10 Questions to Ask Before Hiring a Coffee Cart Vendor

Booking a mobile coffee cart is exciting — but before you send that deposit, there are a handful of questions every client should ask. These questions separate the professional vendors from the hobbyists, protect you from surprises on event day, and make sure you're getting exactly what you're paying for.

1. How many events like mine have you worked?

Experience with your specific event type matters. A vendor who has done 50 weddings knows how to work with venues, coordinators, and timelines. One who primarily does farmers markets may not. Ask for specifics and, if possible, references from similar events.

2. Can I see photos of your actual cart setup?

The cart is part of your event decor. You want to see the real equipment they'll bring — not stock photos or someone else's setup. Ask for event photos specifically, not just product shots. This also helps you verify their aesthetic fits your event.

3. Do you carry liability insurance?

This is non-negotiable. Any legitimate professional vendor carries general liability insurance. Many venues require it as a condition of vendor entry. Ask for a certificate of insurance before signing a contract. If they can't provide one, walk away.

4. What's included in your base package?

Get the full breakdown in writing: How many hours? How many baristas? What drinks are on the menu? Are cups, lids, and supplies included? Is setup and breakdown included? Is travel included or billed separately? Knowing exactly what's in the base price prevents sticker shock later.

5. What milk and dietary alternatives do you offer?

Oat milk, almond milk, and soy milk are now standard expectations. If you have guests with dietary restrictions or preferences, confirm the vendor can accommodate them. Some vendors charge extra for non-dairy milks — ask upfront.

6. Can you create a custom signature drink?

For weddings especially, a signature drink named after the couple is a memorable personal touch. Ask if the vendor does this, what it costs, and whether they can do a tasting beforehand. This is a great differentiator between vendors.

7. How much space and power do you need?

Espresso machines require a dedicated power outlet — often 20 amps. Some vendors have generators for venues without convenient power access. Others need running water nearby. Make sure their setup requirements are compatible with your venue before you book.

8. What happens if you have an emergency and can't make it?

It's an uncomfortable question but an important one. Professional vendors have backup plans — a partner vendor they can call, a second barista on call, equipment redundancies. How a vendor answers this question tells you a lot about how seriously they take their business.

9. What is your cancellation and rescheduling policy?

Life happens. Weddings get postponed. Ask what happens to your deposit if you need to cancel. Is it refundable? Can it be applied to a future date? What if the vendor cancels on you — what are their obligations? All of this should be in your contract.

10. Can I see your reviews or speak with a past client?

Any vendor with a solid track record will be happy to point you to Google reviews, Instagram testimonials, or even connect you directly with a past client. If a vendor gets defensive about this request or can't produce any verifiable reviews, treat that as a red flag.

One More Thing: Trust Your Gut

Beyond the logistics, pay attention to how the vendor communicates. Are they responsive? Enthusiastic? Do they seem genuinely interested in your event or just your deposit? The best vendor relationships feel like a collaboration — and that starts with the very first message.

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