Preparing a catering contract
A catering contract is more than a discussion of food, beverages and decor on paper. In fact, a catering contract is a legal and binding written agreement outlining service expectations between a food vendor and a client. A well-written catering contract gives a clear understanding of obligations, timelines and payment expectations for both parties entering the agreement. When writing your own catering contract, be sure to manage all expectations of food service, procedures, fees, liability concerns and dates of delivery for your catering business.
Instructions
1. Gather important customer details needed to execute and write the catering contract. Draft a simple form that requests the following information: the customer's name, address, telephone number and email address, the date of function, the time the function starts, number of guests expected and number of adults and children attending the event. Include this information within the first few paragraphs of the catering contract.
2. Insert a payment schedule and fee agreement into the contract. Standard catering contracts include a down payment or retainer fee to cover basic food costs and initiate the agreement. If you accept cash, checks and credit cards, state clearly your policies on the accepted forms of payment for the catering services. Outline all costs for food service per person, rentals, overtime fees, portion sizes, fees for additional guests and delinquent account charges.
3. Include a detailed cost breakdown of the food services provided by the caterer. A catered affair requires the mastery of a multitude of details to execute the event without error. To prevent misunderstandings between the caterer and the client, provide the following information: a ratio of staff and servers to guests, the type of service provided (buffet, sit-down dinner or a combination of services), the estimated total cost of the event, the cost-per-hour rate for staff, the type of beverages served and any other pertinent event details.
4. Negotiate terms for refunds or cancellation of the catering agreement. Event details may change unexpectedly. Including a clause outlining the severance of the agreement protects the catering owner and the client from ongoing liability and fees. Determine the terms concerning the refunding of the deposit or the assessment of additional charges to sever the catering contract.
5. Outline the required steps for a breach of contract. Before signing the agreement, ensure that both parties are aware of who is responsible for attorney fees in the event of a lawsuit. Also, include an option to seek mediation for contract resolution if you wish to avoid costly legal fees.
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