Booking & Service Policies
Important information regarding reservations, payments, pricing, gratuity, cancellations, and event-day service.
Cancellation & Rescheduling Policy
Plans evolve, and we understand that flexibility matters. At the same time, each SweetGuy reservation secures a dedicated service window that is no longer available to other events.
We simply ask for the same consideration if your plans change, so we have a fair opportunity to offer that time to another guest.
More than 7 days notice
We will gladly assist with rescheduling your event or canceling your reservation if needed.
Deposits are transferred if rescheduled and refunded if canceled.
3–7 days notice
Your deposit will be transferred to a future booking and applied to a new date based on availability.
Deposits are non-refundable if canceled within 7 days of your event.
Less than 72 hours notice
Because your reservation has already removed that time from our schedule, cancellations within 72 hours will result in:
• Forfeiture of the reservation deposit
• The remaining balance becomes due
If your event is canceled within this timeframe, SweetGuy may, at its discretion, allow the remaining balance to be transferred to a future event date, provided the rescheduled event occurs within 45 days of the original event date or before the close of the current season, whichever comes first.
Weather
SweetGuy operates rain or shine.
Weather forecasts or conditions do not qualify as grounds for cancellation. If an event is canceled due to weather or other circumstances, the reservation will be handled under the standard cancellation terms outlined above.
Rescheduling may be offered at SweetGuy’s discretion, subject to availability and the rescheduling window defined in this policy.
Client No-Show Policy
SweetGuy will e-mail a confirmation at the time of booking, a reminder 7 days prior, and a final confirmation and text message 24 hours before your event.
It is imperative that you review all details carefully, including the date, time, and location.
If the SweetGuy Ice Cream Truck arrives at the scheduled location at the reserved start time and the event host is unavailable or the event does not proceed:
• The reservation will be considered a client no-show
• The remaining balance becomes due
• Gratuity will not be applied to the outstanding balance
Payment Policy
Reservation & Final Balance
A deposit is required to secure your reservation.
The remaining balance is due at the conclusion of your event, once all servings have been finalized.
Accepted Payment Methods
Credit card payment is required for all bookings.
SweetGuy does not accept cash or checks. This policy supports the safety and security of our staff and operations.
Card Processing
Payment must be completed using a card present at the event.
If a card must be manually entered, a 3% processing surcharge will apply.
SweetGuy does not store or retain payment information.
Pricing & Servings Policy
SweetGuy pricing is designed to scale cleanly with your event.
Reserved Servings
Servings reserved during the booking process are billed at $4.50 per serving and are included in your quoted total. Total reserved servings represent the minimum billing quantity reserved for your event. Inventory and staffing are planned in advance; reductions to reserved servings are permitted until 72 hours prior to the scheduled arrival time.
Additional Servings
If your event exceeds your total reserved servings, additional servings are tallied at the conclusion of service and billed at the standard menu rate of $5.00 per serving.
All additional servings are added to the final balance due.
Late Week & Weekend Surcharge
A $35 weekend rate increase applies to events scheduled:
• Friday at 3:00 PM or later
• Anytime Saturday or Sunday
This increase is applied to the package rate at the time of booking.
Promo & Reward Policy
SweetGuy may offer promotional codes or repeat booking rewards as part of select reservations.
General Use
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Promo codes are one-time use and are issued to the original booking contact.
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Promo codes are non-transferable and must be used with the same email address associated with the original reservation.
Promo codes are intended solely for the original recipient and may not be shared, distributed, published, or transferred to any other individual or party. -
Promo codes cannot be combined with other promotions, discounts, or Early Time Savings incentives.
Qualifying Reservation Requirement
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Promo codes are issued based on a qualifying reservation and remain valid only while that reservation remains active.
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If the qualifying reservation is canceled, the associated promo code becomes invalid and cannot be applied to future bookings.
Application of Discounts
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Promo codes apply to the reservation total only.
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Promo codes do not reduce or apply to the required deposit.
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Discounts are applied to the remaining balance and reflected at the time of booking.
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Promo codes have no cash value and cannot be applied retroactively to past reservations.
Expiration & Redemption
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Promo codes include an expiration date and must be used before expiration.
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Expired promo codes are not valid and cannot be reinstated.
Usage Limits
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Promo codes are limited to one use per issuance.
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Once redeemed, the code is considered fulfilled and cannot be reused.
Right to Modify or Refuse
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SweetGuy reserves the right to modify, revoke, or refuse promo codes in cases of misuse, duplication, or system error
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SweetGuy reserves the right to decline or revoke any promo code that is shared, distributed, or used by anyone other than the original recipient.
Gratuity Policy
SweetGuy service includes dedicated on-site staff focused on delivering a smooth, professional, and enjoyable guest experience.
A minimum 15% gratuity is required for all reservations.
Gratuity is calculated based on the final total and collected at the conclusion of the event.
Service & Completion Policy
The SweetGuy truck arrives fully prepared to begin service at the scheduled start time.
It is the client’s responsibility to ensure that guests are ready to be served and that the event is organized to utilize the reserved service window efficiently.
Time Enforcement
Additional time is not available on the day of service.
The truck must be dismissed at the conclusion of your reserved time.
If the balance is not settled and the truck is not dismissed within 15 minutes of your scheduled end time, a $125 late dismissal fee will be added.
This is not a penalty, but a fee to offset the impact on the next scheduled reservation.