Mini camper ice cream cart booking form

We understand that every event is unique. Don’t worry if this form does not quite fit the proceedings of your day – just add any special instructions in the “Additional information” section.

If you don’t have all the finer details finalised yet, just complete as much as you can. As a minimum we require your email address, date of event, time and acceptance of the terms and conditions on the form.

If you have any questions about completing this form, don’t hesitate to contact us and we will be happy to help.

  • Personal details

  • The event

  • DD slash MM slash YYYY
  • Event Address

  • The standard package is a 2 hour ice cream cart popup service. We will be on site, setting up 1 hour in advance of service start time, and depart within 1 hour of service close time. By default the latest close time is 10pm, although we can quote to remain open later than this.
  • Any additional hours above the default 2 hour service time
  • By default, we arrive 1 hour in advance of service start to set up, and depart one hour after service close. Please advise of any extended set up / set down periods.
  • Number of Guests to serve
  • 6 flavours of choice

    Please select up to 6 choices from the selection listed below.
  • Our sorbet are dairy free. However, if youw ould like us to make a custom batch of vegan gelato using our soya and oat blend or coconut blend, please let us know which gelato flavours you would like with this option. There is a £5 charge per vegan gelato flavour request.
  • We cannot carry the kit up any stairs – ground floor access or service lifts only. If the location is outside, we must have access via our van to unload / load at the outdoor setup location. If we must push the cart manually across gravel or grass, please advise, as we may need to factor in a second person to assit with carrying the kit (castor wheels will not roll over grass or gravel). Cart dimensions: L157cm x H109cm x W82cm
  • Our mailing list

    Here at Vanilla Chinchilla Ltd T/A Buttercup Bus Vintage Campers, we take your privacy seriously and will only use your personal information to administer your account and to provide the products and services you have requested form us. However, from time to time, we would like to contact you with the details of other products, services, news, offers and competitions that we provide. If you consent to us contacting you for this purpose, please tick the box below. We will not pass your details to any other company for marketing purposes. You can see our full privacy statement here:
  • Terms and conditions of service



    Terms & Conditions of Camper Ice Cream Service

    1. What these terms cover

    Please find set out below the terms and conditions upon which we, Vanilla Chinchilla Ltd T/A Buttercup Bus Vintage Campers, will provide our ice cream services to you. Please read the Terms carefully and make sure you understand them. If there are any Terms you do not understand, please do not hesitate to contact us and we will provide clarification If you think that there is a mistake in these terms, please contact us to discuss. Please note that by ticking the checkbox on the booking form, you agree to be bound by these Terms. If you do not accept our Terms please refrain from proceeding with your proposed booking. We recommend that you print a copy of this for future reference.

    2. About us

    2.1 Who we are. We are trading as Buttercup Bus Vintage Campers, registered as Vanilla Chinchilla Ltd a company in England and Wales. Our company registration number is 07459387 and our registered office is at 2 Waterworks Cottages, Waddon Way, Croydon, CR0 4HY. In these Terms, we will refer to ourselves as per our trading name, “Buttercup Bus Vintage Campers”. 2.2 What services do we provide? We specialise in retro VW campervans and beetles for a range of services to include ice cream, wedding transport, campervan photobooths, glitter bars, self-drive holidays and promotional tours. These terms are in relation to the ice cream services only. 2.3 How to contact us. You can contact us by telephoning us on 0203 582 0289 or by writing to us by email via our Contacts page. 2.4 How we may contact you. If we have to contact you, we will do so by telephone or by writing to you at the email address or postal address you provided to us in your booking, in line with our privacy policy. 2.5 The term “Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails, WhatsApp, responses to social media enquiries and SMS.

    3. Our contract with you

    3.1 The booking process Once we have confirmed availability and pricing with you, we will issue you with an online booking form so that you can provide details of your booking, to include information on the date, timings, locations, flavour options and contact details. This booking form will also have a tick-box, which you must select to accept these terms and conditions. Once we receive the booking form, we will confirm that we are able to fulfil the booking and will issue you with a booking deposit invoice. 3.2 How we will accept your booking. Our acceptance of your booking will take place when we email you a receipt for your booking deposit, at which point a contract will come into existence on these terms between you and Buttercup Bus Vintage Campers.

    4. Our services

    4.1 Ice cream cart may vary from their pictures. The cart you book will be the actual cart provided on the day. Whilst we have made every effort to display the colours and sizes accurately, we cannot guarantee that your computer, mobile device or printer will accurately display the colour and dimensions of the cart, hence any slight deviation from those images. 4.2 The scope of our services. Your booking form and subsequent contract is for the provision of an ice cream service (Serving from our cart, with flavours from the menu, which includes gelato and sorbet options). 4.3 Special services included in the contract. Where selected in the booking form, we may include special services alongside the booked ice cream cart, to include toppings, custom set-up and set-down times and additional hours of service. If you have also selected our photobooth, wedding car or glitter bar services, the terms of that part of the service will be covered under separate terms and conditions. 4.4 Late alterations to booking. Any alterations made to the booking on the day of the service or a request for additional time above the agreed finish time in the booking form, is at the discretion of our staff working at the event on the day. Alterations made on the day will incur an extra charge (which we will invoice to you after the event) or may not be honoured if that conflicts with another booking. 4.5 The hire period is when the ice cream cart will be open to guests. All setting up and dismantling of the campervan photobooth will take place up to 60 mins before and after the hire period, unless you have pre-booked extended set up / set down times. 4.6 Delays to the start time. In the event that the hire does not start at the agreed time as setup has been delayed due to either the venue not allowing access on time or your events are over running the hire will still end as per the agreed time on the booking form, subject to clause 4.4 above. 4.7 Access Bookings are subject to access requirements being satisfactory which will be confirmed at the time of booking. The equipment we will be bringing to the venue is large and heavy and therefore it is vital for us to understand any access issues we may face when arriving.
    • We will be able to unload our van on a flat, firm, smooth surface
    • The route from van-unloading to where the ice cream cart is to be set up must be free of steps or other obstructions (if any kerbs or obstructions do exist, you must tell us in advance of the event)
    • There must be a hard, smooth surface for the entire route (if it is gravel or grass you must tell us in advance)
    • If the event is not on the ground-floor, a goods lift of at least 2m x 2m with a weight capacity of 700kg must be available to transport the ice cream bar to the serving floor
    • There are no width or height restrictions along the route of less than 2m wide or 2m height
    • If the event is indoors, doorways need to be large enough to accommodate our ice cream cart. Camper cart requires 1.5m(w) (although with turning access, could manage 1m (w)) x 2m(h) doorways.
    • The area where we set up the ice cream cart for serving is on a flat, surface.
    • We will need to park our van onsite for the duration of the event.
    • An extra charge may be applied if free parking for a Luton sized van or a pickup truck and small tailer box isn’t available on-site, or if you are in a Congestion Zone / ULEV Zone.
    • If you fail to inform us of any access issues shown above we may be forced to cancel the booking on arrival. No refunds will be issued in these circumstances.
    4.8 Serving Environment You will be providing exclusive access to one 13 amp domestic-type power supply within 15m of the bar. (If providing a 16 amp commercial power supply, please let us know prior to the event) 4.9 Licensing Our ice cream cart / van is for private hire. Whilst we are a food registered business, we do not hold a street trading licence. Please make sure you make arrangements with your venue for the ice cream van to be parked on private land, at least 7m away from the public road, that does not block a pedestrian right of way, endanger your guests or block a road.   4.10 Weather and route closures No responsibility can be taken for route closures or for restrictions relating to vehicle access to any location, hold ups on route or adverse weather conditions. We cannot be held responsible for late arrival or cancellation due to circumstances beyond our control or for any subsequent consequential losses. In the event of extreme weather conditions such as ice or snow, we will make the decision as to whether we are able to fulfil the contract. If no ice cream service is supplied then the full hire contract money will be refunded. 4.11 Damage to the ice cream cart. You will be responsible for the conduct of all guests during the service and Buttercup Bus Vintage Campers reserves the right to invoice or make a charge to you for any losses or damage sustained to any part of the ice cream cart caused by any guest that causes damage. 4.12 Conduct of guests. Violence, foul language, intimidation, antagonism or any form of anti-social behaviour towards the staff delivering the ice cream service or any other member of Buttercup Bus Vintage Campers’ employees, agents or subcontractors will not be tolerated and will result in the immediate termination of the service and police involvement. Acts of vandalism or malicious damage caused to the car may face prosecution. 4.13 Photographs.  Buttercup Bus Vintage Campers may take photographs of the ice cream cart on the day, for their own promotional use, which may be used on our social media sites and website.

    5. Your rights to change the booking

    5.1 If you wish to make a change to the booking before the booked event, please contact us. If it is possible we will let you know about any changes to the price, the timings, or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to proceed on that basis. If we cannot make the change or the consequences of making the change are unacceptable to you, you may want to end the contract. Your rights to do this are set out below.

    6. Our rights to make changes

    6.1 Changes to our flavour options Whilst we will always endeavour to provide the flavours selected through the booking form, from time to time, there may be a shortage of supply from our supplier. Should your preferred flavours become unavailable, we may make changes to the flavours. We will notify you of any flavour change requirements, and arrange an alternative, available flavour. 6.2 Changes to our services. Buttercup Bus Vintage Campers may make changes to the ice cream carts, but if we do, we will notify you and you may then contact us within 14 days to end the contract and receive a refund for anything that you have paid up to that date. 6.3 Changes to our terms. We may change these terms from time to time, but the terms applicable to your booking will be the terms in force when the booking was made, unless you agree to the change or the change is required due to a change in law.

    7. Providing the services

    7.1 When will we provide the services. We will provide the services on the date set out in the booking form completed by the Customer. 7.2 What will happen if you do not give required information to us. We may need certain information from you so that we can provide the services to you, for example, flavours selection, timings and address. If you do not give us this information within a reasonable time of us asking for it, or if you give us incomplete or incorrect information, we may either end the contract (and Clause 10.2 will apply) or make an additional charge of a reasonable sum to compensate for any extra work that is required as a result. We will not be responsible for providing the services late if this is caused by you not giving us the information needed within a reasonable time of us asking for it. 7.3 Delays outside of our control. If the supply of the services is delayed by an event outside of our control, for example, but not exclusive to, heavy traffic or road closures, then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided that we do this, we will not be liable for delays caused by the event. We recommend that you are covered with adequate insurance. If our supply of the services are late due to the our fault, then you may treat the contract as at an end straight away, but must tell us before making use of the services. If you use the ice cream cart, you will lose your right to terminate, but may still be entitled to a part refund. 7.4 If the ice cream cart becomes unavailable prior to the booked event. We will contact you in advance to tell you that we cannot provide the services agreed, unless the problem is urgent or an emergency, for example, but not exclusive to theft, damage or breakdown, which occurs less than 24hrs prior to the commencement of the planned itinerary (if so, clause 7.5 will apply). If we are unable to supply you with the contracted ice cream cart, for example, but not exclusive to theft or damage which cannot be repaired before the date of the booking, we will give you the possibility to choose another ice cream cart of a similar specification, if available. If we are unable to source a similar ice cream cart, we will offer you a full refund and the contract will be considered terminated (and Clause 7.6 will apply). 7.5 If the ice cream cart becomes unavailable on the booked event day. You acknowledge that if an issue arises with the ice cream cart or driver on the day of the booking (or within 24hrs of the commencement of the planned itinerary) or during the delivery of the service, the ability to source another similar set up may be limited. We will contact you or the nominated point of contact on the booking form to bring any issue to your attention and to agree any contingency plan. We may send a second similar ice cream cart as a replacement. If the value of the replacement vehicle is less than the hired vehicle the difference will be refunded, if the value of the replacement is greater then there will be no extra charge added. The decision will be given to the hirer whether to accept this option before we leave our base. If this option is not accepted by the hirer then a full refund will be issued and our liability will be no further. If the hirer or nominated point of contact cannot be contacted by phone using the details provided on the booking form, you will authorise us to make a decision on whether to dispatch a second ice cream cart on your behalf. 7.6 Your right to end the contract because of our actions. If you are ending a contract for a reason set out below, the contract will end.  If a refund or part refund is due, this will be paid proportionally and will not exceed the total booking value, within 7 days of the termination, back into the account or onto the card from which the funds were received. From the point of issuing the refund, it can then take another two to seven business days — depending on the card issuer’s refund-processing speed — for the refund to show up in your account. The reasons for ending the contract are:
    • We have told you about an upcoming major change to the ice cream cart service or these terms which you do not agree to;
    • the supply of the ice cream cart service is significantly delayed because of our fault;
    • on the day we failed to deliver the agreed terms of service;
    • we were unable to provide you with the contracted ice cream cart (and no suitable alternative was available);
    • you have a legal right to end the contract because of something we have done wrong.

    8. Cancellation terms

      8.1 All cancellations must be made in writing to Buttercup Bus Vintage Campers. 8.2 Deposits for bookings that are cancelled within 14 days from the date the booking is confirmed (cooling off period) are refunded 100% as long as the event date is more than 30 days away. 8.3 Deposits for bookings that are cancelled after 14 days from the date the booking is confirmed are non-refundable. 8.4 Should the Hirer cancel within 30 days prior to the agreed event date, then the outstanding balance, minus the deposit is still due in full. We will immediately re-advertise the date –  but in the event that we do not secure another booking for the same ice cream cart,  all monies are still due. If we manage to re-book the date with another customer, all the money paid will be refunded, minus the booking deposit per ice cream cart. 8.5 In the event of the Hirer changing the date of a confirmed booking we will transfer the booking fee to the new date, subject to availability. However, if the new date is unavailable the Hirer will forfeit the booking deposit fee. 8.6 In the event that the Hirer changes the date within 30 days of the original agreed event date, and the new date required is unavailable; then the full balance of the original hire will still be due in full. 8.7 We will allow bookings to be deferred for the first time, within a 12 month period, for free (subject to availability, on a like for like basis). Subsequent deferrals will incur a £25 +VAT booking fee. 8.8 All deferrals must be made within 12 months of the original booking. Any deferrals made for dates after this period, will be accepted (subject to availability, on a like for like basis), and will be subject to a £25 + VAT booking fee plus an invoice to cover any gap in pricing, should the advertised rates for the deferred date be higher.

      9. How to end the contract with us

      Tell us you want to end or cancel the contract by doing one of the following: Phone or email. Call us on  0203 582 0289 or email us via our contacts page . Please provide your name, date of booking, details of the booking and contact details. We will then respond to confirm that the cancellation has been made.

      10. Our rights to end the contract

      We may end the contract if you break it. We may end the contract for a service at any time by writing to you if:
      • you do not make any payment when it is due and following our reminder, do not make payment within 7 days; or
      • you do not, within a reasonable time of us asking for it, provide us with information that is necessary to provide the services, for example, addresses and timings.
      • If we end the contract in the situations set out above, we will keep any money you have paid in advance as a deposit and may charge you a cancellation fee as compensation for the costs incurred as a result of your breaking the contract. The cancellation fee will be calculated on the basis set out at Clause 8 above.

      11. If there is a problem with the service

        How to tell us about problems. If you have any questions or complaints about the service, please contact us. Call us on  0203 582 0289 or email us via our contacts page.

        12. Hire costs and payment

        12.1 The price The price of the ice cream cart service will be in the email correspondence or phone calls leading up to the booking, and also the invoice (A booking deposit invoice, and second invoice for the balance). 12.2 . Payment options. You can make payment with credit and debit cards via a “Pay Now” link on our invoices. There is no fee charged you as a customer, the supplier absorbs the cost of processing the card payment, through our 3rd party card processing provider. We also accept payments by BACS, in which case no extra charges apply to you. At the point of booking, we will issue you an invoice for the booking  deposit. You will have 7 days to make this payment. If you fail to do this, we will release the ice cream cart for other customers to book. Once the deposit comes through, we will email you a receipt to confirm the booking. Receipts sent directly from our accounts system sometimes go to the spam folder – so keep an eye out for them. We will then send you a further invoice for the balance, due 30 days before the hire commences. You must pay the remaining balance of the invoice by 30 days before the booked event date shown on the booking form. In the event that you want to book our services at short notice, for these bookings (made within 30 days of the service) the full balance will be due at the time the booking is confirmed. 12.3 We can charge interest if you pay late. If you do not make any payment to us by the due date the Supplier may charge interest to you on the overdue amount at the rate of 2% a year above the base lending rate of Barclays Bank from time to time. This interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay Buttercup Bus Vintage Campers interest together with any overdue amount.

        13. Our responsibility for loss or damage suffered by you

        13.1 We are not responsible to you for any loss or damage caused by failure to deliver the service. We are not responsible for any further loss or damage you may incur that is a result of our failure to deliver the service expected, other than the booking value of the hire of the service, provided we have taken reasonable care in the provision of our services. It is our recommendation and the responsibility of the customer to have an adequate events Insurance policy to cover loss or damage caused by a supplier failing to deliver their service. 13.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent isrepresentation; for breach of your legal rights in relation to the services

        14. How we will use your personal information.

        14.1 This is as set out in our Privacy Policy.

        15. Other important terms

        15.1Transfer of rights. You need the Supplier’s consent to transfer your rights to someone else. You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing. 15.2 Nobody else has any rights under this contract. This contract is between you and Buttercup Bus Vintage Campers. No other person shall have any rights to enforce any of its terms. 15.3 Alternative dispute resolution. Alternative dispute resolution is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how we have handled any complaint, you may contact us to request our alternative dispute resolution provider. 15.4 These Terms & Conditions have Copyright protection. This website and its content is copyright of Vanilla Chinchilla Ltd T/A Buttercup Bus Vintage Campers – © [2022]. All rights reserved. Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:
        • you may print or download to a local hard disk extracts for your personal and non-commercial use only
        • you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material
        You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.   Last updated 03/02/2022 by Nathalie Selvon-Bruce to reflect updated copyright date.
      1. You can see the terms and conditions on our website here
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