Restaurant Catering and Private Event Service Agreement

What a good one includes

• A guaranteed minimum guest count deadline that establishes when the final head count is locked in for billing and kitchen prep.
• A structured deposit and payment schedule detailing the non-refundable holding fee, interim payments, and when the final balance must be cleared.
• Comprehensive food and beverage details, including menu specifications, dietary restriction accommodations, and policies regarding outside alcohol or corkage fees.
• A strict cancellation and postponement policy that outlines exactly what percentage of the deposit is retained based on how close to the event date the cancellation occurs.
• Operational logistics such as access times for decorating, breakdown deadlines, and specific vendor rules for off-site locations.
• An indemnification and liability clause protecting your establishment from property damage caused by guests or failures of third-party rental equipment.

Common mistakes to avoid

• Failing to specify a hard deadline for the final guest count, forcing the kitchen to over-purchase ingredients or absorb the cost of no-shows.
• Allowing clients to bring outside food or beverages without explicit written permission and clearly defined fee structures, which poses health code and liability risks.
• Relying on verbal agreements for late-stage menu changes or timeline extensions instead of requiring signed addendums.
• Neglecting to include a force majeure clause that addresses unexpected venue closures, extreme weather, or utility outages.

Frequently asked questions