Catering Services Agreement

This Catering Services Agreement is made on [AGREEMENT DATE] between us, [CATERER NAME], and you, [CLIENT NAME].

1. Event Details

1.1 Event Date: [EVENT DATE]

1.2 Location: [EVENT LOCATION]

1.3 Client Estimated Guests Count: [INITIAL GUEST ESTIMATE]

1.4 Cost Estimate (based on current information): $[COST ESTIMATE]

2. Services Provided. You agree to engage us, and we agree, to provide you with the following services:

[Cooking and serving the agreed-to menu items for the Event]

[Bar service]


3. Bar Service. You will make all arrangements for and provide bar service and all necessary bar and beverage supplies.


[We will provide beverage service or bar support as indicated on your detailed catering invoice in one of the following manners:

[You will provide all alcoholic [and non - alcoholic] beverages. We will supply all [non - alcoholic beverages], glassware, ice, mixers, and garnishes.]

[We will arrange a hosted bar service using our staff. OR You will make all arrangements for bar service.]

[You/We] will arrange for a hosted bar service by an outside caterer. Minimum sales and/or possible labor charges are required for this type of service. You will pay the outside caterer directly.

[You/We] will arrange for a cash bar by an outside caterer. Minimum sales and possible labor charges will be required for this type of service. You will pay the outside caterer directly.]

4. Event Time. Unless otherwise noted, our services at the Event will start at [EVENT START TIME] and last for [EVENT DURATION] hours.

5. Change of Event Date or Venue. If you change the Event Date or venue or the required times for our services, we will apply the entire balance of your deposit and any prepayments (less a $[CHANGE FEE]) towards the new event, subject to our availability. All costs, in that case, will be subject to change.

6. Guests

6.1 Final Attendance. We may ask you to give us a final attendance guarantee [five] days before the Event Date so that we can make final arrangements. If you do not provide us with the final figures by that date, we will consider the number indicated in the original arrangements to be the correct and guaranteed number of guests.

6.2 Guest Reduction. The guarantee is not subject to reduction after this [five]-day deadline.

7. Fees and Payment. You will pay us as follows:

7.1 Deposit. You will pay us a deposit of [DEPOSIT PERCENTAGE]% of the Cost Estimate at the time of booking, unless we make other arrangements.

7.2 Staffing Costs. Our invoice will include staffing for at least [EVENT TIME] hours, beginning at the start time through to and including the final cleanup of the Event.

7.3 Overtime. Overtime is charged at the rate of $[STAFF RATE] an hour. No overtime will be incurred if the Event ends on schedule.

7.4 Interim Payment. You will make an interim payment of $[INTERIM PAYMENT], due [DAYS BEFORE EVENT] days before the Event Date.

7.5 Final Payment. We will give you an invoice of the final payment amount in advance of the due date. Your final payment is due [FINAL PAYMENT DUE DAYS PRIOR] days before the Event Date, except for events under $[AMOUNT OWED THRESHOLD], in which case final payment is due on the Event Date. Payment plans and or terms are available upon request.

7.6 Service Charge. We will add a [SERVICE CHARGE]% service charge, plus all applicable taxes, to our final invoice.


[{Fixed Service Charge} A $[FIXED FEE SERVICE CHARGE] service charge will be assessed if an event is booked less than [DAYS BOOKED PRIOR TO EVENT] business days before an event with an authorized signature by contractor.]

7.7 State and Local Taxes. In addition to the contract price, you will be charged and responsible to pay all applicable state and local taxes.

7.8 Tax-Exempt Organizations. If you are a tax-exempt organization, you must submit the tax-exempt certificate to us no later than [TAX EXEMPT CERTIFICATE DELIVERY DAYS] days before the Event Date.

8. Personnel

8.1 Dress. Our staff will be dressed appropriately for the Event, unless you request something different.

8.2 Option to Increase Staff. We reserve the right to increase or decrease the number of staff if the guaranteed guest count is 10% higher or lower than the estimated number you have provided.

9. Equipment. When performing the services, we will use our own equipment.

10. Food

10.1 Policy. All food for the Event must be purchased solely through us and consumed on the premises. Other than specialty cakes, outside food is not permitted.

10.2 Compliance with Laws. We will ensure that all federal, state, and local laws related to food and beverage purchases and consumption are strictly enforced.

11. Menu Selection

11.1 Menu Selection. Menu selection must be finalized at the time you make your deposit.

11.2 Changes. You can make changes in the menu selection up to [14] days before the Event Date, although the total food charge cannot be less than the deposit amount.

12. Menu Cost

12.1 Menu Price Change. All menu prices are subject to change within [14] days of the Event Date.

12.2 Significant Changes. If you wish to make a significant change in menu ingredient(s), you have two options:

(a) We will assess an updated cost (maintaining your present menu) will be assessed based on current market prices and you may agree to the new price, or

(b) We will offer substitute menu item(s in order for you to maintain the agreed-upon (per person/ platter) menu price.

13. Leftovers. [We/You and your guests] may package up all leftovers that we are not able to reuse. You are responsible for providing the appropriate containers. If you do not have appropriate containers, all food will be disposed of or taken back to our kitchen. Once at our kitchen, we are no longer required to give you those leftovers. In accordance with state health codes, we reserve the right to discard any food items where there is a reasonable risk of food-borne illness.


[No leftovers are permitted.]

14. Events Serving Alcohol

14.1 Required Permits, Licenses, and Registrations. For Events including alcohol, we confirm to you that we and all the individuals that we assign to provide services will obtain and maintain, at our own cost, any and all approvals, licenses, filings, registrations, and permits required by [STATE NAME] state and any other applicable authority legal requirements.

14.2 Certified Training. We will require that all employees serving alcoholic beverages have prior TIPS certified alcohol server training and provide proof of training at each event.

15. Damage

15.1 Our Responsibility. We assume no responsibility for ANY damage or loss of any merchandise, alcohol, equipment, furniture, clothing or other valuables before, during or after the Event. We will do everything possible to ensure that all of your supplies, rentals and equipment are cared for and maintained in good working order and without any damage.

15.2 Your Responsibility. You assume responsibility for any and all damages caused by any guest, invitee or other person attending Event.

16. Unlawful Activities. You will comply with all federal, state, and local laws or orders, and will not do anything on the premises in violation of any laws, ordinances, rules or orders. If any unlawful activities occur on the premises and the Event is cancelled, we will not be required to provide you with any refund.

17. Insurance. We maintain appropriate General, [Workers' Compensation, ]Automobile and Alcohol/ Liquor Liability insurance.

18. Liability

18.1 Our Liability. Our only liability for third party claims will be limited to actions based on damages caused by us or by the negligent conduct of our employees.

18.2 Third Party Liability. We assume no responsibility for the conduct of the guests or any third parties who are hired to provide other services.

19. Cancellation

19.1 Cancellation by You. If you cancel the Event less than 180 days from the date of the scheduled event, you will forfeit the full amount of the deposit and any pre-payments.


[{Tiered Cancellation} If that you are not in default of your obligations under this agreement, you may cancel it for any reason by delivering to us a written notice of cancellation. If you cancel a Schedule, we will refund certain amounts paid by you as follows:

(i) 100% of the Deposit if you cancel within two calendar days of making the Deposit, and

(ii) 50% of the Deposit if you cancel at least seven calendar days before the Event.

If you cancel less than [seven] calendar days before the Event, you will not be entitled to any refund and we will retain the entire Deposit.]

19.2 Cancellation by Us. We reserve the right to terminate this agreement for any reason. If we terminate this contract more than [30] days before the Event Date, we will return the deposit and any prepayments in full within [10] days. If we terminate this agreement [30] days of less before the Event Date, we will return the deposit and any prepayments in full, as well pay you an additional $[CATERER CANCELLATION PENALTY] penalty, within [10] days.

20. Assignment. You may not assign this contract without our written consent, which we may not reasonably withhold but which may require your payment of a fee.

This agreement has been executed by the parties.










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