Reservations & Event Policies
We keep our policies simple and human. Here is how reservations, payments, and event logistics work at BiteHaus.
Reservation deposits
Standard event services are reserved online with a deposit of $200–$250, depending on the service — the exact amount is shown at checkout. Your deposit is applied in full toward your final event total — it is never an additional fee. Custom events quoted over $1,500 (weddings with extensive coordination, large grazing tables, multi-service events, centerpiece installations) are reserved with a 30% deposit after the proposal is approved.
Deposits are non-refundable, but they are flexible — see Cancellations & rescheduling below. And if we're ever unable to confirm availability for your requested date, your deposit is refunded in full.
Final balance
Your remaining balance is due 14 days before your event. Events reserved within 14 days of the event date are invoiced for the full balance at booking. Final pricing reflects your confirmed guest count, location, service time, and selected enhancements.
Guest counts
Final guest counts are confirmed through your planning form and locked 7 days before your event. Increases after that point are accommodated whenever possible and billed at your per-guest rate; decreases inside the final week can't reduce the confirmed total, as ingredients are already sourced for your count.
Cancellations & rescheduling
Your deposit reserves your date exclusively — once you book, we turn other events away for that date. For that reason, deposits are non-refundable, but we keep them flexible:
- Need a new date? Your deposit transfers to a new date once, free of charge, with at least 14 days' notice — subject to availability.
- Cancelling 30 or more days out? Your deposit converts to a credit toward any BiteHaus service, valid for 12 months.
- If BiteHaus can't serve your date for any reason, your deposit is refunded in full.
Cancellations within 14 days of the event forfeit amounts paid, as ingredients are sourced and staffing is committed to your date.
Availability & lead time
Online reservations require at least 7 days' notice, and popular dates fill early. Your date is confirmed within one business day of reserving — in the rare case we can't accommodate it, your deposit is refunded in full or moved to a date that works. Working on shorter notice? Contact us for rush availability.
Travel & service area
BiteHaus serves St. Petersburg and the greater Tampa Bay area, with travel included within 25 miles of St. Petersburg. Events beyond that are quoted with a simple travel fee in your proposal — never a surprise on the invoice.
Venue, setup & breakdown
Setup and breakdown are included with staffed services. Grazing tables are assembled onsite before guest arrival on a clean, accessible surface provided by the venue unless a table rental is included in your package. We typically arrive 60–90 minutes before service; your planning form confirms load-in access, elevators or stairs, and power needs for any station that requires it.
Outdoor events & weather
Florida sun and fine cheese are not friends. Outdoor services require shade or cover — cheese, chocolate, and fresh ingredients can't sit in direct sun or summer heat — and we'll confirm your setup location in the planning form. If weather forces a change, we'll work with you: a covered relocation onsite when possible, or a date transfer under the rescheduling terms above.
Food safety, allergens & dietary needs
BiteHaus is licensed, insured, and ServSafe certified. Dietary accommodations are collected in your planning form. Items are prepared in a kitchen that handles milk, tree nuts, wheat, and other allergens; while we take care to separate ingredients, we cannot guarantee the absence of cross-contact. Perishable items are best enjoyed within 2 hours of being set out unrefrigerated.
BarHaus & client-provided alcohol
BarHaus operates on a client-provided-alcohol model: you purchase the alcohol (we send a shopping list built from your cocktail menu), and BiteHaus provides the bartenders, the styled bar setup, fresh garnishes, tools, and polished service from first pour to last call. Because the alcohol remains yours, your venue's alcohol policies apply — check with them early, and we'll coordinate any requirements in your planning form. Our bartenders serve responsibly and reserve the right to decline service to underage or visibly intoxicated guests.
Drop-off & unattended orders
Platters, cups, and centerpieces are delivered styled and ready to serve; delivery details are confirmed after ordering. Once delivered or picked up, storage and serving conditions are in your hands — keep everything refrigerated until serving, and enjoy within 2 hours of setting out. Direct orders may be cancelled or changed up to 72 hours before delivery for a full refund; inside 72 hours, your order is already in preparation and is non-refundable.
Late access & client delays
If venue access is delayed or your event runs past the booked service window, we'll keep the experience going whenever our schedule allows — extended time is billed at the service-extension rate confirmed in your planning form.
The unexpected
If events truly beyond anyone's control — severe weather emergencies, natural disasters, or similar — prevent us from serving your event, your deposit is credited in full toward a new date within 12 months.
Questions about any of this? We're happy to walk you through it.