Online Pre-Order Pickup & Catering/Event Policy

Effective Date: April 5, 2025

This Online Pre-Order Pickup and Catering/Event Policy (“Policy”) governs all advance orders placed with Buddy Scoops Ice Cream (“Company,” “we,” “us,” or “our”), including online pre-orders, scheduled pickups, bulk orders, and catering/event services.

By placing a pre-order or catering/event order, you agree to the terms set forth below.

1. Online Pre-Orders – General Terms

All online pre-orders are subject to product availability and confirmation by the Company.

Submission of an online order does not guarantee acceptance. We reserve the right to cancel, modify, or limit any order at our sole discretion, including in cases of pricing errors, inventory shortages, suspected fraud, or force majeure events.

Full payment is required at the time of order unless otherwise agreed in writing.

2. Scheduled Pickup Requirements

Customers are responsible for selecting an accurate pickup date and time.

Products are prepared based on the scheduled pickup time. Customers agree to:

  • Arrive promptly at the selected time

  • Verify order accuracy before leaving the premises

  • Ensure proper transportation and refrigeration of perishable items

The Company is not responsible for melting, spoilage, or quality degradation resulting from delayed pickup or improper storage after release to the customer.

Orders not picked up within a reasonable timeframe may be discarded for food safety compliance. No refunds will be issued for abandoned or excessively late pickups.

3. Pre-Order Modifications and Cancellations

Modification or cancellation requests must be made as soon as possible.

For standard online pre-orders (non-catering):

  • Cancellations requested at least 24 hours prior to the scheduled pickup time may be eligible for a refund, less any processing fees.

  • Cancellations made within 24 hours of pickup are non-refundable.

All approved refunds are issued at the Company’s sole discretion.

4. Catering and Event Orders – Definition

Catering and event orders include, but are not limited to:

  • Bulk ice cream orders

  • Large quantity milkshake or beverage orders

  • School, church, or corporate event service

  • On-site serving arrangements

  • Custom dessert packages

  • Any order designated by the Company as catering

Catering services may require a written agreement.

5. Catering Deposits and Payments

A non-refundable deposit may be required to secure catering or event bookings. Deposit amounts will be communicated at the time of booking.

Full payment may be required:

  • A specified number of days prior to the event

  • Upon invoice issuance

  • Before delivery or setup

Failure to remit timely payment may result in cancellation of services without liability to the Company.

6. Catering Cancellations and Refunds

Because catering orders require advance labor, inventory allocation, and scheduling, the following cancellation terms apply unless otherwise agreed in writing:

  • Cancellations made 7 or more days before the event may be eligible for a partial refund, excluding the non-refundable deposit.

  • Cancellations made fewer than 7 days before the event are non-refundable.

  • Cancellations made within 72 hours of the event are strictly non-refundable.

Custom, special-order, or specialty items are non-refundable once production has begun.

Refund eligibility is determined solely by the Company.

7. Event Conditions and Customer Responsibilities

For on-site catering or service, the customer agrees to:

  • Provide safe and adequate space for setup

  • Ensure access to necessary utilities if required

  • Comply with local health and safety regulations

  • Maintain orderly conduct at the event

The Company reserves the right to refuse or discontinue service if conditions are unsafe, unlawful, or disruptive.

8. Product Handling and Assumption of Risk

All catering and pre-ordered food products are perishable.

Once products are delivered or picked up, the customer assumes full responsibility for:

  • Proper storage

  • Temperature control

  • Safe handling

  • Timely consumption

The Company is not liable for spoilage, melting, contamination, or foodborne illness resulting from improper post-delivery handling.

9. Allergen and Dietary Disclaimer

All catering and pre-ordered products are prepared in facilities that may contain common allergens, including milk, eggs, peanuts, tree nuts, soy, wheat, and gluten.

The Company does not guarantee allergen-free products.

Customers are responsible for communicating dietary restrictions in advance. The Company disclaims liability for allergic reactions except where prohibited by law.

10. Force Majeure

The Company shall not be liable for delays, cancellations, or failure to perform due to events beyond reasonable control, including but not limited to:

  • Severe weather

  • Power outages

  • Equipment failure

  • Supply chain disruptions

  • Governmental restrictions

  • Public health emergencies

In such cases, remedies, if any, shall be determined at the Company’s sole discretion.

11. Limitation of Liability

To the fullest extent permitted by law, the Company’s total liability for any claim arising from pre-orders or catering services shall not exceed the total amount paid for the specific order in dispute.

Under no circumstances shall the Company be liable for indirect, incidental, consequential, or special damages, including lost profits or event disruption.

12. Governing Law

This Policy shall be governed by the laws of the State of North Carolina. Any disputes shall be brought exclusively in courts located in Forsyth County, North Carolina.

13. Policy Modifications

The Company reserves the right to modify this Policy at any time without prior notice. Continued use of our services constitutes acceptance of any revised terms.

14. Contact Information

Buddy Scoops Ice Cream
12640 Old US Highway 52
Winston-Salem, NC 27107

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