Caterer Agreement Template | Awesome Sign

Caterer Agreement Template

Are you looking for tips on writing a perfect caterer agreement? This guide will tell you everything you need to know to form a legally binding and enforceable.

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What is a Caterer Agreement?

A Caterer Agreement is a legally binding contract between a caterer and their client. A Caterer Agreement is created by a caterer and signed by the client and the caterer when the client needs the caterer to perform any kind of catering service. A catering service include supplying food for a specific event at a particular time.

A caterer agreement should be well-written so that it is easily understood by the clients and there won’t be any complications in during the time period of contract. A good caterer agreement includes all the terms and conditions of the client and the caterer, and it specifies on all expectation of food service, fees, liabilities concerns and date and time of delivery of the catering service by the caterer.

Before both parties sign the agreement, they should discuss any obligations that they have with payment or any other terms and condition they would include or remove from the contract. If the caterer and client have discussed the terms and agreed on them together then it will help them in avoiding any problems that could occur in future.

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Categories of a Caterer Agreement:

There are seven categories of a caterer contract:

  • Cost Plus
  • Cost Plus Guarantee
  • NIL Subsidy
  • Fixed Price
  • Fixed Cost Per Head
  • Concession
  • Royalty Contract

Advantages of Caterer Agreement:

When a client hires a caterer to provide catering service for any reason, they sign a contract to official get in business with the caterer. Following are some of the advantages of a caterer agreement:

  • Risk and Responsibility:

    There are lot of things that are on mind of the client when they have to conduct an event for which they need catering service. Siging a contract with caterer reduces the risk of anything going wrong and also take away some responsibility from the client.

  • Professional Service:

    As a client, rather than cooking food yourself you can easily hire professional services by a caterer after signing a contract with them.

  • If eases you up:

    As a client, you definitely have a lot of things on your mind while conducting an event. If you sign a caterer agreement about catering services, it will free you up with the tension of anything going wrong with the catering part of your event.

  • Teamwork:

    Caterer contract allows the catering team to have a healthy teamwork between caterers and they can team up with other experts and make the best choices and decisions for their catering services.

  • Protection of rights:

    As a caterer, a well-written caterer agreement will provide you legal protection against the challenges of work and it will help you in avoiding any troubles with the client.

  • Validity:

    A good caterer agreement will also ensure any future dealings with the same client. If the contract is renewable the clients may decide to continue working with the same caterer under the same terms and conditions.

  • Client and Caterer Relationship:

    A well written caterer agreement allows a smooth and healthy relationship between the client and the caterer during the entire time period of the contract.

Importance of a Caterer Agreement:

Signing a contract is definitely important when you are getting into business with anyone no mater what kind of business it is. Just like in every other field, signing a contract in catering business is equally as important. A caterer agreement will help you in defining the expectations of all the parties that are involved. A caterer agreement will easily outline the responsibilities of the caterer and the client simultaneously. A good and well-written contract will help in avoiding disputes during the time period of the contract. As a caterer it is your job to make a caterer agreement with reasonable terms and conditions and good intentions, if you start off with a good contract that is customized to the needs of both the client and you, it will be good for your business, and you will be on the right track to success.

Things to include in a Caterer Agreement:

A good caterer agreement will provide a clear outline of limitations, obligations, timelines, responsibilites for both parties before entering agreement. A caterer agreement should include these things:

  • Basic Information:

    The contract should begin with basic information of the client, caterer, and anyone else who is involved including the members on the team of caterer. It should also include the information regarding the venue, time, date of the event.

  • Food Service:

    The caterer should specify in the contract what kind of food service they provide, and the client should inform the caterer what kind of food service they need they caterer to provide for the event. It should be included in the contract how the meals and the beverages will be served to the guests by the caterer.

  • Menu:

    The most important part of a caterer agreement is menu. The caterer should list down the entire menu that they provide so that the client can choose what they would prefer to be served at their event.

  • Payment Schedule:

    It is the duty of the client to inform the caterer how they will be paying the caterer in exchange of their services. Whether the payment will be in advance or after the event, or if the payment will be in installments, it should be mentioned in the contract. The caterer should also include the packages they offer so that client can choose the one they find reasonable.

  • Breach of Contract:

    The agreement should also include if there are any attempts to breach of contract from either side.

  • Cancellation Policy:

    It is important to provide the details about the cancellation policy of the contract and the refund policy as well. In case of any unfortunate event, if the client has to cancel the event, then the client’s money that was paid to the caterer in advance should be refunded by the caterer and the contract should be cancelled.

  • Final Changes:

    If the client is confused about the menu options and needs time to decide the menu, then the caterer should put in a final date for any changes the client wishes to make to the menu.

When do you need a caterer agreement?

A caterer agreement can be required for occasions when you need a catering service, weddings, engagement parties, birthday parties or any other social event require a catering service. Schools, corporate organizations, and hospitals also hire caterers to have a regular supply of food and cleaning services.

In some cases, wedding planners and event organizers also get into an agreement with caterers so they can provide clients with all kinds of services under one cotract. In this case, the caterer does not require a separate caterer agreement with the client.

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Caterer Agreement

This Catering Contract (the “Contract”) is entered into ____________________ (the “Effective

Date”), by and between ________________________, with an address of

_____________________________ (the “Client”) and _________________, with an address of

_______________________________, (the “Caterer”), collectively “the Parties.”

Provided Services:

The Caterer agrees to provide the services enlisted below (referred to as “Services”):

      1.   ____________________________

      2.   ____________________________

      3.   ____________________________

      4.   ____________________________

      5.   ____________________________

The Parties agree that the Services must be completed by _______________.

Event Date & Description:

  • Event Date: ___________________
  • Start Time: ___________________
  • End Time: ___________________
  • Location: _________________________________________

Contact Information:

  • Client’s telephone number: _______________
  • Client’s email address _____________________
  • Other necessary and relevant phone numbers and email addresses are:

                1) _______________________________
                2) _______________________________
                3) _______________________________
                4) _______________________________
                5) _______________________________


The Parties agree to the following Payment and Payment Terms:

  • Total Fee for Services: ___________________
  • Non-Refundable Deposit Due Upon Execution of Contract: ___________________
  • Balance Due on Day of Event: ___________________
  • Payment via: ____________________________________________________


  • By the Client:

This Agreement may be terminated by the Client at any time before the Event. The Client shall

be entitled to a refund of all payments upon cancellation, minus the non-refundable deposit.

  • By the caterer:

This Agreement may be terminated at any time by the Caterer. In the event of cancellation, the

Caterer is obligated to offer a suitable replacement, pending written agreement from the Client.

Alternately, the Caterer will reimburse the Client for all prior payments made, including the non-

refundable deposit, less any costs already spent.


The Parties hereby agree to defend, indemnify, and hold each other's officers, officials,

employees, and volunteers harmless from any and all claims, injuries, damages, losses, or suits

arising out of or resulting from the acts, mistakes, or omissions in the performance of this

Agreement, except for injuries and damages brought on by one Party's sole negligence.

Even when this Agreement expires, the section will still be in effect.


This Contract may not be amended or modified except in a document signed by both Parties.

Dispute resolution:

The Parties agree to use mediation if a dispute arising out of this Contract cannot be settled by

mutual consent. If mediation fails to settle the issue and legal action is necessary, the winning

party will be entitled to reimbursement for all related costs, including but not limited to

attorneys' fees.


If a court of competent jurisdiction finds any provision of this Agreement to be invalid and

unenforceable, the other sections will nevertheless be enforceable in line with the Parties'


Governing Law:

This Agreement shall be governed by and construed in accordance with the laws of


Entire Agreement:

This Agreement contains the entire agreement and understanding between the Parties hereto

concerning the subject matter hereof, and it supersedes all prior express or implied, oral or

written, and of any kind whatsoever, agreements, understandings, inducements, and conditions

concerning the such subject matter. Any usage of the trade that conflicts with any of the terms

herein is superseded and replaced by the express terms hereof.

The Parties agree to the terms and conditions outlined above as demonstrated by their

signatures as follows:



Signed:           _____________________________________

Name:            _____________________________________

Date:              _____________________________________



Signed:           _____________________________________

Name:            _____________________________________

Date:              _____________________________________