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Catering Contract

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The caterer

For a business, use its registered name, including "LLC" or "Inc." if it has one.
Used for written notices under the agreement.

The client

For a business, use its registered name, including "LLC" or "Inc." if it has one.
Used for written notices under the agreement.

The event

The building or place where the event is held, for example "Willow Creek Barn" or "the Harrington family home."
Street, city, state, and ZIP code, for example "4400 River Road, Hood River, OR 97031."
When guests are first served, for example "5:30 p.m." Setup happens before this.
The end of the contracted service. Staff kept on after this time are charged at the overtime rate.
When the caterer's team, or the delivery for a drop-off order, arrives at the venue. The venue must be open from this time.
When the caterer expects to have finished cleanup and left the venue, or, for a drop-off order, when it collects its containers and equipment.
The person the caterer will turn to for decisions during the event. Often not the host, for example "Dana Reyes (planner), 541-555-0142."

Guest count

Your best estimate today. The final number is confirmed closer to the event.
The smallest number the client will pay for, even if fewer attend. The estimated total and the deposit are based on it. It cannot be more than the estimate.
7 to 14 days is common. The contract works out the calendar date from the event date.
Leave blank if late additions are charged at the ordinary per-person price. Enter 10 for a 10% surcharge. The caterer only accepts late additions it can reasonably supply.

Menu and service style

"Drop-off" means the caterer delivers the food ready to serve and leaves no staff at the event.
One item per line, grouped by course if you like. It is printed in the contract exactly as you type it.
Choose every kind of special meal agreed on now. Guests' individual allergies are passed on with the final headcount.
A simpler, lower-priced meal for children and for the photographer, band, or other vendors working the event. Leave blank if none are offered.
After this deadline, changes need the caterer's agreement and may cost extra.

Beverages and bar service

A drop-off order cannot include bar service by the caterer's staff.

Event staff

Skipped for a drop-off order, which has no staff on site.

A gratuity is separate from any service charge, which is the caterer's own charge.

Rentals, equipment, and the venue

Chafing dishes, platters, serving utensils, beverage dispensers, and similar items.
The client arranges these with the venue. Leave blank if nothing beyond the kitchen or prep space is needed.
Leave blank if the caterer cleans only its own work areas and removes its own equipment and trash, which is always included.

Pricing

Multiplied by the guaranteed minimum for the estimated total, and by the final headcount for the final invoice.
The caterer's own charge for planning and administration; it is not a gratuity. Enter 20 for 20%, or leave blank if there is none.

Deposit and payments

The deposit is non-refundable and reserves the date. It is credited against the estimated total.
A further installment due some weeks before the event. Leave blank if the client pays only the deposit and then the balance.
A one-time fee on any payment made after its due date.

Cancellation and postponement

If the client cancels, what it owes depends on how far ahead it gives notice. Set the two cut-offs.

Cancel at least this many days ahead and the client loses only the deposit. For example, 90.
Cancel this many days ahead or fewer and the client owes the full estimated total. It must be less than the first cut-off. For example, 30.
Enter 50 for 50%. The contract prints the resulting amount.
Subject to the caterer being available on the new date.

Insurance

Optional extras

Guests are not photographed as the subject and nobody is identified by name.
For example, a cake-cutting fee, a vendor meal count, or where the caterer's van may park.

Governing law

Usually the state where the event is held.

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