At Black Crown Mobile Cigar Lounge, our goal is to provide every client and guest with a professional, comfortable, and memorable experience. The following policies help ensure that each event is properly planned, prepared, and executed.

By booking Black Crown Mobile Cigar Lounge and submitting a booking deposit, the client acknowledges and agrees to the policies outlined below.

Booking & Deposits

A 50% non-refundable booking deposit is required to secure your event date and time.

An event date is not considered reserved until the required deposit has been received and the booking has been confirmed by Black Crown Mobile Cigar Lounge.

The remaining balance must be paid no later than 7 days before the scheduled event, unless otherwise stated in your event agreement or invoice.

Bookings made within 7 days of an event may require payment in full at the time of booking.

Cancellations

Booking deposits are non-refundable because Black Crown reserves the requested date and time specifically for your event and may decline other booking opportunities once your reservation is confirmed.

If a client cancels an event more than 14 days before the scheduled event, any amount paid beyond the non-refundable deposit will be refunded, excluding any non-recoverable expenses specifically incurred for the event.

Cancellations made within 14 days of the scheduled event may result in the client being responsible for the remaining balance, particularly when event-specific products, staffing, travel arrangements, or other expenses have already been committed.

Any approved refund will exclude non-refundable or event-specific expenses already incurred on behalf of the client.

Rescheduling

We understand that plans sometimes change.

Clients may request to reschedule an event by contacting Black Crown as soon as possible. When reasonable notice is provided, the booking deposit may be transferred one time to a new available date occurring within 12 months of the original event date.

Rescheduling is subject to availability and is not guaranteed.

Requests made within 14 days of the scheduled event may be subject to additional charges if Black Crown has already incurred expenses specifically for the original event.

A second rescheduling request may require a new booking deposit.

Event Changes

Changes to the event location, package, requested services, guest count, event duration, setup requirements, or other significant booking details must be communicated to Black Crown as early as possible.

Changes may result in an updated quote or additional charges.

Select services may be added to any package. Custom pricing will apply.

Significant changes requested close to the event date may not be accommodated.

Event Time & Client Delays

Your reserved service time begins and ends according to the times stated in your confirmed booking.

Delays caused by the client, venue, guests, other vendors, or circumstances outside Black Crown's control do not automatically extend the scheduled service period.

We will make reasonable efforts to accommodate delays when possible, but additional service time may be considered overtime and subject to additional charges.

Overtime

Requests to extend the Black Crown experience beyond the contracted event time are subject to availability.

Overtime must be approved by Black Crown and may require additional payment before extended service begins.

Overtime rates will be communicated as part of the booking process or event agreement.

Travel & Service Area

Black Crown Mobile Cigar Lounge is based in Jacksonville, Florida and serves events throughout the surrounding areas of Florida and Georgia.

Travel beyond the included service area may be subject to additional mileage or travel fees.

Applicable tolls, parking fees, permits, overnight accommodations, or other unusual travel expenses may be added to the event quote when necessary.

All applicable travel charges will be communicated before the booking is finalized whenever reasonably possible.

Venue & Trailer Access

The client is responsible for ensuring that the event location can safely and legally accommodate the Black Crown Mobile Cigar Lounge trailer and associated equipment.

The location must provide adequate space and safe access for the tow vehicle and trailer to enter, maneuver, set up, operate, and depart.

The client is responsible for obtaining any necessary permission from the property owner, venue, event organizer, homeowners association, or other governing party before the event.

Black Crown reserves the right to refuse placement or operation of the trailer in any location determined to be unsafe, inaccessible, unstable, unlawful, or likely to cause damage to the trailer, tow vehicle, property, equipment, guests, or staff.

Setup & Breakdown

Black Crown requires reasonable access to the event location before and after the scheduled service period for setup and breakdown.

Setup and breakdown time are separate from the client's scheduled lounge experience unless otherwise stated.

The client should ensure that the designated setup area is accessible at the agreed-upon arrival time.

Delays caused by unavailable or obstructed setup areas may reduce available service time.

Weather & Outdoor Conditions

Because Black Crown is a mobile experience that may include outdoor seating, a lounge canopy, games, and other exterior amenities, weather conditions may affect portions of the scheduled setup.

Black Crown reserves the right to modify, delay, relocate, or discontinue outdoor elements when weather conditions—including high winds, lightning, heavy rain, flooding, extreme temperatures, or other hazardous conditions—create a safety concern.

Weather-related modifications to outdoor amenities do not automatically constitute cancellation of the entire event when the mobile lounge can continue operating safely.

If severe weather makes the entire event unsafe or impossible to perform, Black Crown will work with the client to determine an appropriate rescheduling option.

Age & Tobacco Policy

Black Crown complies with applicable federal, state, and local tobacco laws.

Tobacco products will not be sold or provided to anyone under 21 years of age.

Valid government-issued photo identification may be required before purchasing or receiving tobacco products.

Black Crown reserves the right to refuse a tobacco sale when age cannot be satisfactorily verified.

The client is responsible for communicating applicable age restrictions to their guests when tobacco service is included in the event.

The presence of guests under 21 at an event does not authorize them to purchase, receive, possess, or consume tobacco products from Black Crown.

Additional venue or event-specific age restrictions may apply.

Cigars & Event-Specific Inventory

Cigar availability may vary based on inventory and distributor availability.

When a client requests specific cigar brands, quantities, custom products, or other event-specific inventory, additional payment may be required in advance.

Special-order products purchased specifically for an event may be non-refundable once ordered.

Black Crown may recommend comparable alternatives when a requested cigar or product is unavailable.

Hookah & Additional Services

Hookah and other select services may be available by request and can be added to eligible packages for custom pricing.

Availability may depend on the event location, venue policies, applicable laws or regulations, and operational requirements.

Requesting an add-on does not guarantee availability until confirmed by Black Crown.

Alcohol

Unless specifically agreed otherwise in writing and permitted by applicable law, Black Crown does not sell or provide alcoholic beverages.

Clients and guests are responsible for complying with all applicable alcohol laws, venue policies, and event requirements regarding alcohol brought to or served at an event.

Booking Black Crown does not include alcohol service or authorization to consume alcohol at a location where it would otherwise be prohibited.

Black Crown reserves the right to discontinue service when alcohol-related behavior creates an unsafe environment for guests, staff, equipment, or property.

Smoking & Venue Restrictions

The client is responsible for confirming that cigar smoking, hookah use when applicable, and other requested Black Crown services are permitted at the event location.

Venue rules, property restrictions, fire codes, local ordinances, and event regulations may limit where smoking or certain services can occur.

Black Crown will comply with applicable restrictions and will not knowingly operate in violation of venue requirements or applicable law.

Guest Conduct & Safety

Black Crown is committed to providing a welcoming and enjoyable environment.

We reserve the right to refuse service or discontinue operations when a guest engages in threatening, violent, abusive, destructive, illegal, or unsafe behavior.

Black Crown may also discontinue service when conditions create an unreasonable risk to guests, employees, the trailer, tow vehicle, equipment, or surrounding property.

Stopping service because of serious guest misconduct or unsafe conditions caused by the client or their guests does not automatically entitle the client to a refund.

Damage & Excessive Cleaning

The client may be held responsible for damage to Black Crown property caused by the client or their guests beyond ordinary wear and tear.

This includes damage to the trailer, furniture, electronics, games, lounge equipment, décor, cigar equipment, exterior setup, or other Black Crown property.

Additional charges may also apply when excessive cleaning is required because of spills, stains, intentional misuse, or other conditions beyond normal event use.

Any damage or cleaning charges will be based on reasonable repair, replacement, or cleaning costs.

Personal Property

Guests are responsible for their own personal belongings.

Black Crown is not responsible for personal property that is lost, stolen, misplaced, or left behind at an event, except where responsibility is imposed by applicable law.

Guests should contact Black Crown promptly regarding items believed to have been left inside the mobile lounge.

Photography & Social Media

Black Crown may photograph or record portions of its event setup, trailer, décor, or services for marketing purposes.

We respect the privacy of our clients and their guests. Black Crown will honor reasonable requests not to photograph or publish identifiable clients or guests.

Private events, weddings, and other sensitive occasions may be subject to additional photography restrictions requested by the client or venue.

Circumstances Beyond Our Control

Black Crown will make reasonable efforts to perform all confirmed bookings as scheduled.

Events may occasionally be affected by circumstances outside either party's reasonable control, including severe weather, natural disasters, road closures, government restrictions, venue closures, emergencies, accidents, widespread utility disruptions, or other extraordinary circumstances.

When such circumstances prevent Black Crown from reasonably performing the event, we will work with the client toward an appropriate solution, which may include rescheduling or other remedies depending on the circumstances.

Black Crown Cancellation

If Black Crown must cancel an event because of circumstances within our reasonable control and cannot provide the contracted service, the client will have the option to reschedule the event or receive a refund of the amount paid for services Black Crown is unable to provide.

This provision does not apply when performance is prevented by client actions, venue restrictions not disclosed in advance, unsafe conditions created by the client or guests, or other circumstances addressed elsewhere in these policies.

Policy Acknowledgment

By submitting a booking deposit, the client acknowledges that they have reviewed and agreed to the Black Crown Mobile Cigar Lounge Event & Booking Policies and any additional terms contained in their event agreement, booking confirmation, or invoice.

Questions regarding these policies should be addressed before submitting the booking deposit.

Black Crown Mobile Cigar Lounge
Cigars. Culture. Connection.