Free Catering Contract Template

CATERING CONTRACT

Wedding Reception Agreement

CONTRACT SUMMARY

This Catering Contract ("Agreement") is entered into as of the date last signed below by and between:

Savory Events Catering, with a business address at 1200 Culinary Way, Nashville, TN 37203 (Food Service License: TN-FSL-2024-08472) (telephone (615) 555-0298, email events@savoryevents.com) ("Caterer"), and

Sarah and Michael Thompson, with an address at 340 Belmont Avenue, Nashville, TN 37212 (telephone (615) 555-0154, email sarah.thompson@email.com) ("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).

Caterer agrees to provide catering services for Client's wedding reception as described in this Agreement. The event details are as follows:

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.

Caterer shall provide the following services in connection with 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.

Caterer shall arrive at the venue at the agreed-upon setup time and shall ensure all food service is ready by the event start time. Caterer shall maintain professional standards of service, including proper attire for service staff, courteous interaction with guests, and adherence to all food safety protocols.

The estimated guest count for this event is 175 persons.

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.

Menu:
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.

Pricing: The catering services shall be billed at a rate of 95.00 USD per person, based on the final confirmed guest count or the minimum guarantee (whichever is greater).

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.

Cancellation by Client: If Client cancels this Agreement, the following refund schedule shall apply (based on the date Caterer receives written cancellation notice relative to the event 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)

All cancellations must be made in writing (email or certified mail). The cancellation date is the date Caterer receives the written notice. Non-refundable deposits are retained regardless of the cancellation refund tier.

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.

Caterer represents and warrants that it complies with all applicable federal, state, and local food safety laws, regulations, and health codes, including but not limited to:

• 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.

Allergen Management: Caterer shall maintain strict protocols to prevent cross-contamination of allergens and shall clearly label or communicate to guests which menu items contain the major food allergens identified by the Food Allergen Labeling and Consumer Protection Act of 2004, 21 U.S.C. §343(w), and the FASTER Act of 2021 (adding sesame), namely: milk, eggs, fish, Crustacean shellfish, tree nuts, peanuts, wheat, soybeans, and sesame. Caterer shall designate specific preparation areas, utensils, and serving stations for allergen-free items where requested.

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.

IN NO EVENT SHALL CATERER'S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEED THE TOTAL FEES PAID OR PAYABLE BY CLIENT UNDER THIS AGREEMENT.

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.

Each Party ("Indemnifying Party") agrees to indemnify, defend, and hold harmless the other Party and its officers, directors, employees, agents, and successors from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) the Indemnifying Party's breach of any representation, warranty, or obligation under this Agreement; (b) the Indemnifying Party's negligence or willful misconduct; (c) any personal injury or property damage caused by the Indemnifying Party's acts or omissions; or (d) any violation of applicable law by the Indemnifying Party.

This Agreement shall be governed by and construed in accordance with the laws of the State of Tennessee, without regard to its conflict of laws principles. Any legal action or proceeding arising under this Agreement shall be brought exclusively in the courts located in the State of Tennessee, and the Parties hereby consent to personal jurisdiction and venue therein.

This Agreement, together with any attached menu proposals, cost estimates, or addenda, constitutes the entire agreement between the Parties with respect to the catering services described herein and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written.

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.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date indicated.