Catering Contract

Catering Contract: Agree the Menu, Price and Terms in Writing

A catering contract is an agreement between a caterer and a client for food and drink services at an event or over a period of time. It sets out what the caterer will provide, where and when, the menu and dietary requirements, guest numbers, the price and payment terms, deposits and what happens if the event is cancelled. Robot Lawyer drafts your catering contract from your answers and frames it under the law of the country or state you choose. On the Verified plan, a legal professional checks it before you sign.

It is also known as a catering agreement, a catering services agreement or an event catering contract.

CONTENTS

What Is a Catering Contract?

Whether it is a wedding, a corporate function, a private party or regular staff lunches, catering involves a lot of detail and a lot of money changing hands in advance. A written contract makes sure the caterer and the client agree on exactly what will be served, to how many people, at what cost and on what terms.

It protects caterers from late changes, unpaid invoices and last-minute cancellations, and gives clients certainty about the menu, the service, allergen information and what happens if something goes wrong.

When Should You Use One?

• Weddings and private parties
  Agree the menu, guest numbers, service style and timings for the big day.
• Corporate events
  Conferences, launches, client entertaining and staff parties.
• Ongoing catering
  Regular catering for an office, school, care home or venue over a fixed term or rolling contract.
• Festivals and public events
  Food and drink services for larger events, often alongside the venue's own terms.
• Using more than one caterer
  Where several caterers or clients share the arrangement.

What's Included in Your Catering Contract?

• The parties
  The caterer and the client, and any additional caterers or clients.
• Services
  What the caterer will do, such as preparing and serving food, setting tables and clearing away.
• Event details
  The date or start date, the venue and the expected number of guests.
• Menu and dietary requirements
  Any specific menu items, dietary requirements and allergies, and deadlines for menu changes.
• Guest numbers
  The deadline for confirming final numbers.
• Price and payment
  A flat fee, hourly rate or other arrangement, VAT, invoicing and payment terms.
• Deposit and cancellation
  Any deposit, and what happens if the client cancels or postpones.
• Late payment
  An agreed interest rate, or reliance on statutory interest.
• Term and termination
  How long the contract lasts and how either party can end it early.
• Intellectual property
  Who owns recipes, menus and other materials created under the contract.
• Confidentiality
  Whether the parties must keep each other's information private.
• Signatures
  Signature blocks for each party.

Allergens, Deposits and Late Payment

• Allergen information
  UK only: food businesses must give customers information about any of the 14 major allergens used as ingredients. Your contract records the client's dietary requirements and allergies so the caterer can plan for them.
• Deposits and cancellation
  A clear cancellation policy avoids arguments if plans change. Say whether the deposit is refundable and what charges apply for late cancellation, and keep them reasonable.
• Late payment
  UK only: in business-to-business contracts, if you don't agree a rate, statutory interest of 8% a year above the Bank of England base rate can usually be claimed on late payments, plus a fixed sum for recovery costs.
• Consumers
  If the client is an individual rather than a business, consumer protection law will also apply, for example to unfair terms.

How It Works on Robot Lawyer

1. Answer the questions
   Tell us about the event, the services, the menu, the price and the terms you want.
2. Generate your contract
   We draft a clear, practical catering contract that reflects your arrangement.
3. Get it verified
   On the Verified plan, a qualified legal professional checks the document within 24 hours and makes amendments where needed. See how our documents are verified.
4. Sign and plan the event
   Both parties sign, and the caterer gets to work.

Robot Lawyer is a subscription. The Essentials plan is £13.99 a month, and the Verified plan, which includes verification of your finished document by a legal professional, is £24.99 a month. Both start with a 7-day free trial. See our pricing.

Catering Contract FAQs

Should a caterer take a deposit?

Many caterers take a deposit to secure the date and cover early costs, such as ordering food and booking staff. Your contract says how much the deposit is, when it is due and whether it is refundable if the event is cancelled.

What happens if the client cancels the event?

That depends on the cancellation terms in your contract. It is common for charges to increase as the event gets closer, because the caterer may have bought food or turned down other bookings. Terms should be fair and reflect the caterer's real losses.

Can the client change the menu or guest numbers?

Your contract can set deadlines for menu changes and for confirming final guest numbers, so the caterer has time to order and plan. Changes after the deadline can be at the caterer's discretion or carry an extra charge.

Who is responsible for food safety?

The caterer is responsible for preparing, storing and serving food safely and for providing allergen information. The client should tell the caterer about guests' dietary requirements and allergies in good time.

Can I use this contract outside the UK?

Yes. Your contract is drafted under the law of the country or state you choose. Our lawyers are qualified in England and Wales and check documents for good practice, clear formatting and the law of England and Wales. They are not qualified in other countries' law, so if your contract is governed by another country's law, we recommend having a local lawyer check it too.

Create a Verified Catering Contract Online

Agree every detail of your catering in minutes. Related documents: Service Agreement, Cleaning Services Agreement and Independent Contractor Agreement.