Hiring a caterer for any sort of event is made easier as these professionals have the food and services all covered. Caterers could be hired by just about anyone, from event planners, companies, schools, or even if you simply need a catering service for a small private event you are hosting. After reviewing a catering service proposal, the next step to finalizing the agreement is to exchange a catering service contract. This document will ensure that both parties are aware of the terms and conditions set upon the contract. This could be used for just one event or for multi occasions in which the catering service is hired by the client. To learn how to prepare a catering service contract, read more about this below. We also have free catering service contract samples that are available for download on this page.
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What Is a Catering Service Contract?
Normally when you want to come into terms with a business associate, or avail of a service from another party a contract or agreement is a document that is used to bind mutual obligation between parties. Contracts are preferably being used since these documents are enforceable by law thus protecting the best interest of the parties involved. In some cases, catering service companies exchange a catering service contract to their clients to minimize risks as well as to help their clients understand the rights and obligations written in the document. This document is a service agreement between a caterer and a client that specifies the details of a catering service taking place over a specific period of time for one or more events. Before a contract is signed, a caterer and the client must discuss the full terms of the contract to avoid misunderstanding or sudden modifications.
How To Prepare a Catering Service Contract?
Basically, the terms and conditions of a catering service contract should relate to the services offered by the catering company which applies to the services required by the client. A catering service contract could be used during any sort of event for example a restaurant wants to give their client clear expectations about the services and food products that they are able to provide for an event. It is highly recommended that companies use contracts to come into terms with their clients since it could be disastrous if either the client or the catering company fails to carry out the services they promise to provide. To help you prepare this contract here are several details you should include in this document.
I. Basic Details
Basic details should include the date(s) of the events, what particular type of event, and the location(s).
II. Food Menu
As agreed initially include a list of the meals that are to be served, including the beverages and any appetizers or snacks that might be served beforehand.
III. Service To Be Provided
Include the specific type of services your company will be offering to the client in such as:
- Buffet or sit-down table service
- Staff to be provided
- Cutlery and dishwares for the guest
- Dining decorations
- Cleanup services at the venue after the event
IV. Deposit and Payment
Specify the fees for the food and services provided, for example, the hourly rate of the staff, any corkage fees, overtime changes, and many more.
In some cases, caterers would require an advance deposit from their clients, so this should be clearly stated in the contract together with the rate and terms regarding its refundability and any due dates. For the payment provide the payment terms including the remaining balance.
V. Other Terms and Conditions
Other details that are equally important and should be considered in a catering contract are as follows:
- A cancellation policy should state how much amount could be refunded in case the client cancels. Include terms in this clause, for example, if the cancellation would occur a week before the event, then you may opt to have just 30% refunded. Whatever cancellation policy your company has adopted should be included in the contract.
- Breach of contract is when the client or caterer is unable to fulfill the terms that are set upon the contract. The catering contract should include a clause dealing with the eventuality of a breach, including provisions for matters such as who is responsible for legal fees if a breach does occur.
- Protecting any intellectual property which may be present in any menus, recipes, methods, or ingredients, whether they are owned by the client or the caterer
- For any sudden changes or modifications in the menu or perhaps the number of guests, the contract should specify terms such as the final date where changes can still be made without additional fees.
What Is the Difference Between a Contract and Agreement?
A contract is a formal document that is enforceable by law as it has binding obligations that both parties must fulfill. While an agreement is a mutual understanding between parties which could be informal with no legal implications.
What Are The Three Types of Caterers?
These are full-service caterers, mobile or delivery type, and hotel or restaurant-based caterers.
What Is the Advantage of Hiring a Caterer?
Caterers take care of the food preparation, have their own staff or waiters who can assist guests and clean up after the event ends.
A catering service contract will help protect the interest of both parties and ensure those obligations written are met. Start creating one now by using our free sample templates right above.
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