Food Vendor Service and Catering Agreement

What a good one includes

• A detailed breakdown of the agreed-upon menu items, portion sizes, and specific protocols for managing guest dietary restrictions and allergies.
• A clear payment schedule specifying the non-refundable booking deposit amount, final payment deadlines, and accepted payment methods.
• Logistics and setup requirements, detailing exact arrival times, physical space needs, waste disposal responsibilities, and specific utility requirements like dedicated electrical outlets or water access.
• A headcount guarantee clause establishing the deadline by which the client must submit the final guest count and how last-minute additions will be billed.
• A comprehensive cancellation policy outlining exactly what percentage of the fee is retained based on how close to the event date the cancellation occurs.
• A clause clarifying who is responsible for securing local health permits, event-specific licenses, and maintaining general commercial liability insurance.

Common mistakes to avoid

• Failing to specify exact food quantities or portion sizes, which often leads to unexpected food shortages or disputes over guest satisfaction.
• Omitting a clear weather contingency clause for outdoor venues, leaving the vendor vulnerable to losses if a storm cancels the event.
• Forgetting to document precise power and water requirements, which can result in blown fuses or inoperable food trucks on the day of the event.
• Using vague language around deposits instead of explicitly stating that booking fees are non-refundable to cover ingredient prep and lost booking opportunities.

Frequently asked questions