Free Catering Contract Template
A professionally structured catering contract for U.S. caterers and American event hosts. Fill in your event details, customize the terms, and download a professional PDF in minutes — valid in all 50 United States.
| CATERER | Savory Events Catering 1200 Culinary Way, Nashville, TN 37203 |
| CLIENT | Sarah and Michael Thompson 340 Belmont Avenue, Nashville, TN 37212 |
| EVENT | Wedding Reception - September 20, 2026 at 5:00 PM - 11:00 PM |
| VENUE | Cedarwood Weddings 3831 Whites Creek Pike, Nashville, TN 37218 |
| GUESTS | 175 estimated |
| ESTIMATED TOTAL | 19,950.00 USD (incl. 20% gratuity) |
Savory Events Catering, with a business address at 1200 Culinary Way, Nashville, TN 37203 (Food Service License: TN-FSL-2024-08472) ("Caterer"), and
Sarah and Michael Thompson, with an address at 340 Belmont Avenue, Nashville, TN 37212 ("Client").
Event Planner: Jessica Williams, Stellar Events (authorized to act on behalf of Client for coordination purposes only).
Caterer and Client may be referred to individually as a "Party" and collectively as the "Parties." The Parties acknowledge that this Agreement is a mixed contract for the provision of food-related services; the services portion is governed by common-law contract principles, while the food-goods portion is governed by UCC Article 2 to the extent goods predominate under the test in Bonebrake v. Cox, 499 F.2d 951 (8th Cir. 1974).
Event Type: Wedding Reception
Date: September 20, 2026
Time: 5:00 PM - 11:00 PM
Venue: Cedarwood Weddings, 3831 Whites Creek Pike, Nashville, TN 37218
Estimated Guest Count: 175 persons
Setup Time: 2:00 PM (3 hours before event)
Cleanup: Included in services
Caterer shall provide professional catering services including food preparation, presentation, serving, and cleanup. All food shall be freshly prepared using quality ingredients and presented in a professional manner appropriate for the type of event. Caterer shall provide an adequate number of trained service staff to ensure efficient and courteous service throughout the event.
- Menu planning and consultation with Client to finalize all food and beverage selections.
- Procurement of all food ingredients, beverages, and supplies necessary for the catering services.
- Professional preparation and cooking of all menu items in a licensed commercial kitchen or approved food preparation facility.
- Transportation of all prepared food, beverages, equipment, and supplies to the event venue.
- Setup of food service stations, buffet lines, and/or plated service stations at the venue, including all necessary serving equipment, chafing dishes, platters, and utensils.
- Professional food service throughout the event, including monitoring food temperatures, replenishing dishes, and attending to guest requests.
- Post-event cleanup, including breakdown of all catering equipment, removal of all food and catering supplies, and cleaning of food service areas to their pre-event condition.
- Coordination with venue management, event planners, and other vendors as reasonably necessary.
Minimum Guest Guarantee: Client guarantees a minimum of 150 guests. Client shall be billed for the greater of: (a) the actual number of guests served, or (b) the minimum guest guarantee. This guarantee ensures that Caterer can procure sufficient quantities of food and staffing.
Final Guest Count: Client shall provide Caterer with a final, confirmed guest count by September 6, 2026 ("Final Count Deadline"). If Client fails to provide a final count by the deadline, the estimated guest count stated above shall be used for billing purposes.
Additional Guests: Caterer will prepare additional meals (typically 5-10% above the final confirmed count) to accommodate unforeseen guests. Guests exceeding the confirmed count will be billed at a rate of 105.00 USD per additional person.
Count Reduction: If the final guest count is lower than the estimated count, Client may reduce the count by up to ten percent (10%) without penalty. Reductions exceeding ten percent (10%) may result in a restocking fee equal to the cost of food already procured for the excess guests, as documented by Caterer's receipts.
Appetizers: Bruschetta trio, shrimp cocktail, artisan cheese board
Salad: Mixed greens with candied pecans, goat cheese, and balsamic vinaigrette
Main Course: Choice of grilled filet mignon with herb butter, pan-seared salmon with lemon dill sauce, or wild mushroom risotto (vegetarian)
Sides: Roasted garlic mashed potatoes, seasonal grilled vegetables, dinner rolls
Dessert: Wedding cake cutting service, mini dessert bar (macarons, tartlets, chocolate truffles)
Dietary Accommodations: 15 vegetarian, 8 vegan, 5 gluten-free, 3 nut allergy. Caterer shall ensure that all dietary accommodations are prepared separately and clearly labeled to prevent cross-contamination with allergens. Caterer shall assign designated staff members to manage allergen-free meal service. Client is responsible for communicating specific guest dietary requirements and allergies to Caterer by the Final Count Deadline.
Beverages: Non-alcoholic beverages included. Non-alcoholic beverages include water, coffee, tea, and assorted soft drinks/juices as discussed during menu consultation. If Client wishes to provide their own alcoholic beverages, Client shall be solely responsible for obtaining any required permits, providing service staff, and ensuring compliance with applicable liquor laws.
Equipment and Rentals: Caterer shall provide the following equipment and rental items: All china, silverware, glassware, linens (white), chafing dishes, buffet stations, cocktail tables. All equipment remains the property of Caterer and must be returned in good condition. Client shall be responsible for the cost of any equipment that is damaged, lost, or not returned.
Service Staff: Caterer shall provide 12 service staff members, including servers, bartenders (if applicable), and a catering manager/coordinator who shall serve as the primary on-site contact.
Food Presentation: All food shall be presented in a manner consistent with the style and theme of the event. Final presentation details, including table setup, serving style (buffet, plated, family-style, or stations), and decorative elements shall be agreed upon during the pre-event consultation. Caterer shall provide a tasting session for up to four (4) persons at Caterer's facility, scheduled at a mutually convenient time prior to the event.
Estimated Total: 16,625.00 USD
Gratuity (20%): 3,325.00 USD
Grand Total (estimated): 19,950.00 USD
The final total may vary based on the confirmed guest count, additional services requested, and overtime charges. A final invoice detailing all charges will be provided within five (5) business days following the event.
Deposit: A non-refundable deposit of 5,000.00 USD is required to secure the date and confirm the booking. The deposit is due on or before April 20, 2026. The booking is not confirmed until the deposit is received. This deposit shall be credited toward the total charges. If the deposit is not received by the due date, Caterer reserves the right to release the date.
Final Payment: The remaining balance (estimated total less deposit) is due on or before September 13, 2026. Any additional charges (overage guests, overtime, additional services) shall be invoiced after the event and are due within fifteen (15) days of the invoice date.
Payment Methods: Payments may be made by check, wire transfer, ACH transfer, or credit card. Credit card payments may be subject to a processing fee of up to three percent (3%). All payments shall be made in U.S. dollars.
Late Payment: Payments not received by the due date shall incur a late fee of $50.00 or 1.5% of the outstanding balance per month (whichever is greater). Caterer reserves the right to suspend services if payment is not received by the due date.
- 30+ days before event: 75% refund (25% forfeited)
- 15-29 days before event: 50% refund (50% forfeited)
- Under 15 days before event: 0% refund (100% forfeited)
Cancellation by Caterer: If Caterer is unable to perform the services due to unforeseen circumstances (illness, equipment failure, staffing emergency), Caterer shall promptly notify Client and make reasonable efforts to secure a qualified replacement caterer at no additional cost. If a replacement cannot be found, Caterer shall refund all payments received in full. Caterer's liability in such event shall be limited to the return of all payments made by Client.
Date Change / Postponement: If Client requests to change the event date, Caterer will make reasonable efforts to accommodate the new date, subject to availability. Date changes requested more than thirty (30) days prior to the original event date may be accommodated without penalty. Date changes within thirty (30) days may be subject to a rescheduling fee of up to twenty-five percent (25%) of the total estimated cost, plus any non-recoverable costs already incurred by Caterer for food procurement and preparation.
Force Majeure and Frustration of Purpose: Neither Party shall be liable for failure to perform under this Agreement due to circumstances beyond reasonable control, including but not limited to natural disasters, severe weather, pandemic or epidemic, government orders, venue closure, or other extraordinary events. The Parties recognize the common-law doctrines of impossibility and frustration of purpose (see Taylor v. Caldwell, 3 B. and S. 826 (1863), as codified and followed in U.S. jurisdictions; Restatement (Second) of Contracts §§261, 265) as applicable to such events. In such cases, the Parties shall make reasonable efforts to reschedule the event, and all payments made shall be applied to the rescheduled date. If the event cannot be rescheduled within six (6) months, Client shall be entitled to a full refund less any non-recoverable expenses documented by Caterer.
- The Food Safety Modernization Act (FSMA), 21 U.S.C. §2201 et seq., and applicable FDA regulations under 21 C.F.R. Parts 117 (Preventive Controls) and 1.1-1.900 governing food preparation, handling, and service.
- The most recent version of the FDA Food Code as adopted by the governing state, and state and local health department regulations, including maintaining a current food service establishment license/permit.
- ServSafe or equivalent food-handler/manager certification for all managers and key personnel involved in food preparation, as required by applicable state or county rules.
- Proper food temperature control, maintaining hot foods at 135 degrees F (57 degrees C) or above and cold foods at 41 degrees F (5 degrees C) or below at all times, consistent with the FDA Food Code.
- Proper hygiene practices, including handwashing, use of gloves, hair restraints, and clean uniforms for all food handling staff.
- HACCP (Hazard Analysis Critical Control Points) principles in all food preparation and service operations.
- Where permitted, any applicable state cottage-food exemption shall be identified and complied with; cottage-food laws do not authorize commercial off-site catering in most jurisdictions.
Venue Accessibility: To the extent the event is held at a place of public accommodation, Caterer shall cooperate with Client and venue to accommodate accessibility requirements under Title III of the Americans with Disabilities Act, 42 U.S.C. §12181 et seq. (e.g., accessible service stations, table heights, and aisle widths).
Leftover Food: Any food remaining after the event shall be handled in accordance with local health department guidelines. Caterer shall not be responsible for food safety after leftovers are taken by Client or guests. If requested, Caterer will package leftovers in appropriate food-safe containers for Client to take, but Client assumes all responsibility for proper storage and consumption thereafter.
License: Caterer holds Food Service License No. TN-FSL-2024-08472, issued by the applicable state or local health authority.
Insurance: Caterer maintains general liability insurance (Policy No. GL-4729183) and shall provide a certificate of insurance upon request.
CATERER SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO EMOTIONAL DISTRESS, LOSS OF ENJOYMENT, OR REPUTATIONAL HARM, ARISING OUT OF OR RELATED TO THIS AGREEMENT.
Venue Liability: Caterer shall not be liable for any damage to the venue or venue property that is not directly caused by Caterer's negligence. Client is responsible for any venue damage caused by guests or other vendors. If the venue requires a certificate of insurance from Caterer, Caterer shall provide same upon request at no additional charge.
Insurance: Caterer shall maintain commercial general liability insurance with limits of not less than one million dollars ($1,000,000) per occurrence, together with product-liability coverage appropriate for food service, and shall provide a certificate of insurance to Client or the venue upon request.
Alcohol Liability: Caterer is not providing alcoholic beverage service under this Agreement. If Client provides their own alcohol, Client assumes all liability associated with the service and consumption of alcoholic beverages at the event, including compliance with applicable liquor laws, dram-shop statutes, and responsible service practices.
No amendment or modification of this Agreement shall be valid unless made in writing and signed by both Parties. The failure of either Party to enforce any provision of this Agreement shall not constitute a waiver of such provision or the right to enforce it at a later time. If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
By signing below, both Parties acknowledge that they have read, understand, and agree to be bound by the terms and conditions of this Agreement.
What Is a Catering Contract?
A catering contract is a legally binding agreement used throughout the United States between a catering company and a client that defines the food and beverage services to be provided at an event. It covers everything from menu selections and service style to staffing, setup, pricing, and cancellation policies. Whether you are planning a wedding reception, corporate gala, birthday party, or any other event with catered food, a written contract ensures both the caterer and the client are on the same page.
Catering involves perishable goods, time-sensitive logistics, and significant upfront costs for ingredients and staff scheduling. Without a written agreement, disputes over the menu, guest count, pricing, and cleanup responsibilities are common. A U.S. catering contract puts every detail in writing so both parties know exactly what to expect.
In the United States, catering contracts are governed by state contract law. Because catering is primarily a service rather than a sale of goods, common law contract principles apply rather than the UCC. Additionally, caterers must comply with state and local food safety regulations, health department licensing requirements, and, if serving alcohol, state liquor laws.
What's Covered in This Template
Doxuno's catering contract template covers every essential clause for a professional catering agreement, from menu details to liability and cleanup.
Event Details
Party Information
Menu & Service Style
Pricing & Payment
Staffing & Service
Setup & Cleanup
Dietary Accommodations
Alcohol & Bar Service
Cancellation & Refunds
Guest Count Deadline
Insurance & Liability
Force Majeure
How to Create Your Catering Contract
Doxuno's template walks you through every section so you can generate a complete catering contract in minutes.
- 1
Enter caterer and client information
Provide the catering company's legal name, business address, phone number, email, and any relevant license numbers. Then enter the client's full name, address, and contact details.
- 2
Define the event details
Specify the event type (wedding, corporate, private party), date, start and end times, venue name, venue address, and the estimated number of guests. Include whether the event is indoors, outdoors, or both.
- 3
Select the menu and service style
Choose the service style (buffet, plated, family-style, cocktail reception) and list the menu items including appetizers, entrees, sides, desserts, and beverages. Note any dietary accommodations required.
- 4
Set pricing and payment terms
Enter the per-person price or flat fee, deposit amount, and payment schedule. Specify additional charges for staffing, equipment rentals, travel, overtime, and any applicable taxes or service fees.
- 5
Define cancellation terms and download
Set the cancellation policy including notice periods, refund percentages, and the deadline for final guest count adjustments. Review all terms and download the completed catering contract as a professional PDF.
Legal Considerations for US Catering Contracts
This template works across all US states, but catering involves specific regulatory and liability considerations that both caterers and clients should understand.
This template is provided for informational purposes and does not constitute legal advice. For large-scale events, alcohol service, or complex liability situations, consult a licensed attorney in your jurisdiction.
Reviewed by legal professionals. The content on this page and the template clauses have been reviewed by licensed attorneys in the United States to ensure accuracy for standard catering business situations.
Food Safety Licensing
Every U.S. state requires catering businesses to hold a food service license or permit issued by the local health department. Requirements vary by American state and municipality, but typically include facility inspections, food handler certifications for staff, and compliance with the FDA Food Code. The catering contract should confirm that the caterer holds all required U.S. licenses and will comply with applicable food safety regulations.
Liquor Liability and Dram Shop Laws
If alcohol is being served, the caterer (or the host, depending on the arrangement) may be liable under U.S. state dram shop laws for injuries caused by intoxicated guests. Most American states hold the party that serves the alcohol responsible. The contract should specify who holds the liquor license, who carries liquor liability insurance, and what responsible service practices will be followed.
Indemnification and Insurance
Catering contracts typically include an indemnification clause where each party agrees to hold the other harmless for claims arising from their own negligence. The caterer should carry general liability insurance (commonly $1 million per occurrence) and provide a certificate of insurance upon request. Many venues require the caterer to name the venue as an additional insured on their policy.
Service as Primary Purpose
Because catering is predominantly a service rather than a sale of goods, the UCC generally does not apply. This means there are no automatic implied warranties of merchantability. Instead, the contract should explicitly state what quality standards the caterer will meet, how food will be prepared and served, and what remedies are available if the food or service does not meet the agreed standards.
Frequently Asked Questions
Ready to lock in your catering details?
Fill in your event details, set your menu and terms, and get a professionally formatted U.S. catering contract in minutes. Covers American state food safety requirements. Free to use. No account required for the basic version.
Free · Instant PDF · No account required