Catering Service Contract

What is a catering agreement template?

A catering agreement template is a formal legal document used to formalize the arrangement between a client and a caterer for the provision of food and related services during an event.

A catering agreement, also known as a catering service contract, helps to define the clear framework for the cooperation between the parties. It helps to set out the following important provisions:

• rights and obligations for both parties;
• details of the event for which catering services are needed;
• payment terms and retainer fee if applicable;
• cancellation policy; and
• termination clause.

Having a solid catering agreement sample might be useful for the following situations:

• weddings or receptions;
• corporate meetings or conferences;
• private parties and celebrations;
• functions and ceremonies.

The parties to a catering service agreement are the client and the caterer (i.e., a service provider). A caterer could be an independent contractor or a professional organization that prepares and delivers food, as well as organizes other related catering services.

A written catering contract agreement has lots of legal benefits. First, the contract helps to prevent potential disputes and misunderstandings along the road. Second, the written document allows parties to set up a clear scope. Finally, a catering contract agreement template ensures a common understanding of expectations and responsibilities for both parties.

How to draft a catering service agreement template?

A catering contract agreement should have a number of mandatory elements to be a legally binding document.

Scope of Services

This section precisely defines which exact services a client expects from a caterer. Depending on the type of event, the parties may need to discuss the following:

• Menu selection, including its change and adjustment of the fees in case of the replacement of certain items;
• Cleaning services should be discussed separately, as some professional catering providers may not offer them;
• Dress code for staff, especially for official ceremonies or receptions; and
• Catering equipment (some service providers may charge an additional fee for their own cutlery and decorations).

Payment Details

This clause covers the fees that should be paid for the provision of catering services, as well as acceptable payment methods. There are a number of various ways how payments could be made under the catering agreement template:

• fixed fee
• daily fee
• hourly fee
• fee per guest

The payment methods may vary depending on the service provider’s preferences and may include cash, bank transfer, PayPal, etc. The parties may also need to discuss the coverage of additional costs a caterer may incur in relation to the provision of catering services hereunder. The additional services may include transportation and meals for staff, additional decoration, etc.

Event Details

The caterer should be provided with as many details about the upcoming event as possible. This is needed to prepare the necessary number of staff and the food for the event. Therefore, a good example of a catering contract agreement sample should include:

• type of the event;
• description of the event;
• number of guests;
• start and end time;
• date of the event;
• exact location (venue).

We also recommend including the deadline by which the Client may be able to change the event’s details without an additional fee. In that case, if changes take place after the deadline, additional fees should be paid by the Client.

Cancellation and Termination

This section defines the course of action for both parties in case of cancellation or early termination.

As a rule of thumb, the catering service contract ends once completed in full by both parties. At the same time, a standard clause for every catering agreement sample allows either party to terminate early the contract in case of certain circumstances. For instance, a client can end the contract earlier if a caterer is not able to provide the necessary amount of staff for the event. Another example is when a caterer may wish to end the contract if a client does not provide a retainer fee in the agreed amount prior to the date of the event.

A cancellation policy for a catering service agreement is closely connected to termination. This policy deals with a situation when the event is being cancelled due to various circumstances, including force majeure, weather conditions, etc. A good example of a catering service agreement usually provides a partial compensation for a service provider in case of cancellation.

Signature of the parties

Without signatures a contract agreement template cannot become a legally binding document. Therefore, both parties should put their signature by hand or using online e-signature tools. If either of the parties to this agreement is a business, in that case a company’s representative should sign this document. A company’s representative can be a director, lawyer, or any other third party acting based on the power of attorney or by virtue of the company’s bylaws.

Finally, the document should always be dated. Therefore when putting their signatures either party should also add the date on which such a signature is put.

Customize a catering agreement template at FasterDraft

In order to get your personalized catering agreement template, follow few easy steps below:

1. Click the button “Create Document.”
2. Answer questions in the questionnaire.
3. Select a document’s format—catering agreement template (Word) or catering service agreement (PDF).
4. Make a payment
5. Your customized catering service template is ready for download.