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Free catering contract template (Word)

Reviewed by Clausery editors · · 3 min read

A contract between a caterer and a client for food and beverage service at an event — covering menu, guest count, staffing, rentals, timeline, deposits and cancellation.

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A catering contract sets out the food, drink, service and pricing for an event (wedding, corporate event, party). It locks in the menu, headcount, service style, rentals, staff, timeline and payment schedule.

Catering has many moving parts and perishable costs. Specify final headcount deadlines, cancellation/refund terms, dietary accommodations, and who supplies tables/linen/bar to avoid day-of surprises.

What to include#

  • Client and caterer. Caterer business, contact and license info; client name, phone and email; event date, time and venue.
  • Menu and service. Detailed menu (starters, mains, sides, desserts, drinks), service style (buffet, plated, family style, stations), dietary accommodations (vegetarian, vegan, allergies), and bar service (host vs cash).
  • Pricing and headcount. Per-person price or fixed price, minimum guest count, final headcount deadline (typically 7-14 days before), service charge/gratuity and taxes.
  • Staff and rentals. Number of servers, bartenders, chefs; rentals provided (tables, chairs, linens, china, glassware vs client-provided); setup and cleanup times.
  • Deposits, cancellation and liability. Deposit amount and due date, final payment deadline, cancellation/refund schedule (closer to event = less refundable), food safety, alcohol compliance/licensing, insurance and indemnity.

How to fill it in#

  1. Step 1: Confirm menu and tasting

    Offer a tasting before signing for larger events; finalise menu and dietary options.

  2. Step 2: Lock the date with a deposit

    Collect a non-refundable deposit (25-50%) to reserve the date; specify refund schedule for cancellations.

  3. Step 3: Set headcount deadline

    Require a final guest count 7-14 days before the event; price will be based on that number.

  4. Step 4: Clarify rentals and staffing

    Spell out who provides what (linen, tables, bar, staffing); include setup/teardown windows.

  5. Step 5: Get permits and insurance

    Confirm venue insurance requirements, health permits and liquor licensing; name the venue as additional insured if required.

Event planning contract

Used alongside for full-service event planning.

Photo release form

If the caterer wants to photograph food for portfolio.

Hold harmless agreement

Often required by venues for caterers.

Liability waiver

For alcohol service and potential injury claims.

Free contract templates

Full contract template library.

Questions

How much deposit is typical?

25-50% of the estimated total; non-refundable within a set window before the event.

Who pays for no-shows?

The client pays for the guaranteed final headcount even if some guests do not show up.

Do I need a liquor license?

If serving alcohol, yes — either the caterer must be licensed or the venue must cover it; cash bars have additional requirements.

What about dietary restrictions?

Ask guests for dietary needs in advance and include a clause that the caterer will provide labelled options.

What if the venue has an exclusive caterer?

Many venues do — confirm the client is allowed to bring in an outside caterer before signing.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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