Catering Policy and Client Notice

What a good one includes

• A clear timeline for final guest counts and the policy for last-minute additions or changes.
• A detailed schedule of non-refundable deposits and tiered cancellation fees based on how close the cancellation is to the event date.
• A structured process for reporting guest allergies, along with liability disclaimers regarding cross-contamination in the kitchen.
• Specifications of what facilities, space, power, or water access your team requires from the venue or host to operate safely.
• Clear rates and terms for staff service hours, including how unexpected overtime during the event will be calculated and billed.
• A food safety policy explaining how leftovers are handled, releasing your business from liability once your team leaves the venue.

Common mistakes to avoid

• Leaving the deadline for final guest counts open-ended, which leads to food waste, understaffing, or last-minute ingredient sourcing scrambles.
• Writing the notice in a hostile, punitive tone that alienates clients instead of framing the policies as necessary steps for a successful event.
• Neglecting to state who is responsible for food safety once cooked dishes are left at room temperature past safe serving windows.
• Burying service charges, administrative fees, or gratuity policies in the fine print instead of presenting them transparently.

Frequently asked questions