PLANNING EVENT & POLICIES

Catering Policy 

All catering orders will begin with a consultation. During the consultation, details will be provided for your specific needs. The policies below are effective for all confirmed orders.

Menu Selections

Menu selections are to be finalized no later than two weeks (14 days) prior to your event date. 

Deposits & Guaranteed Minimum Guest Cost

Your cost sheet reflects a guaranteed minimum guest count. Your non-refundable 50% deposit secures your date and City Soul’s services and is based upon the guest count.  Your minimum guest count is not eligible for a reduction in guests beyond two weeks (14 days) of the start of your event.  You will be responsible for 100% of the Guaranteed Minimum Guest Count.  The 50% security deposit is due upon acceptance of your cost sheet and menu.

Rush orders (events occurring week of request)

Full payment must be made at the time invoice is issued to confirm order.
Orders placed the week of your event will acquire an additional fee starting at $25.00. Note: Fees will increase depending on party size.

Tastings
 

After reviewing your cost sheet and customized menu a tasting may be scheduled with the event planner/owner and one guest at your request. Once the cost sheet is confirmed an additional invoice is provided detailing the menu options and price of the tasting. Each tasting starts at a minimum of $50. The client has 3-days after the tasting to confirm the event invoice/menu. 

Payments
 

Final payments made less than 7-days prior to the event date will result in an additional fee starting at $25 per day until the payment is made.

Booking an Event

To properly plan and ensure the success of your event, please reserve the date as soon as possible. City Soul will do our best to accommodate any last minute events, but we cannot guarantee the availability of all menu items. Please note that Saturdays and Sundays are not considered business days for the purpose of booking, confirming, or altering a previously booked event.

Delivery Fees

An additional delivery fee is applied to orders requiring drop-off. All delivery starts at $20 and increases depending on location. Delivery starts at $75 for all large catering orders over 75 guests. Large catering orders requiring the team to set up and return to breakdown will start at $100.

Set up Fees

Event setup starts at $400 and increases depending on guest count & number of menu options for elegant metal chafing pans, chafing fuel, serving utensils, minimal table decor, & table menu.

Event setup starts at $200 and increases depending on guest count & number of menu options for regular aluminum chafing pans, chafing fuel, serving utensils, minimal table decor, & table menu.

Event set-up starts at $500 and increases depending on guest count & number of menu options for appetizers/hors d’oeuvres. Set-up includes a variety of elegant stands, chafing dishes, decor, chafing fuel, serving utensils and table menu. Please note - Food servers may be hired separately to assist with replenishing the buffet station. 

 

Rentals

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Chafing Pans and/or drink dispensers can be rented from City Soul to assist with set-up for drop off delivery. Set-up is not included. 
City Soul will return to retrieve rentals after each event has concluded.  

Prices
-  $25 each per day - 9qt Full Pan Size Rectangular Chafing Metal Dish (Includes Silver & Black, Silver & Gold, or Silver & Gray)

-  $20 each per day - 4qt Half Pan Size Round Chafing Metal Dish (Includes Silver Color) 

-  $15 each per day - 3.5 Gallon Clear Drink Dispenser 

 

Plates & Flatware

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Disposable plating, cutlery, cups, & napkins can be included in set-up/drop-off delivery for an additional fee depending upon the options selected from the event planner/guest of honor. 
 

Event Servers

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Event servers are available to provide buffet service, plating service, and/or passed hors d’oeuvres service. Minimum hiring time is 5 hours. 
Event service rates provided below: 
$50 per hour/per event staff 

Food Allergies 

City Soul is not responsible for any food allergies not specified on the Catering Request form or during the consultation. 

Damages and Loss

City Soul is not responsible for damages or loss of food products once picked-up or delivered. 

Cancellation Policy 

City Soul has the right to cancel an event the day of if we are unable to fulfill the order due to lack of equipment, working spaces, or any terms and conditions discussed during the consultation but not carried out once on site.

City Soul has the right to cancel an event if it’s deemed not safe for staff to work the event. These cancellations will result in a no refund to the customer. 

If for any reason City Soul is unable to fulfill the catering order, we will inform you as soon as possible and provide you a full refund for all payments made.

Rescheduling of service 7 days prior to the customers event is subject to availability. Rescheduling 7 days or less prior to the customers event will be subject to availability and additional fees to cover the cost of perishable food items purchased. 

Inclement Weather Policy

In the event of inclement weather, City Soul reserves the right to cancel a contract on the day of the event if road conditions are deemed unsafe by MDOT. If the catering event could go forward, but the customer decides to cancel their event for any weather-related reason, the customer will be required to inform the caterer 48 hours in advance to receive 50% of the full payment paid. If the customer does not cancel within the 48 hour period, the customer will be billed the full charge for the event. 

Leftovers

Food prepared and provided by City Soul belongs to the receiving customer, and any unused food items are not returnable. Our full service package includes wrapping and packing of all leftovers under the food safety guidelines set forth by the MD State and Local Health Department. City Soul will use all proper handling of any and all menu items not consumed by guests onsite. You, “the Customer,” agree to hold City Soul harmless from any and all causes that may arise from the consumption of any of your leftover foods.