# Catering contract template.

A catering contract should state the menu, the headcount and the date it locks, whether pricing is per person or flat, who handles allergens, how long staff stay, what rentals are included, and the deposit, cancellation and liability terms. Copy the clauses below, replace the [Placeholders], and have a lawyer review the result.

_Updated 2026-10-11._

## Menu, headcount and pricing.

CATERING AGREEMENT. This agreement is between [Your business name] ("Caterer") and [Client name] ("Client"), dated [Date], for an event on [Event date] at [Venue name and address].

1. Menu and service style. Caterer will provide the menu in Attachment A: [Appetizers, entrees, sides, desserts, drinks]. Service style: [Buffet / plated / family style / drop-off / stations]. Service runs from [Start time] to [End time].

2. Headcount and lock date. The estimated guest count is [Number]. Client will confirm the final guest count in writing by [Lock date, for example [Number] days before the event]. After that date the count can go up if Caterer can accommodate it, but it cannot go down, and Client pays for at least the confirmed number.

3. Pricing. Pricing is [per person at [Rate] / a flat fee of [Amount] for the whole menu]. Children under [Age] are [Rate or free]. Vendor meals and staff meals are [included / not included]. Sales tax and any service charge are [included / added at [Rate]].

4. Menu changes. Client may change menu items until [Date]. After that date Caterer may substitute an item of similar quality if an ingredient is unavailable, and will tell Client as soon as possible. Changes that add cost are agreed in writing first.

## Allergens, staff, rentals and food safety.

5. Dietary needs and allergens. Client will give Caterer a written list of guest allergies and dietary needs by [Date]. Caterer will label dishes that contain [Common allergens] and will prepare [Number] special meals as listed. Caterer's kitchen handles [Nuts, dairy, gluten, shellfish, other], so cross-contact cannot be fully ruled out. Client is responsible for telling guests to ask about ingredients.

6. Service staff. The fee includes [Number] servers and [Number] other staff for [Number] hours, starting at [Setup time] and ending at [Cleanup time]. Time past [End time] is charged at [Rate] per staff member per [hour / half hour].

7. Rentals and equipment. The fee [includes / does not include] [plates, flatware, glassware, linens, chafers, tables, chairs]. Rented items are billed at cost plus [Handling fee or rate]. Client pays for rented items that are lost or damaged by guests at the replacement cost.

8. Venue, kitchen and access. Client will make sure Caterer has [loading access, a prep area, power, water, refrigeration, a trash area] from [Time]. If the venue does not allow outside caterers or sets its own rules, Client will tell Caterer before signing.

9. Food safety and leftovers. Caterer follows [State and local] food safety rules and holds food at safe temperatures during service. Food left out for more than [Number] hours is not safe to keep. For safety reasons, Caterer [does not / may] pack leftovers, and once food leaves Caterer's control, Caterer is not responsible for how it is stored or eaten.

## Payment, cancellation and liability.

10. Deposit and balance. A deposit of [Deposit amount] is due when Client signs, and the date is held only after the deposit and signed agreement are received. [Second payment of [Amount]] is due [Date]. The balance, based on the confirmed headcount, is due [Number] days before the event.

11. Cancellation by Client. If Client cancels more than [Number] days before the event, Caterer keeps the deposit. If Client cancels [Number] days or fewer before the event, Client owes [Amount or share of the total fee] plus any food and rentals already ordered, because the date cannot be rebooked.

12. Cancellation by Caterer. If Caterer cannot perform because of illness, an emergency or another cause outside Caterer's control, Caterer will tell Client right away, [help find a replacement caterer where possible,] and refund all payments for services not delivered.

13. Weather and outdoor events. For outdoor events Client will provide [a covered area / a backup indoor space]. If conditions make service unsafe, Caterer and Client will agree on [a new time / a new place / a rescheduled date].

14. Liability. Caterer is responsible for preparing and serving food with reasonable care. Caterer is not responsible for [injury or loss caused by guests, venue conditions or things outside Caterer's control]. [Caterer carries liability insurance, and a certificate is available on request.] Caterer's total liability is limited to the fees Client paid.

15. Entire agreement. This is the full agreement. Changes must be in writing and agreed by both. It is governed by the laws of [State].

Signed: [Client name], [Date]. [Caterer name], [Date].

## Fit it to the job, then have a lawyer review it.

Attach your menu as Attachment A so the contract points to what was actually agreed. Delete any clause that does not apply, such as plated service on a drop-off order, rather than leaving it in.

The headcount lock date and the allergen clause cause the most disputes in catering, so make them the clearest lines in the agreement and repeat them in your quote and your final invoice.

This is a starting point, not a finished legal document. Food licensing, deposit rules, liability limits and allergen duties differ by state and county. Have a lawyer in your state review your final version once, then reuse it. This page is not legal advice.

## Send it with the quote and get it signed before they pay.

- Attach your contract to a package or quote so the client signs it before they pay.
- Take the deposit online when the client books a date, and charge the balance automatically.
- Send quotes and invoices that clients pay online.

## Questions

**What should a catering contract include?**

The menu, service style, date, time and venue, headcount and the date it locks, pricing, staff hours, rentals, allergen handling, deposit and balance schedule, cancellation, and liability. Put every agreed change in writing.

**What is a headcount lock date in catering?**

It is the date after which the guest count cannot go down. The client pays for at least the confirmed number, so you can order food and schedule staff with confidence. Set it far enough ahead to buy supplies.

**Should I charge catering per person or a flat fee?**

Per-person pricing scales with the guest count and suits buffets and plated meals. A flat fee suits drop-off trays or a fixed menu. Whichever you choose, say what happens if the count changes.

**Who is responsible for guest allergies at a catered event?**

Share the duty in writing. The client gives you a list of known allergies by a set date, you label dishes and prepare any special meals, and you state clearly that cross-contact cannot always be ruled out. A lawyer can tune the wording.

**Do I need a contract for a small catering order?**

Yes, keep at least a short written agreement for any order where you buy food or hold a date. One page covering menu, headcount, deposit and cancellation prevents most disputes.

## Related

- [Vendor contract template](https://bzar.app/templates/event-vendor-contract-template)
- [Deposit and cancellation policy](https://bzar.app/templates/deposit-and-cancellation-policy-template)
- [Package pricing calculator](https://bzar.app/tools/event-package-pricing-calculator)
- [How caterers get more clients](https://bzar.app/guides/catering-business-get-clients)