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Catering Contract template

A catering contract sets out the menu, service style, guest count, staffing, price, and cancellation terms between a caterer and a client for a specific event.

Replace everything in [BRACKETS], export to PDF, then send it for signature.

1. Parties

This Catering Contract (the "Contract") is made on [DATE] between [CATERER NAME], located at [CATERER ADDRESS] (the "Caterer"), and [CLIENT NAME], located at [CLIENT ADDRESS] (the "Client").

2. Event Details

Event: [EVENT TYPE] Date: [EVENT DATE] Service time: [START TIME] to [END TIME] Location: [VENUE NAME AND ADDRESS] Estimated guests: [NUMBER] On-site contact: [NAME AND PHONE]

3. Menu and Service Style

The Caterer will provide the menu set out in [EXHIBIT A / MENU DESCRIPTION], served as [SERVICE STYLE, e.g. plated dinner, buffet, family style, stations]. The Caterer may substitute ingredients of equal or better quality if an item is unavailable, and will tell the Client in advance where practical.

4. Dietary Requirements and Allergens

The Client will provide details of dietary requirements and known allergies by [DATE]. The Caterer will make reasonable efforts to accommodate them and will label dishes containing major allergens. The Client acknowledges that the Caterer's kitchen handles common allergens and cannot guarantee that any item is completely free of them.

5. Staffing, Equipment, and Rentals

The Caterer will provide [NUMBER] servers, [NUMBER] chefs, and [NUMBER] bartenders for [HOURS] hours, plus [EQUIPMENT / RENTALS INCLUDED, e.g. chafing dishes, plates, glassware, linens]. Additional service time is charged at [RATE] per staff member per hour.

6. Pricing and Payment

Pricing is [PRICE PER PERSON] per guest, for an estimated total of [ESTIMATED TOTAL AND CURRENCY], plus [SERVICE CHARGE PERCENTAGE]% service charge and applicable taxes. The Client will pay a deposit of [DEPOSIT AMOUNT] on signing, which is [NON-REFUNDABLE / REFUNDABLE UNTIL DATE], and the balance by [DATE / NUMBER DAYS BEFORE THE EVENT].

7. Final Guest Count

The Client will confirm the final guest count no later than [NUMBER] days before the Event. The Client will be charged for the final count or the actual number of guests served, whichever is greater. The count may not be reduced after the deadline.

8. Alcohol Service

[IF APPLICABLE: The Caterer will serve alcohol only in accordance with applicable licensing laws, will not serve anyone under the legal drinking age or visibly intoxicated, and may stop alcohol service if it considers it unsafe to continue.] [OR: The Caterer will not provide or serve alcohol.]

9. Leftovers and Food Safety

For food safety reasons, leftover food [WILL / WILL NOT] be packaged for the Client. The Caterer is responsible for food safety until food is served; it is not responsible for food removed from its control by guests or the Client.

10. Cancellation

If the Client cancels more than [NUMBER] days before the Event, the Caterer retains the deposit. If the Client cancels within [NUMBER] days, [PERCENTAGE]% of the estimated total is due to cover purchased food and scheduled staff. If the Caterer cannot perform, it will refund all payments received.

11. Liability, Governing Law, and General Terms

The Caterer will maintain general liability insurance of at least [AMOUNT]. Neither party is liable for delays caused by events beyond its reasonable control. The Client is responsible for damage to the Caterer's equipment caused by the Client or guests. This Contract is governed by the laws of [GOVERNING LAW JURISDICTION] and is the entire agreement between the parties.

12. Signatures

The Parties agree that this Agreement may be signed electronically and in counterparts, and that electronic signatures have the same effect as handwritten signatures. CATERER: [CATERER NAME] Signature: ____________________ Name: [SIGNATORY NAME] Date: [DATE] CLIENT: [CLIENT NAME] Signature: ____________________ Date: [DATE]

When to use this template

  • When a caterer books a wedding, party, or private dinner
  • For corporate lunches, conferences, and recurring office catering
  • When food trucks or mobile caterers are hired for an event
  • When you need to lock in menu pricing and final headcount deadlines

How to fill it in and get it signed

  1. Enter the caterer and client details, event date, times, venue, and estimated guests.
  2. Attach or describe the menu and service style, and set the dietary-information deadline.
  3. Specify staffing, rentals, per-person price, service charge, deposit, and balance date.
  4. Set the final headcount deadline, cancellation terms, and governing law.
  5. Upload the contract to eSignSimple and send it to the client for e-signature. Clients sign without an account.

This template is general information, not legal advice. Laws differ by country and state; have a lawyer review contracts with high stakes.

Frequently asked questions

When is the final guest count due for catering?

Caterers commonly ask for it one to two weeks before the event so they can order food and schedule staff. Put the exact deadline in the contract.

Is a catering deposit refundable?

Often it is not, because it holds the date and covers early costs. Some caterers refund it if the client cancels well in advance. The contract should state which applies.

What should a catering contract say about allergies?

It should set a deadline for the client to share dietary needs and explain that the kitchen cannot guarantee allergen-free food if it handles common allergens.

Can catering clients sign contracts online?

Yes. eSignSimple lets clients sign on any device, and you keep an audit trail of when and from where they signed.