Our Policy
-
We request that picnics be booked at least 10 days in advance. If you have a last-minute request, please call or text for the fastest response. We will always do our best to accommodate when possible. A rush fee may apply for picnics or events booked less than 48 hours in advance. Please note that most food add-ons require at least one week’s notice.
-
Clients are responsible for any loss or damage to picnic inventory, up to and including the full replacement value of each item. Any damage, loss, or excessive cleaning required after the event may result in additional fees charged to the client. This includes stains caused by items such as red wine or other staining products on furniture, blankets, or décor.
-
We do not offer refunds once payment has been received. If you need to reschedule your picnic, you must notify us at least 72 hours before your scheduled picnic, and the new date must be scheduled within 90 days of the original date.
-
Painting is not permitted during picnics unless the painting add-on option is booked. If you would like to bring your own painting materials, we can set up a separate painting area for an additional fee.
-
Weather is outside of our control. We closely monitor the forecast leading up to your scheduled picnic and may reschedule or move the picnic indoors if necessary. Travel fees may apply depending on the new location.
-
If you cancel or reschedule less than 48 hours before your picnic, a $150 rescheduling fee will apply. If food, cake, or fresh florals have already been ordered, these items cannot be transferred to a new picnic date.
-
If you need to reschedule your picnic, please contact us at least 72 hours (3 days) before your scheduled picnic. Rescheduled picnics must take place within 90 days of the original event date. After 90 days, the booking credit expires and cannot be used. Bookings that pass the reschedule window are considered expired and cannot be applied to future events.
-
If a rescheduled event occurs in a new season or calendar year, updated pricing and travel fees may apply.
-
All bookings are valid for the original event date only. Rescheduled events must take place within the reschedule window. After that time, the booking and any payments made are forfeited.
-
XOXO Picnics services Austin, Texas and surrounding cities. Locations more than 10 miles from our home base will require a travel fee.
-
Picnics requiring travel of more than 1.5 hours require a minimum booking of $500, plus applicable travel fees.
-
A 50% non-refundable payments is required at the time of booking to reserve your date and time. Payments may be made through Venmo, Zelle, or credit card.
-
The remaining balance is due 7 days before your scheduled picnic. If the final payment is not received, we will not set up your picnic.
-
If your booking is made less than 10 days before the picnic, full payment is required at the time of booking.
-
Picnics are outdoor experiences and part of the charm of being outside means there may occasionally be wind, insects, uneven ground, or other natural elements. While we do our best to choose beautiful locations and set up in areas with the best possible conditions, these factors are outside of our control.
-
XOXO Picnics cannot guarantee completely bug-free or wind-free environments. If wind conditions become too strong for a safe or stable setup, we may adjust décor elements, relocate the setup slightly, or recommend rescheduling if necessary.
-
Bookings made within 48 hours of the picnic will incur a 20% rush fee.
-
Picnics with 12–14 guests or more will incur a large party fee. These events may require additional vehicles and assistants for setup.
-
If you need to edit your reservation, changes may be made up until the final payment deadline (7 days before the event).
-
We do not leave picnics unattended, and we ask the same of our clients. We will wait for you to arrive before leaving the setup. If you plan to leave early, please send a text so we can return for breakdown with 15–20 minutes notice.
-
You are responsible for all picnic items until we arrive for cleanup. If you need to end your picnic early, please notify us by phone or text at (512)-740-2121 at least 20 minutes in advance.
-
If you arrive late to your picnic, we cannot extend your picnic time. If you are more than 30 minutes late, we reserve the right to pack up the picnic without rescheduling or refund. We may have other scheduled events and cannot delay additional setups. Please arrive on time.
-
Location Placement: Final picnic placement is selected by XOXO Picnics based on shade, ground conditions, park rules, overall aesthetics, and reasonable access for loading and unloading event items. As parks are public spaces, specific areas cannot be guaranteed and may be occupied upon arrival. While we always aim for the most beautiful setting available, we cannot control other park visitors.
-
Park Access & Setup Distance: Picnic setups involve transporting tables, décor, pillows, and styling inventory by hand. Locations that require excessive walking distance from parking or unloading areas may require an additional fee or relocation of the setup to a more accessible area.
-
Design direction: Clients are welcome to share inspiration photos. Final styling decisions are made by XOXO Picnics based on available inventory and overall design cohesion.
-
Damage or Loss of Accessories
-
Clients agree to exercise care in preserving XOXO Picnics inventory. Clients are responsible for any loss or damage to items, including the full replacement value when applicable. A fully refundable damage deposit may be collected and returned within 48 hours after the picnic, provided no damage occurs. Normal wear will not be charged.
-
Additional picnic time may be added during your event for $60 for 30 minutes or $100 for one hour, depending on availability.
-
Refundable damage deposits are required for kids’ picnics and pool picnics ($100–$200). If excessive cleaning is required, $50–$75 may be deducted from the deposit.
-
Non-Liability
-
The client agrees that XOXO Picnics and its employees are not responsible or liable for any incidents, accidents, or injuries that occur before, during, or after the picnic event. The client is responsible for the conduct of themselves and their guests, as well as the safe and proper use of all picnic equipment.