What does a catering contract refer to?

<span data-sheets-value="{"1":2,"2":"A catering contract is an agreement between a company that provides catering services and its client. Catering stands for delivering on demand food and drink to various locations: picnics, corporate parties, ship cruises, airplane flights, etc. In essence, a catering contract is the same as a contract in any other domain."}" data-sheets-userformat="{"2":15105,"3":{"1":0},"11":4,"12":0,"14":{"1":2,"2":0},"15":"Montserrat","16":8}">A catering contract is an agreement between a company that provides catering services and its client. Catering stands for delivering on demand food and drink to various locations: picnics, corporate parties, ship cruises, airplane flights, etc. In essence, a catering contract is the same as a contract in any other domain.

What is the advantage of using a catering contract?

<span data-sheets-value="{"1":2,"2":"The advantages of a catering contract is that it formalizes the relationship between a client and a contractor, sets up expectations for both parties, and gives them protection in case a dispute arises and escalates to a court case."}" data-sheets-userformat="{"2":15105,"3":{"1":0},"11":4,"12":0,"14":{"1":2,"2":0},"15":"Montserrat","16":8}">The advantages of a catering contract is that it formalises the relationship between a client and a contractor, sets up expectations for both parties, and gives them protection in case a dispute arises and escalates to a court case.

What is included in a catering contract?

<span data-sheets-value="{"1":2,"2":"A catering contract includes event or premises details, the menu to be served, coordination with the venue, payment terms, responsibilities for the related costs, insurance and indemnification, cancellation, legal compliance, assignment, limitations of remedies, resolution of disputes, and jurisdiction specifics if applicable (permits necessary to provide alcoholic drinks, etc.)."}" data-sheets-userformat="{"2":15105,"3":{"1":0},"11":4,"12":0,"14":{"1":2,"2":0},"15":"Montserrat","16":8}">A catering contract includes event or premises details, the menu to be served, coordination with the venue, payment terms, responsibilities for the related costs, insurance and indemnification, cancellation, legal compliance, assignment, limitations of remedies, resolution of disputes, and jurisdiction specifics if applicable (permits necessary to provide alcoholic drinks, etc.).

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Catering Contract Template

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Catering Contract

Created by:

[Sender.FirstName][Sender.LastName]
[Sender.Company]

Prepared for:

[Client.FirstName][Client.LastName]
[Client.Company]

Catering Contract

This Catering Contract is entered into between [Sender.Company] (“Caterer”) and [Client.FirstName][Sender.LastName] (“Client”) (together, “Parties”) and sets forth the agreement between the Parties relating to catering services to be provided by the Caterer for Client for the event identified in this Contract.

1. Event Details

Client is hiring Caterer to provide food and beverages, and related services, for the following event (“Event”):

Date: [Event.Date]

Event start time (for guests): [Event.StartTime] (“Start Time”)

Event end time (for guests): [Event.EndTime] (“End Time”)

Location: [Event.Venue] (“Venue”)

Estimated number of guests: [Event.GuestCountEstimate]

2. Menu to Be Served

The Parties have agreed to the menu attached to this Catering Agreement as Exhibit A. Caterer reserves the right to make small changes to the menu if key ingredients are unable to be sourced due to reasons beyond the control of the Parties. The following limitations will apply to this reservation of right – [Event.LimitationsOnMenuAlterations] . No alcoholic beverages will be served without a separate agreement relating thereto.

3. Coordination with Venue

Caterer will need to have access to the Venue no later than [Event.PrepAdvanceTime] hours in advance of the Start Time for the Event, and [Event.CleanUpTime] hours after the End Time for clean up. Client will make all necessary arrangements, at Client’s expense, to get this access arranged.

4. Payment Terms

In exchange for the services of Caterer as specified in this Catering Contract, Client will pay to Caterer $ [Event.PerPersonCharge] per person attending the event, but in no event less than the Guest Count provided by Client to Caterer one week in advance of the Event. As of the signing of this Contract, the total amount is estimated to be $ [Event.EstimatedTotalCost] (“Estimated Total Cost”).

Payment will be made to the Caterer as follows: $ [Event.Deposit] deposit due on the date of signing, and the balance of approximately $ [Event.ApproximateSecondPayment] will be due one week in advance of the event. The exact amount due will be determined, and provided from Client to Caterer in writing, one week in advance of the Event along with a Final Guest Count.

5. Responsibilities for Related Costs

Client is solely responsible for all costs and/or deposits relating to use of the Venue, and for obtaining any necessary permissions, authorizations, or other requirement of Caterer providing services at the Venue.

6. Insurance and Indemnification

Caterer has, or will obtain, general liability insurance relating to Caterer’s services at the Event. However, Client will indemnify and hold harmless Caterer for any damage, theft, or loss of Caterer’s property occurring at the event, causes by any of Client’s guests.

7. Cancellation

If the Client needs to cancel the event, Client must provide written notice to Caterer along with any required cancellation fee described in this Catering Contract, to effect cancellation.

Client understands that upon entering into this Contract, Caterer is committing time and resources to this Event and thus cancellation would result in lost income and lost business opportunities in an amount hard to precisely calculate. Therefore, the following cancellation limitations will apply.

If Client requests cancellation of this Contract 90 days or more before the Event, Caterer shall be entitled to [Event.PercentFor90DayCancellation] percent of the Estimated Total Cost.

If Client requests cancellation 45-89 days before the Event, Caterer shall be entitled to [Event.PercentFor45DayCancellation] percent of the Estimated Total Costs.

If Client requests cancellation 31-44 days before the Event, Caterer shall be entitled to [Event.PercentFor31DayCancellation].

After 30 days in advance of the Event, Caterer shall be entitled to 100 percent of the Estimated Total Cost.

The Client’s deposit will be credited against the cancellation fees owed. Any balance will be payable upon the notice of cancellation.

8. Legal Compliance

Caterer will work in compliance with all applicable local health department rules and regulations relating to food preparation and food service.

9. Assignment

This Contract cannot be assigned by either Party without the other’s written consent, with the exception set forth in paragraph 10, below.

10. Limitation of Remedies

If Caterer cannot fulfill its obligations under this Contract for reasons outside of its control, Caterer may locate and retain a replacement catering company at no additional cost to Client, or refund Client’s money in full. Caterer will not be responsible for any additional damages or compensation under these circumstances.

11. Resolution of Disputes

The Parties agree to not post any negative information about the other arising out of this Contract or Event on any online forum or website without providing advance written notice of the intended content thereof, and providing the other party with an opportunity to resolve any issues between the parties amicably.

12. Jurisdiction and Venue

This Contract will be interpreted according to the laws of the State of [State] and any legal action must be filed in the County of [County] in the State of [State] .

13. Entire Agreement

This document, along with its exhibits and attachments, constitutes the entire agreement between the Parties. [Sender.Company][Client.Company][Sender.FirstName][Sender.LastName][Client.FirstName][Client.LastName] Exibit A. Menu Type here menu details…

[Sender.Company]

Signature

MM / DD / YYYY

[Sender.FirstName][Sender.LastName]

[Client.Company]

Signature

MM / DD / YYYY

[Client.FirstName][Client.LastName]

Exibit A. Menu

Type here menu details...

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FAQ

A catering contract is an agreement between a company that provides catering services and its client. Catering stands for delivering on demand food and drink to various locations: picnics, corporate parties, ship cruises, airplane flights, etc. In essence, a catering contract is the same as a contract in any other domain.

The advantages of a catering contract is that it formalises the relationship between a client and a contractor, sets up expectations for both parties, and gives them protection in case a dispute arises and escalates to a court case.

A catering contract includes event or premises details, the menu to be served, coordination with the venue, payment terms, responsibilities for the related costs, insurance and indemnification, cancellation, legal compliance, assignment, limitations of remedies, resolution of disputes, and jurisdiction specifics if applicable (permits necessary to provide alcoholic drinks, etc.).

In order to prepare a suitable contract for catering services, you have to consult with target providers and check what solutions they can provide on the desired day and time. In addition to writing about service- and menu-related terms, you have to fill in the fields with basic agreement data and highlight both parties’ responsibilities and rights.

With PandaDoc, you can not only obtain a catering service agreement PDF file. Register at the website, find the right template in its catalog, fill in its fields, and finalize the agreement. It is possible to share a virtual sample to target recipients and get it signed and notarized if needed online.

It depends on what event you are going to hold and the scope of work. You can sign this agreement a year or half a year before the big date itself. No matter what timeframe you pursue, it is a must-have to specify the final date for any changes possible and contract termination terms as well. With the PandaDoc free catering contract sample, you create a legally binding commitment between the signing parties, but it just represents your will — so it is up to you to decide.

Catering Contract Template: Download, Fill in, and Sign

Fill in a ready-made catering contract sample and download its polished version for perfect cooperation with catering agencies, no matter the occasion is ahead.

What Is a Catering Contract Template?

When creating a catering contract template, interested parties prepare a legally binding commitment that is a guarantee for target services to be provided and paid for at a decent level in accordance with the agreement. It also describes the full extent of the partnership between the parties — clients and caterers. Such contracts are legal warranties about the right organization of the event from the caterer.

When to Use the Catering Contract Sample?

Searching for a free catering contract template is a wonderful idea when you are going to hold any big party — whether it is an anniversary, wedding ceremony, or any other occasion. Create and sign such agreements to back up your financial investment and get the desired service in return.

Apart from finalizing the menu and responsibilities of the caterer and the client before, during, and after the event, a catering contract example is meant to disclose payment conditions — from estimated costs to fixed prices and long-term loyalty programs.

Filling in the Catering Contract Template

The best thing is to create a catering contract agreement once the details about the menu are set. Once you know what services you are interested in, signing and finalizing the deal will take less time. If you are the one who provides catering services, it is essential to share as many details as possible to get started.

To fill in a standard catering contract, you will have to state the following:

Title page — include the first and last names of the caterer (the sender company) and the client correspondingly. In the catering contract section, your task is to duplicate their names.
Event details — describe beverages, food, and other catering-related services. These are must-have fields for any catering agreement sample. Third parties have to be aware of the event’s date, start and end time for guests, location, and the estimated number of invited personas.
Menu details — you can provide all the information in the contract body or attach the agreed menu as exhibit pages. Minor changes and contract alterations might take place without the client’s consent, and such cases have to be discussed in advance. State them in this field as well.
Coordination with the venue — a lot depends on the target location and its owners. It is a caterer’s responsibility to stay in touch with them for a clean-up and needed preparations before the event on time. However, it is the client who initially books a target place.
Payment terms — provide a more detailed list of expenses in the attachments of the contract. You should state the total cost of the agreed project. Please don’t forget to mention the deposit amount and when it has to be transferred to the chosen catering agency.
Cancellation terms — specify when it is possible to terminate the agreement prior to the event’s date, what happens with the cost if it is meant to be canceled rather later than sooner, and so on.
Jurisdiction — the signing parties specify according to what state’s laws their contract is interpreted.

When all the details are in place, review and sign the agreement.

What to Include in a Catering Contract?

There are several sections where signing parties don’t have to provide their personal details, including responsibilities for related costs (namely, who is assigned to cover the cost of cooperation — it is certainly the client or someone on their behalf), insurance, and indemnification conditions, legal compliance, and others.

Once you get a printable catering contract, your assignment is to read it through and check whether it includes what you expect this agreement to be. Aside from the basic information, the following will serve you well:

Don’t hesitate to include what substitutions and alternates are possible. It will surely save you a lot of time and money.
Discuss troubleshooting for staffing issues, as well as what to do with leftovers after the event.
Along with payment details and contract breach conditions and responsibilities, it has to include safety and health requirements.

Feel free to use ready-made PandaDoc catering contract templates from this perspective — they have all the sections and essential notes to establish a trustworthy and reliable caterer-and-client relationship.