CATERING SERVICES AGREEMENT

THIS CATERING SERVICES AGREEMENT ("Agreement") is made and entered into as of this [____] day of [__________], 20[____], by and between:

CATERER:
Company Name: [________________________________]
Contact Person: [________________________________]
Address: [________________________________]
City: [________________] State: [____] ZIP: [________]
Phone: [________________________________]
Email: [________________________________]
Health Permit #: [________________________________]
Business License #: [________________________________]

CLIENT:
Name: [________________________________]
Company (if applicable): [________________________________]
Address: [________________________________]
City: [________________] State: [____] ZIP: [________]
Phone: [________________________________]
Email: [________________________________]

ARTICLE 1: EVENT INFORMATION

1.1 Event Details

Event Name: [________________________________]
Event Type: ☐ Wedding ☐ Corporate Event ☐ Private Party ☐ Fundraiser ☐ Holiday Party ☐ Other: [________]
Event Date: [__/__/____]
Event Day: [________________________________]

Event Times:
- Setup Time: [________] a.m./p.m.
- Service Start: [________] a.m./p.m.
- Service End: [________] a.m./p.m.
- Cleanup Complete: [________] a.m./p.m.

Event Location:
Venue Name: [________________________________]
Address: [________________________________]
City: [________________] State: [____] ZIP: [________]
Contact Person: [________________________________]
Phone: [________________________________]

1.2 Guest Count

Guaranteed Guest Count: [________]
Maximum Capacity: [________]
Final Guest Count Due: [__/__/____] ([____] days before event)

Guest Count Adjustments:
☐ Guest count may be increased up to [____]% above guarantee with [____] days notice
☐ Guest count decreases below guarantee: ☐ Permitted (minimum [____]) ☐ Not permitted
☐ Client responsible for minimum guarantee regardless of attendance

ARTICLE 2: CATERING SERVICES

2.1 Service Style

☐ Plated/Seated Service
- Number of courses: [____]
- Wait staff ratio: 1 server per [____] guests

☐ Buffet Service
- Number of buffet stations: [____]
- Attended stations: ☐ Yes ☐ No

☐ Family Style
- Platters served to tables
- Refills: ☐ Included ☐ Additional charge

☐ Cocktail Reception/Passed Appetizers
- Number of passed items: [____]
- Pieces per person: [____]

☐ Food Stations/Action Stations
- Station types: [________________________________]
- Chef-attended: ☐ Yes ☐ No

☐ Drop-Off/Delivery Only
- Setup by caterer: ☐ Yes ☐ No
- Disposable serviceware: ☐ Included ☐ Not included

☐ Food Truck Service
- Truck location: [________________________________]

2.2 Menu

APPETIZERS/HORS D'OEUVRES:
1. [________________________________]
2. [________________________________]
3. [________________________________]
4. [________________________________]

SALADS/STARTERS:
1. [________________________________]
2. [________________________________]

ENTREES:
1. [________________________________]
2. [________________________________]
3. [________________________________]

SIDES:
1. [________________________________]
2. [________________________________]
3. [________________________________]

DESSERTS:
1. [________________________________]
2. [________________________________]

BEVERAGES:
☐ Coffee and tea service
☐ Soft drinks/sodas
☐ Juice
☐ Water (bottled/pitchers)
☐ Lemonade/iced tea
☐ Other: [________________________________]

2.3 Special Dietary Requirements

☐ Vegetarian options: [________________________________]
☐ Vegan options: [________________________________]
☐ Gluten-free options: [________________________________]
☐ Kosher requirements: [________________________________]
☐ Halal requirements: [________________________________]
☐ Allergen-free options (specify allergies): [________________________________]
☐ Other dietary needs: [________________________________]

Number of special meals required:
- Vegetarian: [____]
- Vegan: [____]
- Gluten-free: [____]
- Other: [____]

Final dietary counts due: [__/__/____]

2.4 Bar and Beverage Service (if applicable)

☐ No alcohol service

☐ Host Bar (Client pays)
- Beer: ☐ Domestic ☐ Premium ☐ Craft
- Wine: ☐ House ☐ Premium
- Liquor: ☐ Well ☐ Call ☐ Premium ☐ Top Shelf
- Signature cocktails: [________________________________]

☐ Cash Bar (Guests pay)
- Prices: Beer $[____] Wine $[____] Cocktails $[____]

☐ Consumption Bar
- Client pays based on actual consumption

☐ Package Bar
- Duration: [____] hours
- Package price: $[________] per person

Liquor License/Permit:
☐ Caterer holds liquor license/permit
☐ Client must obtain event permit
☐ Venue provides liquor service

Bar Hours: [________] to [________]
Bartender(s) Required: [____] (1 per [____] guests recommended)

ARTICLE 3: PRICING AND PAYMENT

3.1 Pricing Structure

Per Person Pricing:

Additional Charges:

3.2 Summary

Final invoice will be based on final guest count and actual consumption (if applicable)

3.3 Payment Schedule

Payment Methods Accepted:
☐ Check (payable to: [________________________________])
☐ Credit Card (processing fee: [____]%)
☐ Bank Transfer/Wire
☐ Cash

3.4 Deposit and Cancellation

Deposit Amount: $[________]
Deposit Status: ☐ Non-refundable ☐ Partially refundable

Cancellation Policy:
- More than [____] days before event: ☐ Full refund of deposit ☐ [____]% of deposit retained
- [____] to [____] days before event: [____]% of total estimate due
- [____] to [____] days before event: [____]% of total estimate due
- Less than [____] days before event: [____]% of total estimate due

3.5 Adjustments

☐ Prices subject to change if guest count changes by more than [____]%
☐ Menu substitutions may affect pricing
☐ Additional hours billed at $[________]/hour
☐ Overtime for staff after [____] p.m.: [____]x regular rate

ARTICLE 4: CATERER'S RESPONSIBILITIES

4.1 Food Preparation and Service

Caterer agrees to:
☐ Prepare all food in a licensed commercial kitchen
☐ Maintain all required health permits and licenses
☐ Follow all food safety and handling requirements
☐ Transport food at proper temperatures
☐ Provide adequate quantities for guaranteed guest count
☐ Accommodate agreed-upon dietary restrictions
☐ Present food in an attractive and professional manner
☐ Provide trained and professional staff

4.2 Equipment and Supplies

Caterer will provide:
☐ All food preparation equipment
☐ Serving equipment and utensils
☐ Chafing dishes and warming equipment
☐ Beverage dispensers
☐ Service platters and bowls
☐ [________________________________]

Client must provide or arrange separately:
☐ Tables and chairs
☐ Linens
☐ China, glassware, flatware
☐ [________________________________]

4.3 Staffing

Caterer will provide the following staff:

4.4 Cleanup

Caterer will:
☐ Remove all catering equipment
☐ Clean kitchen/prep areas used
☐ Dispose of food waste properly
☐ Leave service areas in clean condition
☐ Remove trash to designated area

Caterer is NOT responsible for:
☐ General venue cleanup
☐ Guest table cleanup (unless agreed)
☐ Decoration removal
☐ [________________________________]

ARTICLE 5: CLIENT'S RESPONSIBILITIES

5.1 Venue and Access

Client shall:
☐ Secure venue and provide Caterer access at agreed setup time
☐ Ensure venue has adequate kitchen/prep facilities (if required)
☐ Ensure adequate electrical outlets and power
☐ Ensure adequate refrigeration (if required)
☐ Provide adequate parking for Caterer's vehicles
☐ Provide loading dock/easy access for equipment
☐ Communicate venue restrictions to Caterer

5.2 Guest Information

Client shall:
☐ Provide final guest count by: [__/__/____]
☐ Provide dietary restriction count by: [__/__/____]
☐ Provide seating chart (if applicable) by: [__/__/____]
☐ Provide event timeline by: [__/__/____]

5.3 Coordination

Client shall:
☐ Designate point of contact for event day: [________________________________]
☐ Coordinate with other vendors (DJ, photographer, etc.)
☐ Communicate any venue rules or restrictions
☐ Handle guest management and seating

5.4 Permits and Permissions

Client is responsible for:
☐ Any required event permits
☐ Alcohol permits (if not provided by Caterer or venue)
☐ Fire marshal approval (if required)
☐ HOA or community approvals (for private property)

ARTICLE 6: FOOD SAFETY AND LEFTOVERS

6.1 Food Safety

Caterer represents that:
☐ All food will be prepared in a licensed facility
☐ All staff have required food handler certifications
☐ Food will be transported and held at safe temperatures
☐ Caterer will comply with all FDA Food Code requirements
☐ Caterer will maintain food safety documentation

6.2 Leftovers

Leftover food policy:
☐ All leftover food remains property of Client
☐ Client may keep leftover food (Client assumes responsibility for food safety)
☐ Caterer will package leftovers for Client
☐ Caterer will dispose of all leftover food
☐ Leftover food will be donated to: [________________________________]

Food Safety Notice: Once food leaves Caterer's control, Caterer is not responsible for food safety. Leftover food should be refrigerated within 2 hours and consumed within 24-48 hours.

6.3 Allergen Disclaimer

☐ Client has disclosed all known allergies
☐ Caterer will take reasonable precautions but cannot guarantee allergen-free environment
☐ Client is responsible for communicating allergen information to guests
☐ Cross-contamination may occur in commercial kitchens

ARTICLE 7: ALCOHOL SERVICE

7.1 Liquor License

☐ Caterer holds valid liquor license/permit for this event
License #: [________________________________]
☐ Venue holds liquor license
☐ Client must obtain special event permit
☐ No alcohol service under this Agreement

7.2 Responsible Service

Caterer agrees to:
☐ Check identification for all guests appearing under age [____]
☐ Refuse service to intoxicated guests
☐ Refuse service to minors
☐ Follow all state alcohol service laws
☐ Train all bartenders in responsible alcohol service

7.3 Liability

☐ Caterer carries liquor liability insurance: $[________]
☐ Client shall be responsible for any liability arising from alcohol service
☐ Caterer may cease alcohol service at any time if safety concerns arise

7.4 Last Call

Last call for alcohol service: [________] a.m./p.m.
Bar closes: [________] a.m./p.m.

ARTICLE 8: INSURANCE AND LIABILITY

8.1 Caterer's Insurance

Caterer maintains:
☐ Commercial General Liability: $[________] per occurrence
☐ Products Liability/Food Contamination: $[________]
☐ Liquor Liability (if applicable): $[________]
☐ Workers' Compensation: As required by law
☐ Commercial Auto: $[________]

Certificate of insurance available upon request.

8.2 Indemnification

Caterer shall indemnify Client against claims arising from:
☐ Caterer's negligence
☐ Foodborne illness caused by Caterer's food
☐ Caterer's staff actions
☐ Caterer's equipment causing injury

Client shall indemnify Caterer against claims arising from:
☐ Client's negligence
☐ Venue conditions
☐ Actions of Client's guests
☐ Inaccurate information provided by Client

8.3 Limitation of Liability

Caterer's total liability shall not exceed the total contract amount.
Caterer is not liable for:
☐ Consequential or incidental damages
☐ Lost profits
☐ Emotional distress
☐ Circumstances beyond Caterer's control

ARTICLE 9: CHANGES AND MODIFICATIONS

9.1 Menu Changes

☐ Menu changes permitted until: [__/__/____]
☐ Menu changes may affect pricing
☐ Seasonal availability may require substitutions
☐ Caterer will notify Client of any necessary substitutions

9.2 Date/Time Changes

☐ Event may be rescheduled with [____] days notice (subject to availability)
☐ Rescheduling fee: $[________] or [____]% of deposit
☐ Date changes less than [____] days before event subject to full payment

9.3 Guest Count Changes

☐ Guest count increases accepted until [____] days before event
☐ Guest count decreases: Client responsible for minimum of [____] guests or guaranteed count, whichever is higher
☐ Final count cannot be reduced below [____]% of original guarantee

ARTICLE 10: CANCELLATION AND FORCE MAJEURE

10.1 Cancellation by Client

See Section 3.4 for cancellation fees based on timing.

10.2 Cancellation by Caterer

If Caterer must cancel:
☐ Full refund of all payments
☐ Caterer will make reasonable efforts to find replacement caterer
☐ Caterer not liable for additional costs Client incurs

10.3 Force Majeure

Neither party shall be liable for failure to perform due to:
- Natural disasters
- Government actions or orders
- Pandemic or public health emergency
- War or terrorism
- Venue closure beyond parties' control
- Other circumstances beyond reasonable control

In case of force majeure:
☐ Event may be rescheduled without penalty
☐ If rescheduling not possible, deposit ☐ refunded ☐ credited ☐ [____]% retained

ARTICLE 11: MISCELLANEOUS

11.1 Photographs and Marketing

☐ Caterer may photograph food/setup for marketing purposes
☐ Caterer may NOT photograph guests
☐ Client grants permission for Caterer to use photos with credit
☐ No photography without Client's written consent

11.2 Gratuities

☐ Gratuities for staff are included in service charge
☐ Gratuities are separate and at Client's discretion
☐ Gratuity envelopes will be provided for: [________________________________]

11.3 Vendor Meals

☐ [____] vendor meals included (photographer, DJ, etc.)
☐ Additional vendor meals: $[________] each
☐ No vendor meals included

11.4 Tastings

☐ Tasting included for [____] guests
☐ Additional tasting guests: $[________] each
☐ Tasting date: [__/__/____]

11.5 Notices

All notices shall be sent to the addresses above via email, certified mail, or overnight courier.

11.6 Governing Law

This Agreement shall be governed by the laws of the State of [________________].

11.7 Dispute Resolution

☐ Mediation first, then binding arbitration
☐ Litigation in [________________] County

11.8 Entire Agreement

This Agreement constitutes the entire agreement between the parties. Amendments must be in writing.

SIGNATURES

By signing below, the parties agree to all terms and conditions of this Agreement.

CATERER:

Signature: ________________________________
Printed Name: [________________________________]
Title: [________________________________]
Date: [__/__/____]

CLIENT:

Signature: ________________________________
Printed Name: [________________________________]
Date: [__/__/____]

PAYMENT RECEIPT

EXHIBIT A - DETAILED MENU AND PRICING

[Attach detailed menu with descriptions and pricing]

EXHIBIT B - EVENT TIMELINE

[Attach detailed event timeline]

EXHIBIT C - FLOOR PLAN/SETUP DIAGRAM

[Attach setup diagram if applicable]

This template is for informational purposes only. Catering agreements involve food safety, liability, and event-specific considerations. Both caterers and clients should review with qualified legal counsel before signing.