EBONY EYES SOUL FOOD

SECTION 1: CLIENT, DECISION & CONTACT INFORMATION

Authorized Person for Menu, Headcount, Pricing, or Timeline Changes:

How did you hear about Ebony Eyes Soul Food? *

What is most important when selecting your caterer?

QUICK OFFICE MEAL ORDER DETAILS

SECTION 2: EVENT OVERVIEW, BUDGET & SERVICE DIRECTION

Event Type:

SECTION 3: VENUE ACCESS, LOGISTICS & TIMELINE

DIETARY NEEDS

Dietary Restrictions, Allergies, Cultural, or Religious Needs:

Severe allergy, special meal, substitution, and leftover instructions:

Allergen Notice: Our kitchen handles nuts, shellfish, dairy, eggs, and gluten. We take care to prevent cross-contact but cannot guarantee an allergen-free kitchen.

SECTION 4: THE MAIN FEAST — DESIGN YOUR CUSTOM MENU

At Ebony Eyes Soul Food, every menu is a bespoke creation tailored to your taste and event vision. Build your dream feast below!

Appetizers / Welcome Bites (Custom Requests):

Main Entrées & Proteins (Custom Requests):

Sides & Accompaniments (Custom Requests):

Special Culinary Requests & Fusions:

POPULAR & PREFERRED SELECTIONS — SELECT ALL THAT APPLY

A. Preferred Appetizers & Welcome Bites

B. Preferred Main Entrées & Proteins

C. Breakfast & Brunch Selections (For Morning Events & Workshops)

D. Preferred Sides & Accompaniments

E. Elevated Food Service Enhancements (Optional)

F. Family / Client-Provided Food Styling Services

Note: Outside food must arrive fully prepared due to food safety regulations.

SECTION 5: BEVERAGES & LIBATIONS — DESIGN YOUR DRINK MENU

Custom Lemonades & Teas:

Signature Punches / Mocktails & Custom Mocktails Special Orders:

Infused Waters or Other Requests:

POPULAR & PREFERRED BEVERAGE SELECTIONS

SECTION 6: THE SWEET FINALE — DESIGN YOUR DESSERT MENU

Cakes, Cobblers & Puddings:

Bite-Sized Treats (Shooters, Cookies, Minis):

Custom Dessert Stations & Requests:

SECTION 7: DINING STYLE, PRESENTATION & DINNER SERVICES

Presentation & Styling Vision:

Choose Your Catering Service Level:

Popular & Preferred Presentation Selections

Buffet & Food Display Foundations

Premium Chafers, Servingware & Tabletop Details

Courses, Hospitality & Guest Experience

Location-Specific Presentation

Buffet Tiers & Styling Packages — Choose One

SECTION 8: ELITE HOSPITALITY, CONCIERGE & LOGISTICS

Custom Concierge Requests:

Professional Event Staffing & On-Site Management

Logistics & Peace-of-Mind Packages

SECTION 9: RECURRING MENU & MEAL PROGRAMS

Menu Rotation Preference / Review Needs:

SECTION 10: CORPORATE, GOVERNMENT & INSTITUTIONAL DETAILS

Organization Event Purpose:

Payment Method:

Required Documents Before Award or Payment:

SECTION 11: FULL-SERVICE EVENT PLANNING, DESIGN & LUXURY DÉCOR

Partnered with Jazzy Events & Decor

Custom Event Design & Décor Vision:

SECTION 12: DINING ROOM DÉCOR, TABLESCAPES & GUEST TABLE DESIGN

Partnered with Jazzy Events & Decor

This section is separate from catering food presentation and buffet styling.

Dining Room Décor Vision:

Dining Room Rental & Setup Services

Existing Venue Tables / Chairs Available:

Additional dining-room décor notes, inspiration, or non-negotiable details:

SECTION 13: PREMIUM ENTERTAINMENT & AUDIO PRODUCTION

Music U Like Entertainment with DJ Gee Slim TX

Entertainment & Production Vision:

OFFICE MEAL & RECURRING PROGRAM POLICIES

Minimum Order

• $400 or 15 guests, whichever is greater.

Order Notice

• Standard: 72 hours before delivery.
• Rush (24 to 72 hours): accepted based on availability, with a 15% rush fee.
• Holidays (Thanksgiving, Christmas, Easter, Mother's Day, Juneteenth): orders are due 10 days in advance and paid in full at ordering.

Delivery & Setup Fee (within 20 miles of Houston)

• Distance: add $75 for 21 to 60 miles, $200 for 61 to 100 miles, or $2.00 per mile round trip beyond 100 miles.
• Recurring programs of 8 weeks or longer, and prepaid programs, receive free delivery.

Payment

• Orders are paid in full at ordering, or per Purchase Order terms for government clients (typically Net 30).
• Recurring programs: billed per delivery, weekly, or monthly as selected on this form. Invoices are due on receipt unless your Purchase Order or contract states otherwise.
• Payments may be made by bank draft (ACH) directly from your invoice, Zelle, Cash App, debit card, or credit card. Bank draft, Zelle, Cash App, and debit card payments have no processing fee. A 3% processing fee applies to credit card payments. Checks are not accepted.

Cancellations

• 72 hours or more before delivery: full refund.
• 24 to 72 hours before delivery: 50% refund.
• Less than 24 hours: no refund.
• Government clients: the PO or contract termination terms apply.
• Recurring programs: a single delivery may be skipped or changed with 72 hours' notice. Ending a program requires 14 days' written notice.

Sales Tax

• Texas sales tax applies. Tax-exempt organizations must provide an exemption certificate before delivery.

Allergen Notice

• Our kitchen handles nuts, shellfish, dairy, eggs, and gluten. We take care to prevent cross-contact but cannot guarantee an allergen-free kitchen.

Food Safety

• Food should be served within 2 hours of delivery. Once food is delivered, the client is responsible for holding and serving it safely.

SECTION 14: KEY POLICIES

Clear expectations make for a flawless event. Please review the policies below.

Booking & Payment Schedule

• Retainer: 30% of the estimated total (minimum $1,000) is due at signing and is non-refundable. Your date is reserved once the retainer is received.
• Balance: The remaining balance is invoiced and due within 15 days of the invoice date.
• Government Clients: Your date is secured upon receipt of a signed Purchase Order or contract award. Payment follows PO terms, typically Net 30.
• Accepted Payments: Invoices may be paid by bank draft (ACH) directly from the invoice, Zelle, Cash App, debit card, or credit card. Bank draft, Zelle, Cash App, and debit card payments have no processing fee; a 3% processing fee applies to credit card payments. Government clients may pay by P-Card or per PO terms. Checks are not accepted.
• Late Payments: Past-due balances accrue 1.5% per month.
• Proposal Validity: Proposals are valid for 14 days. Pricing is locked once the retainer or PO is received.

Final Guest Count

• Due Date: Your final guaranteed count is due 14 days before the event.
• Changes: Counts may increase afterward (at current pricing, subject to availability) but may not decrease.
• Billing: Billing reflects the guaranteed count or actual attendance, whichever is higher.

Menu & Pricing

• Menu Lock: Your menu is finalized 30 days before the event.
• Market-Price Items: Seafood, lobster, lamb, and all beef items (including brisket, prime rib, steaks, short ribs, and oxtails) may be adjusted if supplier costs rise more than 10%.
• Substitutions: If an ingredient becomes unavailable, we will substitute an item of equal quality with notice.

Private Tastings

• Fee: $150 for up to 2 guests, plus $50 per additional guest (maximum 4). Tasting fees are non-refundable.
• Scheduling: Tastings are scheduled after your proposal is delivered.

Client-Provided Food

• Prior Approval: Outside food is welcome only with written approval from Ebony Eyes Soul Food before the event.
• Arrival: Dishes must arrive fully prepared, in food-safe containers, labeled with the dish name and allergens.
• Kept Separate: Client-provided food is stored, labeled, and served separately from Ebony Eyes Soul Food dishes.
• Handling Fee: If our team plates, styles, holds, or serves client-provided food, a handling fee applies (starting at $150 or $2 per guest, whichever is greater).
• Food Safety: Ebony Eyes Soul Food is not responsible for the preparation, safety, or quality of client-provided food.

Service Charge, Gratuity & Tax

• Service Charge: A 20% service charge applies to full-service events and covers planning, coordination, and operations. It is not a gratuity.
• Gratuity: Optional, at your discretion, and paid directly to service staff.
• Sales Tax: Texas sales tax applies to taxable items. Tax-exempt organizations must provide an exemption certificate before the event.

Staffing & On-Site Overtime

• Included Staffing: Staffing is included for the contracted service hours based on your service level and guest count.
• Overtime Blocks: Overtime is billed in 4-hour blocks per staff member at the rates below. Any time beyond the contracted end time begins a new 4-hour block.

• Your Authorized Contact: The person named on this form as authorized for timeline changes is the only person who may approve overtime on event day.
• Advance Notice: Our Event Captain will check in with your Authorized Contact 30 minutes before the scheduled end time and provide the overtime total.
• Written Approval: Overtime must be approved in writing, by signature, text, or email, before service continues.
• Immediate Payment: Approved overtime is payable immediately, before the extended service begins, by card on file or instant payment. Government clients with an approved overtime allowance on the PO will have overtime added to the final invoice with the signed authorization attached.
• If Overtime Is Declined: Service will conclude gracefully at the contracted end time.
• Delays: Delays caused by the venue, program schedule, or late guest arrival are billable as overtime.

Travel & Service Area

• Base Service Area: $75 travel fee within 20 miles of Houston.
• 21–60 Miles: $125 travel fee.
• 61–100 Miles: $250 travel fee.
• Over 100 Miles: $2.00 per mile, round trip.
• Staff Lodging: Required for events more than 2 hours away or longer than 10 service hours; billed at cost or provided by the client.
• Permits: The client is responsible for any venue, HOA, beach, or park permits.

Cancellation

• Written Notice: All cancellations must be submitted in writing.
• More Than 90 Days Out: The retainer is retained.
• 31–90 Days Out: 75% of the total is due.
• 30 Days or Less: 100% of the total is due.
• Government Clients: The contract termination clause applies, with reimbursement for food purchased and labor scheduled.

Date Changes

• One Complimentary Change: Allowed when requested more than 60 days out and the new date is available; your retainer transfers.
• Additional or Late Changes: A $250 rebooking fee applies, repriced at current rates.
• Time Limit: The new date must be within 12 months of the original date.

Unforeseen Events

• Circumstances Beyond Our Control: If severe weather, emergencies, or government orders prevent the event, payments are credited toward a new date within 12 months, or handled per contract terms for government clients.

Food Safety & Leftovers

• Serving Time: Buffet food is displayed for no more than 2 hours for food safety.
• Leftovers: When safe, leftovers may be packaged for the client, who assumes responsibility once food leaves our care.
• Allergies: We take allergies seriously but cannot guarantee an allergen-free kitchen. Please disclose severe allergies on this form.

Rentals & Damage

• Rental Items: The client is responsible for lost or damaged rental items, including chafers, décor, linens, and tableware.
• Décor Damage Deposit: Décor and styling packages require a refundable damage deposit, due with your final balance: Under $2,500: $250 • $2,500 – $5,000: $500 • $5,000 – $10,000: $750 • Over $10,000: $1,000 or 10% of the décor total, whichever is greater. The deposit is refunded in full within 7 days after the event once all items are returned in good condition. Missing or damaged items are deducted at replacement cost, and any amount above the deposit will be invoiced.

Photography

• Marketing Use: Ebony Eyes Soul Food may photograph food and setups for marketing. Guest faces will not be featured without permission.

SECTION 15: FINAL NOTES & SUBMISSION

Final Notes / Special Instructions:

May we contact you with seasonal menus, tasting invitations, special offers, and event-planning inspiration?

WHAT HAPPENS NEXT

Once your completed Event Intake & Service Selection Form is received, Ebony Eyes Soul Food will review your selections, event details, guest count, venue logistics, and requested services.

A customized catering proposal will be provided within 3 business days of receiving a completed form.

Please note: Submission of this intake form is a request for proposal only and does not reserve your event date. Your date is secured only after the proposal is accepted, the service agreement is signed, and the required retainer has been received or the required procurement authorization is complete.