in writing of critical allergens at least 14 days prior to the Event.

14) Outdoor & Weather Plan

  • For outdoor Events, Client must provide an inclement‑weather plan (e.g., covered area/tent with adequate power/lighting).

  • We may suspend or modify service during unsafe conditions (severe weather, lightning, high winds, extreme heat/cold) without refund.

  • Additional time/costs to relocate or weatherproof service may be billed upon authorization.

15) Extensions, Overtime & Early Conclusions

  • Extensions/overtime (service longer than contracted) require written authorization and are billed at then‑current rates per staff/equipment block, due upon receipt.

  • Unused time: Fees are based on reserved capacity/time, not actual consumption. No credits for unused time once service begins.

  • Partial performance: If service must be modified or concluded due to factors outside our control (e.g., venue access delays, power failures, hazard conditions, guest misconduct), charges remain due as contracted; any approved additional time/costs are billed upon authorization.

16) Cancellations, Rescheduling & Refunds

  • Deposit is non‑refundable in all cases.

  • Client cancellation:

    • ≥30 days before Event: Deposit forfeited; any additional payments may be refundable only for uncommitted costs not incurred.

    • <30 days before Event: Deposit forfeited; we may charge for costs already incurred (labor scheduling, prep, rentals, third‑party commitments, travel) and any work performed.

  • Rescheduling: One reschedule ≥30 days prior is allowed subject to availability; rates/fees may change. Previously paid amounts (excluding third‑party non‑recoverables) may apply to the new date. Additional reschedules may incur a rebooking fee.

  • Force majeure: Neither party is liable for events beyond reasonable control (e.g., severe weather, epidemics/pandemics, public‑health orders, power failure, labor disputes, transportation/supply disruptions, civil commotion, acts of government). Parties will work in good faith to reschedule when feasible.

17) Chargebacks, Disputes & Notices

  • You agree not to initiate a credit card chargeback for charges made in accordance with these Terms. If a chargeback is filed and the charge is determined valid, you will reimburse the charge plus bank/processing fees and reasonable collection costs/attorneys’ fees.

  • Dispute any invoice issues in writing within 5 business days of receipt.

  • Notices may be delivered by email to the addresses on the quote/invoice or through the QuickBooks portal and are deemed received upon sending (or, if sent after business hours, the next business day).

18) Insurance, Certifications & Risk Transfer

  • Our staff are W‑2 employees and hold relevant certifications (e.g., ServSafe, TIPS, STAR). Proof of insurance certificates may be provided upon request.

  • Additional insured / host liquor liability: For certain Events, Client may be required to carry general liability and, where alcoholic beverages are present, host liquor liability coverage naming the Company as an additional insured for the Event date(s). Evidence may be required 7 days prior to the Event.

  • Indemnification: Client agrees to defend, indemnify, and hold harmless the Company and its employees from claims, damages, liabilities, costs, and expenses arising out of (i) Client’s negligence or willful misconduct; (ii) violations of law or venue policy; (iii) guest actions; or (iv) Client‑provided items/ingredients—except to the extent caused by the Company’s gross negligence or willful misconduct.

19) Communications Consent (Email/SMS) & Privacy

  • By providing your email address and/or mobile number, you consent to receive transactional communications (quotes, invoices, updates) and, if opted‑in, marketing messages. Message/data rates may apply. You can opt out of SMS at any time by replying STOP (reply HELP for help). Consent is not a condition of purchase.

  • Our collection and use of personal information are governed by our Privacy Policy (see site footer), including data retention practices.

20) Photos/Video, Confidentiality & IP

  • Photos/video & marketing use: We may capture limited imagery of our setup/service areas for portfolio and marketing unless Client opts out in writing prior to the Event.

  • Confidentiality: We will not disclose non‑public Client information (e.g., guest lists, internal plans) except as needed to perform the Event, comply with law, or with Client consent.

  • Recipes, menus & materials: All Company concepts, menus, recipes, photos, and materials remain our intellectual property unless otherwise agreed in writing.

21) Venue Policies, Third Parties & Independent Contractor

  • We will follow venue policies (load‑in, placement, power, noise, timing). If a venue or third‑party vendor restricts our ability to perform, we may adjust service accordingly without refund. We are not responsible for the performance of vendors outside our scope (rentals, caterers, entertainment).

  • We operate as an independent contractor.

22) Address, NAP & Appointment Policy

  • We publish our business name, address, and phone for directory/verification purposes; we do not accept walk‑ins. Visits are by appointment only. Primary contact channels and service area are posted on our website.

23) Non‑Solicitation of Staff

  • Client agrees not to solicit or hire our staff for competing services for 12 months following the Event date without our written consent. This does not restrict general advertising not directed at our personnel.

24) Limitation of Liability

  • To the maximum extent permitted by law, our total liability for any claim arising out of or relating to the Event or these Terms is limited to the amounts you paid to us for the specific Event. We are not liable for indirect, incidental, special, punitive, or consequential damages.

25) Dispute Resolution

  • Before litigation, the parties will attempt to resolve disputes through good‑faith negotiation and, if needed, non‑binding mediation in Ohio. If unresolved, disputes shall be resolved by binding arbitration in Ohio under rules of a mutually agreed provider. Each party bears its own costs and shares mediator/arbitrator fees equally. Class/collective actions are waived to the extent permitted by law. Either party may seek injunctive relief in court to protect confidential information or IP.

26) Governing Law

  • These Terms are governed by the laws of the State of Ohio, without regard to conflict‑of‑law rules. Venue and jurisdiction for any permitted court action lie in the state or federal courts located in Ohio.

27) Changes to Terms

  • We may update these Terms from time to time. The version in effect on your deposit date applies to your booking unless we mutually agree otherwise. A date/time stamp appears at the top of this page.

28) Miscellaneous

  • Severability. If any provision is found unenforceable, the remainder remains in effect.

  • No waiver. Failure to enforce a provision is not a waiver of the right to enforce later.

  • Assignment. You may not assign your agreement without our written consent; we may assign to a successor or affiliate.

  • Entire agreement. These Terms, with your quote/invoice (and any written change orders), are the entire agreement and supersede prior discussions about the Event.

  • Electronic acceptance. Electronic signatures/approvals (including via email, portal, SMS confirmation) are binding.

Quick Reference

  • Starting at: $2,000 minimum

  • Deposit: 50% non‑refundable at booking

  • Final payment & headcount: 1 month prior

  • Staffing: Min. 2 staff; plan ~1:50

  • Setup / breakdown: ≥2 hrs setup; ~1–1.5 hrs breakdown

  • Power: Client/venue provides (no generators supplied)

  • Safety: ID checks, no shots, no formal last call, right to refuse service

  • Alcohol: We do not sell alcohol. No cash bars

  • Travel: Regularly within ~100 miles; travel/lodging fees may apply beyond

  • Lead‑time: Rush options may incur surcharge; contact us

  • SMS consent: Opt out anytime by replying STOP (HELP for help)

contact us

  • Email: info@barsonwheels.com

  • Phone: 513‑825‑7555