Ceremony Service Terms

1. About the service

Akako House provides hosted Ethiopian coffee ceremony experiences for private gatherings, weddings, workplaces, universities, cultural programs, and related events. The ceremony is the core service. It may be fulfilled by qualified personnel or independent service providers operating under Akako House coordination and service standards.

Our goal is to provide a warm, organized, culturally respectful experience while meeting reasonable venue, safety, accessibility, and guest needs. Cultural practices vary by household, region, and occasion. Our ambassadors use approved explanations and do not represent that one presentation is the only expression of Ethiopian coffee culture.

2. What is included

The accepted quote defines the services included in the booking. Depending on the quote, the service may include ceremony equipment and presentation materials, coffee preparation and service, approved accompaniments, setup, cleanup, and service by one or more Cultural Ambassadors.

Anything not stated in the accepted quote is not included. Additional guests, service stations, service time, travel, parking, venue charges, special equipment, food items, custom décor, or other additions may require written approval and an adjusted price.

Guest counts are planning estimates unless the quote states a guaranteed capacity. The customer must promptly notify Akako House of a material change in attendance. We may limit service to the capacity and duration stated in the quote when an increase cannot be safely or reasonably accommodated.

3. Tea accommodation and guest inclusion

Premium tea may be available as a considerate accommodation for guests who do not drink coffee. Tea is not offered as a separate ceremony or independent service line and does not replace the Ethiopian coffee ceremony as the central experience. The customer should discuss the expected quantity and any ingredient concerns during planning. Availability is guaranteed only when the accommodation is included in the accepted quote or confirmed by Akako House in writing.

Tea guests receive the same warmth and hospitality as coffee-drinking guests.

4. Customer responsibilities

The customer or authorized event contact must:

- provide accurate event, contact, venue, timing, attendance, access, and safety information;
- have authority to approve the booking and provide event instructions;
- obtain required venue permission for Akako House's presence, setup, heat method, food or beverage service, photography, loading, and cleanup;
- provide safe and timely access to the agreed service area;
- disclose relevant venue restrictions, stairs, long carries, parking rules, security requirements, power or water limitations, and required certificates;
- provide a stable, reasonably clean area with safe guest circulation and unobstructed exits;
- communicate known allergies, accessibility needs, child-safety concerns, and other material guest requirements before the event; and
- identify an onsite decision-maker who can approve reasonable operational adjustments.

The customer is responsible for delays, added expenses, or reduced service caused by inaccurate information, denied access, unavailable promised facilities, undisclosed venue restrictions, or material changes outside Akako House's control.

5. Electric coffee roasting, frankincense, and venue safety

The ceremony ordinarily uses an electric stove for roasting coffee and preparing the beverage. When requested, included in the accepted quote, and permitted by the venue, a small charcoal disc may be used to burn frankincense as part of the traditional presentation.

Coffee roasting, steam, and frankincense may produce aromas or smoke that affect sensitive building systems. Before the ceremony, the customer must inform the venue about these activities, confirm that they are permitted in the designated ceremony area, and disclose applicable restrictions communicated by the venue. Customer approval does not replace authorization required from the venue or applicable authorities.

If the venue prohibits roasting or incense, authorization is unclear, or Akako House determines that conditions are unsuitable, Akako House may use a reduced-smoke method, pre-roasted coffee, an incense-free presentation, or another reasonable alternative. A safety-based adjustment that reasonably preserves the ceremony experience is not a failure to provide the ceremony and does not, by itself, entitle the customer to a refund.

No customer, guest, Cultural Ambassador, or other unauthorized person may cover, disconnect, disable, move, obstruct, reset, or tamper with a smoke detector, fire alarm, sprinkler, ventilation control, or fire-suppression system. Only personnel legally authorized and qualified by the venue or applicable authority may operate, isolate, reset, or modify those systems.

Akako House may pause, relocate, modify, or stop roasting, frankincense use, or other service when an alarm activates, smoke accumulates unsafely, the venue objects, authorization is unclear, or conditions create an unreasonable risk to people or property. Everyone must follow venue instructions and applicable emergency procedures if an alarm or fire-suppression system activates.

Responsibility for false-alarm charges, emergency-response fees, cleanup expenses, property damage, or related costs will be determined according to the cause, the information and restrictions disclosed before the ceremony, each party's acts or omissions, and applicable law. The customer is responsible to the extent costs result from inaccurate venue information, undisclosed restrictions known to the customer, missing permissions the customer agreed to obtain, or instructions contrary to the agreed safety plan. Akako House remains responsible to the extent costs or losses result from its negligence, willful misconduct, or unauthorized departure from its procedures. Nothing in this section limits liability that cannot lawfully be limited.

6. Food, beverage, and allergens

Akako House uses approved products and reasonable hygiene and cross-contact controls. Ingredient and allergen information is provided from available labels or approved recipes and is not guessed.

Because services may occur in shared venues and use products prepared or packaged by third parties, Akako House cannot guarantee an allergen-free environment. Customers and guests with severe allergies or medical dietary requirements should contact Akako House before accepting the quote and make decisions appropriate to their circumstances. Akako House does not provide medical advice.

7. Cultural Ambassador assignment

A temporary service reservation is not a confirmed Cultural Ambassador assignment. Akako House confirms the assignment as the booking progresses through quote acceptance and required payment steps.

The named or anticipated ambassador may become unavailable because of illness, emergency, compliance status, travel disruption, or another circumstance outside reasonable control. Akako House may assign a comparably qualified replacement. We will inform the customer of a material substitution. If we cannot provide a suitable replacement, the customer may choose a reasonable reschedule or receive a refund of amounts paid for services not provided.

8. Schedule and changes

The customer must ensure the event schedule permits the agreed access, setup, ceremony, and cleanup windows. Akako House is not responsible for reduced service caused by late venue access, earlier programming overruns, or customer-directed delays.

Changes affecting price, time, guest capacity, staffing, location, travel, safety, or deliverables must be approved in writing. Akako House may decline a late change that cannot be delivered safely, legally, culturally, or operationally. Onsite requests are subject to ambassador authority and may require later billing when the customer authorizes additional work.

9. Accessibility and respectful conduct

Akako House makes reasonable efforts to support mobility, sensory, dietary, language, and religious needs within safety and the agreed scope. Please provide advance notice so accommodations can be planned.

Customers, guests, venue personnel, and Akako House representatives must interact without harassment, threats, discrimination, abuse, or cultural disrespect. Akako House may stop service when serious misconduct continues after a reasonable warning or presents an immediate safety concern.

10. Photography, testimonials, and media

Booking or accepting a ceremony does not give Akako House permission to use identifiable customer or guest images, recordings, testimonials, event details, or private venue content for marketing. Marketing use requires separate, appropriate authorization. Venue permission does not necessarily replace individual consent, particularly for minors or private events.

Guests may photograph for personal purposes when permitted by the host and venue, provided they do not interfere with safety, service, or the dignity of participants.

11. Complaints and service recovery

Questions or concerns should be sent to [email protected] as soon as practicable. For an issue during the event, notify the Field Lead or Cultural Ambassador promptly so immediate needs can be addressed.

Akako House will review the event record, customer information, Cultural Ambassador assignment records, and other available evidence. Remedies may include correction, follow-up, credit, partial refund, rescheduling, or another proportionate response. Only an authorized Akako House representative may promise a financial remedy.

12. Disruption and force majeure

Neither party is responsible for delay or failure caused by events beyond reasonable control, including severe weather, government restriction, utility outage, venue closure, transportation disruption, public emergency, or sudden illness that cannot reasonably be covered.

The parties will first consider a safe operational adjustment or reschedule. Refunds, credits, and committed third-party costs will be handled under the Cancellation, Rescheduling, and Refund Policy and any event-specific quote terms.

13. Limitation and governing law

To the maximum extent permitted by law, Akako House's aggregate liability arising from a ceremony booking will not exceed the amount the customer paid to Akako House for that booking. This limitation does not apply where liability cannot legally be limited, including liability resulting from gross negligence, willful misconduct, or another non-waivable obligation.

These terms are governed by Virginia law, without regard to conflict-of-law rules. The parties will first attempt in good faith to resolve a dispute through written communication. Any court proceeding will be brought in a court with lawful jurisdiction over the dispute.

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