Catering contract template

The Caterer will provide food, drinks and catering services for the following event (the “Event”): Event name or occasion.

Date: Event date. Service starts at Service start time and ends at Service end time.

Venue: Venue address (the “Venue”). The Client will arrange for the Caterer to have access to the Venue, its kitchen or preparation area, water, electricity and parking from Venue access time on the Event date until cleanup is finished, and any other facilities listed in Schedule 1. The Caterer will tell the Client promptly about anything at the Venue that prevents safe or timely service.

The estimated number of guests is Estimated guest count.

The menu, drinks, staff, equipment, rentals and prices are listed in Schedule 1. Changes to the menu or services after signing apply only once both Parties agree to them in writing, which may be by email.

Service style: Service style

The Caterer will perform the services with reasonable care and skill, using suitably trained staff, and remains responsible for its employees and subcontractors. Unless the Event is delivery only, the Caterer will set up before the Event, serve during the service hours, and clear its equipment and clean the areas it used after the Event. The Caterer removes its own waste unless the Venue provides waste disposal.

If the Client asks the Caterer to serve beyond the service end time and the Caterer agrees, the extra time is charged at Overtime rate per staff hour per staff member per hour, in 30-minute steps, for the staff actually needed.

If a listed item becomes unavailable for reasons outside its control, the Caterer may replace it with an item of the same quality and value that still meets the dietary needs confirmed under 4.. The Caterer will tell the Client before the Event. A change to a main dish needs the Client’s approval.

The Client will confirm the final number of guests in writing no later than Final guest count deadline before the Event. The Client pays for the final number confirmed, or for the actual number of guests served if that is higher.

If the Client does not confirm a final number, the estimated number in 1. applies.

The Caterer will prepare food for the final number and will make reasonable efforts, but does not guarantee, to serve additional guests on the day.

The Client will tell the Caterer in writing, no later than the final count deadline, about any allergies and dietary needs of guests that the Client knows about. The Caterer will confirm in writing which of them it can safely meet and will label the allergens in each dish as the law requires.

The Caterer’s kitchen handles common allergens. The Caterer takes reasonable care to avoid cross-contact but cannot guarantee that any dish is completely free of an allergen, and will tell the Client about any remaining risk before the menu is final.

The Caterer will prepare, transport, store and serve all food in line with applicable food safety and health rules, and holds all permits and registrations it needs for the services.

Each Party will share guest health information only as far as needed to provide the services, keep it secure, and delete it once it is no longer needed.

Leftover food: Leftover food

Alcohol service

Whoever supplies or serves alcohol is responsible for holding the licenses, permits and Venue approvals its activity needs, will not serve guests who are under the legal drinking age or visibly intoxicated, and may stop serving any guest for safety reasons.

The prices are set out in Schedule 1, in the currency stated there. Prices per guest are adjusted to the final guest count under 3.. Fixed charges, such as rentals or delivery, do not change with the guest count.

The Client pays a deposit of Deposit on signing to reserve the date. The deposit is credited against the total price.

The Client pays the remaining balance Balance due. Overtime, extra guests and damage under 7. are invoiced after the Event and payable within 14 days.

Prices exclude VAT, sales tax and similar taxes, which are added where they apply, unless Schedule 1 states otherwise or the law requires prices to include them. Service charge

The Caterer will follow the Venue’s rules that the Client gives it before the Event.

Each Party is responsible for loss of or damage to the other Party’s property, rentals or the Venue to the extent it is caused by that Party, its staff, subcontractors or, for the Client, its guests, except normal wear and tear. The amount is limited to the reasonable cost of repair or replacement.

The Client may cancel by written notice. If it does, it pays the following share of the total price agreed at the time of cancellation: Cancellation charges. All payments already made are credited, and anything paid above that amount is refunded within 14 days. If the Caterer rebooks the date, it reduces the charge by the profit it makes from the new booking.

If the Client wants to move the Event to another date, the Caterer will offer available dates. A move agreed in writing at least 30 days before the original date is not a cancellation. Payments carry over to the new date, and any price change for the new date must be agreed in the same writing.

If the Caterer cancels for any reason other than 10. or 9., it refunds all payments within 14 days and pays the Client’s reasonable, documented extra cost of comparable replacement catering, up to the total price.

Either Party may end this Contract by written notice if the other Party seriously breaches it and does not fix the breach within a reasonable time set in a written notice, taking account of how close the Event is, or at once if the breach cannot be fixed. Not paying the deposit or balance on time counts as a serious breach.

If the Contract ends this way, the Client pays for services properly provided, and the Party in breach pays the other Party’s resulting loss, subject to 12..

A Party that cannot perform because of events beyond its reasonable control, such as severe weather, a closure ordered by authorities, or the Venue becoming unavailable through no fault of either Party, will tell the other Party promptly. The Parties will then try, within 14 days or before the Event date if that is sooner, to agree on a new date within 12 months.

If they do not agree on a new date, either Party may cancel by written notice. The Caterer then refunds all payments within 14 days, less the reasonable, documented costs it has already incurred for this Event and cannot recover, such as food bought and non-refundable rentals. It does not deduct any profit.

The Caterer will hold general liability insurance that covers food-related illness, with a limit of at least Minimum liability insurance, any workers’ compensation or employer’s insurance required by law, and liquor liability insurance if it supplies or serves alcohol. It will show proof of it on request or when the Venue requires it.

Neither Party is liable for indirect or consequential loss, and each Party’s total liability under this Contract is limited to the total price of the Event.

These limits do not apply to death or personal injury, fraud, gross negligence or intentional misconduct, the Client’s obligation to pay the price, refunds due under this Contract, or any other liability that cannot be limited by law.

This Contract, including Schedule 1, is the entire agreement about the Event and replaces any earlier quotes or proposals. If Schedule 1 and the main terms conflict, the main terms apply.

Changes to this Contract are valid only if both Parties agree to them in writing. Emails count as writing.

Notices may be sent by email to Caterer notice email for the Caterer and Client notice email for the Client, or to a new address a Party gives by notice. An email notice counts as received on the next business day after it is sent, unless the sender gets a delivery failure message.

If any provision is invalid or unenforceable, the rest of this Contract remains in force.

This Contract is governed by the laws of Governing law. The courts of Courts for disputes have jurisdiction. If the Client is a consumer, this does not take away any rights the law gives it that cannot be waived.

This Contract may be signed in counterparts and electronically, and each signed copy is an original.