Event Catering Service Agreement

What a good one includes

• A detailed menu description specifying all food, beverages, serving styles, and accommodations for dietary restrictions.
• A clear pricing schedule that breaks down the total cost, deposit requirements, taxes, and final payment deadlines.
• A strict final headcount deadline date which will determine the final billing and food purchasing quantities.
• Specific setup and teardown times to ensure the catering crew coordinates smoothly with your venue's operating hours.
• A balanced cancellation and rescheduling policy that details exactly how refunds and retained deposits are handled.
• Proof of the caterer’s active commercial liability insurance and all necessary health and alcohol service permits.
• A clear leftover food policy outlining who takes possession of remaining food and who bears the liability for its safety.

Common mistakes to avoid

• Failing to get late changes to the menu, dietary needs, or guest counts in writing, which leads to disputes on the day of the event.
• Not verifying if the venue has specific restrictions on kitchen use or trash disposal before signing the catering contract.
• Overlooking hidden fees like corkage, cake cutting, or equipment rentals that can quietly inflate your final invoice.
• Accepting a one-sided cancellation clause that offers no protection or refund options if the caterer cancels on you.

Frequently asked questions