8 Forms and Contracts

Forms and Contracts:  Making the Sale and Forming the “Game Plan”

Having contracts for your catered event bookings is essential for protecting your business and ensuring clear expectations for both parties. A contract creates a legally binding agreement. If something goes wrong—like cancellation, non-payment, or damages—it gives you legal standing to resolve the issue.

Clients will see you as a serious, trustworthy business. It boosts your credibility and reassures them that their event is in good hands. It also gives a clear picture of what service you will be carrying out and when.

There are many examples of catering contracts online. Do some research and include the clauses that apply to your business. Be sure the contract itself is a legal document.

Even if you’re catering for family, friends, or small informal events, always use a contract. It’s not about distrust—it’s about clarity, consistency, and protecting everyone’s interests.

Contracts outline:

• Menu and service details
• Number of guests
• Staffing requirements
• Setup and cleanup responsibilities

This helps avoid confusion and “he said, she said” situations later.

Having a contract ensures you get paid on time and reduces financial risk.  Contracts safeguard against cancellations by detailing:

• Deposit Requirements
• Confirmation policy
• Payment Deadlines and Late Payment Penalties
• How cancellations are handled
• Whether deposits are refundable
• Penalties for last-minute cancellations
• Outlines deadlines for Final headcounts
• Menu selections
• Outlines venue access times for decorating and other needs

Contracts can specify:

• Who’s responsible for damages or injuries to help limit liability
• Insurance coverage requirements
• Food safety disclaimers (e.g., allergies)

Sample Catering Contract

Here is an example of a contract, but they must be tailored to your business. Additional sections may be added to address decorations, hours of meal served and extra charges for not eating at the time contracted, underage drinking, extra person charges, and more topics.

CATERING SERVICE AGREEMENT

This Catering Service Agreement (“Agreement”) is entered into as of [Date], by and between:

Client:
Name: ___________________________
Phone: __________________________
Email: __________________________
Address: ________________________

Caterer:
Business Name: ___________________
Contact Person: ___________________
Phone: __________________________
Email: __________________________
Address: ________________________

1. Event Details

• Type of Event: _____________________________________
• Date of Event: _____________________________________
• Event Location: ___________________________________
• Guest Count: ____________
• Service Time: From _______ to _______

2. Menu and Services

Menu to be provided as per the attached document or description:

Additional services (check all that apply):
☐ Bartending ☐ Table Service ☐ Buffet Setup ☐ Rentals ☐ Clean-up

3. Payment Terms

• Total Cost: $___________
• Deposit Required (25%): $___________ (Due at signing)
• Final Payment: $___________ (Due by [Date], no later than 7 days before event)

Accepted Payment Methods: [Cash / Check / Credit Card / Other]

4. Cancellation Policy

• Cancellations made more than 30 days before the event will receive a full refund minus a $50 admin fee.
• Cancellations made less than 30 days before the event will forfeit the deposit.
• Cancellations made less than 7 days before the event will be charged 75% of the total fee.

5. Client Responsibilities

• Provide accurate guest count no later than [Date]
• Ensure venue access at least [X] hours before event
• Provide necessary permits if required (e.g., alcohol, fire regulations)

6. Caterer Responsibilities

• Deliver all agreed-upon food and services as outlined
• Provide appropriate staff, equipment, and service ware
• Follow all health and safety standards

7. Liability and Insurance

Caterer is not responsible for:

• Damages caused by guests
• Food allergies not disclosed
• Delays due to forces beyond control (weather, traffic, etc.)

Caterer carries general liability insurance and food handling certification.

8. Leftovers Policy

☐ All leftover food will be discarded to comply with food safety standards.
☐ Leftovers may not be packed upon request, for food safety reasons.

9. Agreement and Signatures

By signing below, both parties agree to the terms outlined in this agreement.

Client Signature: _______________________
Date: _______________

Caterer Signature: _______________________
Date: _______________

Making the Sale

Be Sensitive to the needs of the client. Discuss:

• Nutritional concerns
• Trends
• Other concerns
• Flexibility

The first meeting

• Convey the atmosphere you want
•  First Impressions last forever
• Location: Where will you meet with the client? Be sure the space reflects what you want it to. The client will be judging you and your business firm the moment they enter.

Winning the sale/Getting the Contract

• Write a winning Proposal
• Highlight the values of using your catering services
• Respond quickly to inquiries.
• Follow up with leads via email or phone.
• Offer flexible customization and be ready to negotiate within reason.
• Summarize and prepare for closure
•  Gain agreement from the client
• Ask for the client the business before they leave.