pricing & process
what to expect when you book with us
We believe in transparency and seamless event planning, ensuring your coffee experience is tailored to your needs. Discover our pricing and process, so you’ll know exactly what to expect from start to finish.
overview
coffee catering process
At Carmel Coffee Catering, we understand that every event is unique, which is why our coffee catering process is designed to be flexible. While we provide general pricing to give you an idea of what to expect, the final quote will be tailored specifically to your needs and preferences.
our services
6Whether you’re hosting an intimate gathering or a large celebration, we have options that will delight your guests and fit your budget. Below, you’ll find an overview of our 2 main service packages:
1. drip coffee & cold brew service
Our Drip Coffee & Cold Brew Service is perfect for smaller events or those looking for a high-quality coffee experience without the full espresso setup. Here’s what’s included:
- self-service and custom drink service of hot drip coffee and homemade cold brew, made from premium beans
- a selection of whole milk, oat milk and syrups, allowing your guests to customize their drinks to their liking
- custom signature iced drinks of your choice made-to-order for guests (think pumpkin spice, peppermint mocha or white chocolate pistachio)
- you can request a non-coffee option can be included as well like hot chocolate
★ starting at $350
This option is perfect for gatherings where you want to offer your guests something delicious and satisfying without going over the top. It’s simple, elegant, and sure to please.
2. full espresso bar service
For those looking to create a more elaborate coffee experience, our Full Espresso Bar Service is the way to go. This package includes everything you need to impress your guests. Here’s what’s included:
- hot or iced espresso drinks made-to-order by baristas with a custom menu of signature latte flavors and standard flavors to feature at your event
- included self-service station with your choice of hot coffee or cold brew if requested
★ starting at $600
This package is perfect for weddings, corporate events, or any occasion where you want to offer a truly memorable coffee experience. Our skilled baristas will craft each drink on the spot, ensuring quality and satisfaction.
3. drop off coffee catering
This is our most affordable option, designed for convenient, hassle-free service. Whether you’re hosting a corporate meeting, office event, or small gathering, this service offers superior quality coffee delivered right to your door. Here’s what’s included:
- freshly brewed coffee using Tinker Coffee beans
- 8 oz cups with lids, sleeves, napkins, stirrers, sweeteners and milk
- free delivery anywhere in Hamilton County, including Carmel, Noblesville, and Westfield
- travel fee for Indianapolis and surrounding counties
★ delivery included in quote
Perfect for businesses or casual events, this option gives you all the perks of quality coffee without the need for an on-site barista. You provide the guest count, delivery address, and time, and we handle the rest. Enjoy the convenience of delicious coffee with no hassle.
While we offer general pricing to give you a sense of what to expect, the final quote will be customized to reflect the specific details of your occasion. Here are the key factors that influence our pricing:
guest count
The number of guests is a primary factor in determining the cost of our services. Larger guest lists require more coffee, additional baristas, and sometimes extended service hours, all of which are considered when calculating your quote.
service duration
The length of time you require our coffee service also affects pricing. Our packages typically start with a set duration based on how many people we can serve in 1 hour, with the option to extend service at an additional hourly rate. For example, we can serve around 30-50 guests per hour.
travel distance
Events held outside our immediate service area may incur travel fees to cover the cost of transportation and additional time required for setup and breakdown. We’ll discuss any potential travel charges during the initial consultation.
customization options
We offer a variety of ways to personalize your coffee experience, from selecting specific coffee blends and custom flavores to branded cups. These enhancements can add a special touch to your event but may also influence the overall cost.
how we calculate pricing
the booking process
1. initial inquiry
After you reach out to us through our form, we aim to respond promptly—typically within 24-48 hours. Based on the basic details about your event, such as the date, location, guest count, and the type of coffee service you’re interested in, we can let you know our availability and a rough idea of pricing.
2. consultation
After the email follow up, we set up a phone call or video call to discuss all the specifics of your event, including your preferences and style, and any special requests you may have. This is the time to share your ideas and let us know how we can tailor our services to fit your needs. We’ll also talk about the logistics, such as the venue setup, timing, and any other details that will help us provide seamless service on the day of your event.
3. contract
After the meeting, we’ll craft a detailed, customized quote based on the information you’ve provided. This quote will outline the services we’ll provide, the estimated costs, and the details we’ve agreed to for your event. If you have any changes or revisions, we’re happy to make adjustments to ensure everything aligns with your expectations.
4. booking confirmation
Once you’re ready to move forward, confirming your booking is easy. We’ll ask for a deposit to secure your date and a signature on the contract, and we’ll provide clear payment terms, including when the final payment is due. After your booking is confirmed, we’ll stay in touch as your event approaches to finalize any last-minute details and ensure that everything is set for a successful coffee service.
coffee blends
If you have a preference for a rich, bold roast or a decaf blend, we’ll work with you to select the perfect coffee bean that aligns with your taste and the theme of your event.
custom flavors
We offer a range of options, from classic vanilla and caramel to seasonal specialties like pumpkin spice or peppermint. But if you have a specific flavor in mind, we can add a custom syrup just for your event.
branded cups & napkins
Make a lasting impression with branded cups and napkins that feature your event’s logo, wedding monogram, or any other custom design.
signature drinks
Whether it’s a custom latte named after the bride and groom or a unique cold brew blend crafted for your corporate event, signature drinks add a personalized element that your guests will love.
drink menus
Take your customization to the next level with a unique drink menu designed specifically for your event.
pastries
From buttery croissants to delicious muffins, we offer a variety of options that pair beautifully with our coffee offerings. Pastries can be added to any service package.
extended service hours
Our standard packages include a set duration of service that we will quote you, but you can easily add additional hours at a discounted rate.
additional costs
We’ll discuss all pricing details during your consultation and ensure that you have a clear understanding of any extra charges associated with your customizations.
customization options
FAQ
frequently asked questions
how far in advance should we book your services?
We recommend booking our services as early as possible, especially for popular dates like weekends. While we can sometimes accommodate last-minute requests, securing your date well in advance ensures that we can fully prepare and deliver the best experience for your event. Ideally, booking 3-6 months ahead gives us plenty of time to plan and customize your coffee service to perfection. Weddings can be booked a year in advance.
do you accommodate dietary restrictions?
Yes, we’re happy to accommodate dietary restrictions, including offering dairy-free milk alternatives and ensuring that all syrups and ingredients meet your guests’ needs. Just let us know about any specific requirements during the planning process, and we’ll make sure everyone can enjoy their coffee experience.
what equipment do you provide?
We bring all the necessary equipment for your coffee service, including our coffee cart with coffee machines, grinders, cups, and any other essentials. All we need from you is access to a power source and enough space to set up our coffee station. If your event requires anything specific, we’ll discuss that during the planning process to ensure everything runs smoothly.
what if our event is outdoors?
Yes, we can absolutely provide coffee catering for outdoor events! We have experience setting up in a variety of outdoor locations and can bring everything needed to serve your guests, including any necessary equipment for an outdoor setup. Just let us know the details of your venue, and we’ll ensure we’re fully prepared to make your outdoor event a success.
inquire for your event
Now accepting inquiries for weddings and events! Reach out today for a consultation and quote, and learn how we can be the perfect partner for your special occasion.