Policies &

Booking Your Event

To officially reserve your event date, both a signed contract and required 50% deposit are required. Dates are booked on a first-come, first-served basis and are not guaranteed until both items are received. Events requested with limited notice may be subject to expedited planning, menu, or staffing fees based on availability.

Payments & Final Balance

Your proposal will outline all estimated charges, including menu selections, staffing, service charge, delivery, rentals, applicable taxes, and any approved enhancements. A non-refundable 50% deposit is required to secure services. Final payment is typically due prior to the event date, as outlined in your contract.

Guest Count & Final Details

A final guaranteed guest count is required by the deadline listed in your contract, typically 10 days before the event. This number becomes the minimum number used for final billing. Increases may be accommodated, when possible, but reductions after the deadline may not be reflected in pricing. Final menu selections, timeline, setup needs, venue access, and service details must also be confirmed before the event.

Menu Selections & Dietary Needs

Our menus are thoughtfully curated and may be customized based on event style, guest preferences, and seasonal availability. We are happy to accommodate common dietary needs when requested in advance, including vegetarian, vegan, gluten-free, and allergy-conscious options. While we take care in preparation, we cannot guarantee an allergen-free environment.

Service Styles

Otterly Gingertastic offers multiple service formats. Service style will determine staffing, setup time, equipment needs, and overall pricing.

• Buffet Service
• Plated Dining
• Cocktail Receptions
• Grazing Boards
• Hors d’Oeuvres
• Stations & Specialty Displays
• Drop-Off Catering

Staffing & Hospitality Team

Staffing is based on guest count, menu complexity, venue layout, service style, and event timeline. Your event may require servers, bartenders, culinary staff, event captains, or support staff. Staffing minimums may apply to ensure professional setup, service, maintenance, and breakdown.

Beverage Service

Beverage service may include water, tea, lemonade, coffee, mocktails, specialty beverages, or other curated non-alcoholic options. Alcohol service, when available or client-provided, must comply with venue rules and applicable Texas laws. Licensed bartending, permits, insurance requirements, or security may be required depending on the event.

Venue Requirements

The client is responsible for confirming that the venue allows outside catering and provides adequate access for setup, service, and breakdown. Venue requirements may include proof of insurance, vendor forms, kitchen access, prep space, electricity, water, loading access, trash disposal, and specific setup or breakdown rules. Any venue-related charges, restrictions, or required permits are the client’s responsibility unless otherwise stated.

Setup, Service & Breakdown

Setup time depends on the size and complexity of the event. Access to the venue must be arranged in advance. Our team will set up designated catering areas, maintain service throughout the contracted service period, and complete breakdown of our equipment and service items at the end of the event. Additional time on-site may result in added labor fees.

Rentals & Specialty Equipment

Some events may require rentals or specialty equipment, including linens, china, glassware, flatware, chafing dishes, serving pieces, tables, décor accents, or kitchen equipment. Rental items must be returned in proper condition. Missing, damaged, or excessively soiled items may result in replacement or cleaning fees.

Changes, Revisions & Additions

We understand that event details can evolve. Menu, timeline, guest count, and service changes should be submitted as early as possible. Changes requested after final confirmation may be limited by availability and may result in additional costs.

Cancellations & Postponements

All cancellations or postponements must be submitted in writing. Retainers are non-refundable. Additional cancellation charges may apply for food, labor, rentals, administrative work, or third-party commitments already secured for the event. When possible, we will work with clients to reschedule based on availability.

Weather & Outdoor Events

For outdoor events, the client must provide a suitable backup plan in case of rain, extreme heat, wind, cold, or unsafe conditions. Otterly Gingertastic reserves the right to adjust setup or service if weather conditions create safety, food quality, or operational concerns.

Food Safety & Leftovers

Food safety is a priority. Our team follows professional food handling, temperature control, and sanitation procedures. Leftover food may be packaged only when safe and permitted by applicable guidelines. Once food is released to the client or guests, Otterly Gingertastic is not responsible for improper handling, storage, or consumption.

Allergies & Special Requests

Clients must notify us of allergies, dietary restrictions, or special food concerns in advance. We will make reasonable efforts to accommodate requests; however, our kitchen may handle common allergens including dairy, eggs, wheat, soy, nuts, seafood, and other ingredients.

Damages, Losses & Guest Conduct

The client is responsible for damage, loss, or excessive cleaning related to catering equipment, rentals, service areas, or property caused by guests, vendors, or venue conditions. Otterly Gingertastic reserves the right to discontinue service if unsafe, abusive, or inappropriate conduct occurs.

Photo & Media Use

Otterly Gingertastic may photograph food displays, setup details, and event presentation for portfolio, website, social media, and marketing purposes. Clients who prefer private service or limited photography may submit that request in writing before the event.

Communication & Event-Day Contact

A primary event contact must be designated before the event date. This person should be available during setup and service for questions, approvals, and timeline coordination. Clear communication helps our team deliver the event smoothly and professionally.

Our Hospitality Standard

Every event is a privilege. Our goal is to provide food that feels memorable, service that feels effortless, and hospitality that reflects care in every detail. Otterly Gingertastic is committed to creating elevated, polished, and thoughtfully executed catering experiences across Dallas–Fort Worth and beyond.