Catering Services Agreement

What a good one includes

• A detailed menu breakdown including dietary accommodations, beverage services, and how substitutions are handled if ingredients are unavailable.
• A clear payment schedule specifying a non-refundable retainer fee, progress payments, and the final balance due date before the event.
• A strict deadline for the final guest count, establishing that billing will not decrease even if fewer guests attend.
• A phased cancellation policy that outlines how much of the fee is retained based on how close to the event date the cancellation occurs.
• Venue access times, kitchen equipment requirements, and clean-up responsibilities for both your team and the venue staff.
• Hourly rates for unexpected event delays and clear terms for how additional food or service requests on the day of the event are billed.

Common mistakes to avoid

• Accepting final guest count changes over the phone or via text instead of requiring them in writing by the specified contract deadline.
• Failing to state who owns and is liable for leftovers, which exposes your business to food safety liability after the event ends.
• Not specifying a non-refundable deposit, meaning you could lose money on pre-purchased ingredients and booked staff if a client cancels.
• Assuming the venue provides adequate power, water, or prep space without putting those requirements explicitly in the contract.

Frequently asked questions