Booking Freeze and Fizz should feel easy, but the important pieces need to be clear: payment, host responsibilities, venue access, weather, allergies, caffeine, and what is actually included in each service type.
1. Booking requests are not confirmations
Submitting a form, message, email, or social-media request does not reserve a date.
Your date is reserved only after we confirm availability in writing and the required payment is arranged.
One trailer means one primary event per date, so holds are not guaranteed until confirmed.
2. Payment terms
50% down is due to reserve the event date unless your written quote says otherwise.
The remaining 50% is due during the event unless a written quote or invoice says otherwise.
We accept all major credit cards through Square. Square-supported payment methods may also be available on the invoice.
Taxes, travel fees, add-ons, extra service time, staff extensions, and venue-required charges are quoted separately when applicable.
3. Drop-off service
Drop-off means Freeze and Fizz delivers the agreed drinks, garnish kit, and included supplies.
The host is responsible for serving, guest flow, storage, cleanup after service, and safe handling after delivery.
Drop-off service does not include the trailer, on-site attendants, made-to-order pours, or active event staffing unless agreed in writing.
4. On-site trailer service
Standard Soda Bar service includes the trailer on-site, 2 staff members, up to 75 custom drinks, and 2 hours of service.
On-site service must be planned ahead of time so we can confirm access, staffing, setup space, timing, local requirements, and venue permission.
Additional service time or staff time is $50/hour unless a written quote says otherwise.
The host or venue must provide a safe, legal, level setup area with access for the trailer and service line.
5. Venue, permit, and site responsibilities
The host is responsible for confirming that the venue, municipality, HOA, park district, school, or event organizer allows a mobile beverage trailer or catered beverage service.
Service may be subject to Illinois and local health department requirements, temporary food-event rules, mobile food requirements, venue rules, fire lanes, parking rules, power restrictions, and public-event permissions.
If an event site blocks trailer access, lacks safe setup space, or does not allow service after we arrive, the event may be converted to drop-off when possible or treated as a client-side cancellation.
6. Allergy and ingredient notice
Our drinks may contain or come into contact with milk/dairy, soy, coconut, tree nuts, peanuts, wheat, sesame, eggs, food dyes, flavor syrups, caffeine, sugar, sugar substitutes, and other ingredients. We do not operate an allergen-free trailer, kitchen, or prep environment.
Guests with allergies or dietary restrictions should ask before ordering.
Guests with severe allergies should not rely on verbal assumptions, social-media posts, or menu names as ingredient guarantees.
Cross-contact can happen through shared equipment, syrups, bottles, ice, garnishes, transport containers, and prep surfaces.
If a guest has a serious allergy, medical condition, or strict dietary requirement, the safest choice may be to avoid consuming our products unless ingredients and risks are reviewed in advance.
7. Caffeine and sugar notice
Lotus Energy drinks and some sodas contain caffeine.
Caffeinated drinks may not be appropriate for children, pregnant or nursing guests, caffeine-sensitive guests, or anyone advised by a medical professional to limit caffeine.
Many drinks contain sugar, sweeteners, acids, dyes, and flavored syrups. Diet or zero-sugar swaps may still contain caffeine, sweeteners, dyes, or other ingredients.
Parents, guardians, and guests are responsible for deciding what is appropriate for minors and medically sensitive guests.
8. Weather and safety
We may pause, move, shorten, convert, reschedule, or cancel service if weather, lightning, wind, road conditions, heat, cold, crowd conditions, or site safety create a risk to staff, guests, equipment, or the trailer.
Outdoor events should have a weather backup plan whenever possible.
The host is responsible for guest behavior, line management when needed, access to the service area, and any venue or event rules.
We may refuse service to anyone creating an unsafe, abusive, disruptive, or unsanitary situation.
We reserve the right to stop service if staff safety, equipment safety, or guest safety is at risk.
10. Photos and marketing
We may photograph the trailer, drinks, menu setup, and non-private event atmosphere for marketing. Tell us before the event if you need a no-photo or private-event setup.
11. Additional terms
These disclosures work together with our Terms, Cancellation & Weather Policy, Catering Contract, Waiver, and written Square invoice or quote. If a written invoice or signed agreement is more specific, that written agreement controls for that event.
12. Questions
Email [email protected] before booking if you have venue rules, allergy concerns, staffing needs, timing constraints, or payment questions.