Free Catering Contract Template: Fill & Sign Online
A catering contract fixes the menu, the headcount and the money. The clause that matters most is the final numbers deadline: the date after which the client pays for the guests they booked, whether or not those guests arrive.
Food is bought and staff are rostered against that number. Without a deadline, a party that drops from 120 to 80 the week before is a loss you absorb entirely.
Self-signing is free, local & private, never uploaded. Sending for signature needs a free account (just your email).
Terms a catering contract must fix
- Menu and service style: courses, plated or buffet, service times. Attach the menu rather than describing it.
- Guaranteed minimum and final numbers deadline: typically 7 to 14 days out. After that date the client pays the confirmed count.
- Deposit: non-refundable, holding the date, with the balance due before or on the event.
- Allergens and dietary requirements: the client supplies these by a stated date, and you record what was disclosed. This is a safety clause, not an admin one.
- Cancellation tiers: different amounts at 90, 30 and 7 days out, reflecting what you have already committed.
- Access and facilities: kitchen, power, water, parking, load-in time. Missing facilities are the most common cause of a failed event.
- Overtime: the hourly rate if the event runs past the agreed finish.
Mistakes caterers pay for
- No final numbers deadline. Food and staff are committed days ahead, and a late drop is money already spent.
- A refundable deposit. It is then not holding the date, and a cancelled Saturday in June cannot be resold.
- Taking dietary requirements verbally. If something goes wrong you need a record of exactly what you were told and when.
- No venue access clause. Arriving to find no power, no water or no load-in slot is not your fault, but without the clause it becomes your problem.
Common questions
How much deposit should a caterer take?
Commonly 25–50%, non-refundable, at booking. It covers early commitments and, just as importantly, it is what makes the booking real for the client.
When should final guest numbers be confirmed?
Seven to fourteen days before, depending on your supply chain. State that the confirmed number is the minimum billed regardless of attendance, because that is the number you buy against.
Who is responsible for allergen information?
The client supplies the requirements; you cater to what you were told and record it. Many jurisdictions place statutory allergen duties on the food business, so the disclosure clause protects both sides and is worth taking seriously.
This page is general information for small businesses, not legal advice. For your specific situation, talk to a licensed attorney in your state.