Free Template
Catering Contract Template
Updated September 18, 2025
A catering contract is a formal agreement between a caterer and client that defines the menu, service details, guest count, cost, event timeline, delivery or venue requirements, health and safety standards, payment terms, liability, and cancellation policy, ensuring a stress-free event.
Why Do You Need a Catering Contract?
A simple catering contract agreement up front promises a stress-free event. When it comes to large, important events like weddings, parties and family reunions, having a clear contract helps everything run smoothly. It ensures the customer’s happy with their service, and the caterer is held accountable for the agreed upon service.
A simple catering contract agreement up front promises a stress-free event. When it comes to large, important events like weddings, parties and family reunions, having a clear contract helps everything run smoothly. It ensures the customer’s happy with their service, and the caterer is held accountable for the agreed upon service.
What Should Be Included in a Catering Contract?
No event is complete without making sure guests are fed. A catering contract sets the scene for a perfect event, so here's what should be included:
- Date & time: Clearly state when the party starts (and ends)
- Details of the event: Include how many people need to be fed and the menu options (including substitutions). Don't forget to mention any special requests for place settings, utensils, and who’s responsible for post-party cleanup or what should be done with any excess.
- Special requests: Outline any specific dietary requirements, allergies, or requests for specific ingredients
- Paying the bill: Total cost, payment schedule, deposit requirements, and any late payment fees
- Liability insurance: Add the caterer's liability insurance in case of any mishaps
- Cancellation clause: Specify the timeframe for canceling the contract and any associated fees
Who Needs a Catering Contract?
Catering helps businesses, families and hosts relieve the stress of providing food for their guests. Caterers can provide full-food service for the following events:
- Corporate events
- Weddings
- Holiday parties
- Private dinners
- Business meetings
- Fundraisers & galas
- Birthday celebrations
- Anniversaries
Cash Bars Vs Open Bars
If a catering package includes alcohol, the caterer should explicitly detail the options of drink service. Let's explore the two main options:
Cash Bar:
- Pros: Budget friendly for the event host, because guests pay for their own drinks. It also keeps drinking under control, which might be better for professional gatherings.
- Cons: It might feel less welcoming to some guests, at both business and personal events
Open Bar:
- Pros: Guests enjoy unlimited drinks, which can make guests feel more appreciated
- Cons: Can get expensive quickly
Consider the type of event, the guests, and what the drink budget is.
Types of Catering Services
Like many services, catering has various types:
- Full-service: Perfect for large events and a stress-free experience
- Venue-catered: Some caterers work exclusively with a venue for events like weddings, making the event planning more streamlined
- Food truck: A convenient, affordable option great for outdoor gatherings or casual get-togethers
Typical Catering Rates
Catering can add a magical touch to any event, but how much does it all cost? Let's break down some average rates:
- Full service: The ultimate package, including appetizers, food, drinks, dessert and service. Average cost: $50-$150 per person
- Buffet: Offers variety and lets guests choose their favorites, and cost varies greatly on the type of food offered. Average cost: $20-$50 per person
- Food truck: Due to its smaller scale, budget between $10-$30 per person
- Beverages: Open bar service typically falls in the $15-$30 per person range
Remember, these are just averages. Exact costs can vary depending on the location, menu choices, and level of service.
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Catering Contract
South Beach Eatery
AgreementThis Catering Agreement (“Agreement”) is entered into as of (the “Effective Date”) by and between Client, legal name ("Client") and the Caterer, legal name/company ("Caterer") (collectively, the “Parties”).
1. Event and Location Details:
The Caterer agrees to provide catering services for the following event.
- Event Name/Type:
- Event Date:
- Event Location:
- Estimated Number of Guests:
Client agrees to notify the Caterer of any significant changes to the guest count at least days before the event.
2. Services Provided
The Caterer agrees to prepare and provide food and beverage services as follows.
- Menu: As mutually agreed upon between the Caterer and Client.
- Services: Includes preparation, delivery, setup, presentation, and cleanup.
- Beverages:
3. Fees and Payment Terms
- Total Fee: $
- Deposit: $ (Non-refundable; due upon signing this Agreement)
- Remaining Balance: $
The remaining balance is due no later than days prior to the event date. Accepted payment methods include:
4. Late Fees: A late fee of % per will be applied to overdue balances beginning the day after the final payment due date.
5. Cancellation Policy: If the Client cancels more than days before the event, only the deposit will be retained. Cancellations made within days of the event will require payment in full.
6. Special Provisions for Transportation and Setup: The Caterer shall have access to the event site at least hours prior to the event for setup. Client agrees to ensure accessibility and any necessary permissions for entry.
7. Equipment and Damages: The Client is responsible for any damage caused to the Caterer’s equipment or rental items by event guests or third parties contracted by the Client.
8. Additional Services and Costs: Requests for additional services outside of the initial scope must be agreed upon in writing and may incur extra charges.
9. Independent Contractor Status: The Caterer operates as an independent contractor and is not an employee of the Client. The Caterer is solely responsible for payment of all applicable federal, state, and local taxes.
10. Liability and Indemnification: Each party shall indemnify and hold harmless the other from any claims, damages, or expenses arising from their own actions or omissions in connection with this Agreement.
11. Force Majeure: Neither party shall be liable for failure to perform due to unforeseen events beyond their control, including but not limited to natural disasters, government restrictions, or emergencies.
12. Amendments and Modifications: Any modifications to this Agreement must be made in writing and signed by both parties.
13. Governing Law: This Agreement shall be governed by the laws of the State of .
ParticipantsSignatures-
Click to signJohn Doe
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Click to signJim Clark
