Catering contract template
A catering contract fixes the details that change most between booking and the event: the final guest count, the menu, the deposit and what happens if the event is moved or canceled. Fill it in and send it to the client to sign.
This template is a general starting point, not legal advice. Laws differ between countries and states, so have it checked before signing anything important.
Fill in the details
Anything you leave empty becomes a blank line in the document, to fill in by hand or during signing.
Opens the signature request with this document and a signature box for each party already placed.
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Catering Contract
This Catering Contract is made on __________ between __________ (the "Caterer") and __________ (the "Client") for the __________ at __________ (the "Event").
1. Food and Service
The Caterer will provide: __________. Staff and equipment: __________.
2. Guest Count
The estimate is based on __________ guests. The Client will confirm the final count __________. The Client pays for the final count or the number actually served, whichever is higher.
3. Price and Payment
Price: __________. Deposit: __________. The balance is due __________.
4. Cancellation or Postponement
If the Client cancels: __________. A postponed Event is treated as a new booking, subject to availability.
5. Allergies and Dietary Needs
The Client will pass on guests’ allergies and dietary needs with the final count. The Caterer will label dishes and take reasonable care, but kitchens handle common allergens and cannot guarantee that food is free of them.
6. Venue and Leftovers
The Client will arrange access to the venue and a suitable prep area. Food is served for the agreed service time; for food safety, leftovers stay with the Caterer unless local rules and the Caterer allow otherwise.
7. Events Beyond Control
Neither party is responsible for failure caused by events outside its reasonable control, such as severe weather or a venue closure. In that case the parties will agree a new date or a fair refund of amounts not yet spent.
Caterer
__________
Client
__________
The three numbers that cause disputes
Settle these in writing and most catering disagreements never happen.
- The date the final guest count is due, and what is charged if fewer come.
- Which part of the deposit is refundable, and until when.
- What the price includes: service charge, gratuity, sales tax, rentals.
Frequently asked questions
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