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?

SECTION 2: EVENT OVERVIEW, BUDGET & SERVICE DIRECTION

Event Type:

Will you need catering for any related events? (select all that apply)

SECTION 3: VENUE ACCESS, LOGISTICS, TIMELINE & DIETARY NEEDS

Dietary Restrictions, Allergies, Cultural, or Religious Needs:

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

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:

Dietary Restrictions (e.g., Vegan, Halal, Allergies):

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: VACATION RENTAL, BNB, SHORT-TERM & LONG-TERM STAY SERVICES

Kitchen Equipment / Refrigerator / Freezer Space Available:

Desired meals, access, gate code, parking, quiet hours, house rules, trash/cleanup, vendor insurance/deposit requirements, and emergency contact:

SECTION 10: COASTAL, BEACH HOUSE & WATERFRONT EVENT SERVICES

Coastal Catering Service Level

Coastal & Beach Event Enhancements

Exact beach/property location; access; permits; weather contingency; power/water/ice; HOA/property rules; cleanup; travel and overnight needs:

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:

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.
• Second Payment: 25% is due 60 days before the event.
• Final Balance: Due 14 days before the event.
• Events Booked Within 30 Days: 100% is due at booking.
• Accepted Payments: 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.
• Late Payments: Past-due balances accrue 1.5% per month, and events not paid in full by the due date may be cancelled.
• Proposal Validity: Proposals are valid for 14 days. Pricing is locked once the retainer 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.
• 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.
• Galveston, Beach, Coastal & Waterfront Events: A flat $350 coastal logistics fee covers transport, ice, and extended setup and breakdown.
• BNB & Vacation-Stay Services: Travel fees apply based on distance. Multi-day stays include a daily service fee, quoted per booking.
• 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.

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.

Weather & Unforeseen Events

• Outdoor Events: A backup plan (tent or indoor space) must be arranged by the client.
• Circumstances Beyond Our Control: If severe weather, hurricanes, emergencies, or government orders prevent the event, payments are credited toward a new date within 12 months.

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?

Your information is used only to prepare your proposal and is never sold or shared.

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.