The basics
Names and legal entities of both parties, the event date, the venue address, the start and end times of service, and the guest count the price is based on. A contract that says only "lunch for about 80" is where disputes start.
Money
Price per head and what it includes. Deposit amount and due date. Payment schedule and final balance date. Accepted payment methods. Taxes. Service charge and whether any of it reaches the staff as gratuity, which is a legal question in several countries.
Overtime rate per staff member per hour, and how overtime is authorised on the day. This single line prevents most invoice arguments.
Guest count
The date the final count is due, usually 7 to 14 days before. The guaranteed minimum that will be charged regardless. Whether the count can go up after the deadline, by how much, and at what price.
Also state how vendor meals and child meals are counted, since they are usually priced differently.
Food and service
The agreed menu, or the date the menu is locked. Service style. Tasting: included or charged, and for how many people. Dietary and allergen handling. Who supplies and washes linen, china, glassware and flatware. Cake cutting, corkage and any venue fee.
Leftovers: who owns them, and whether food safety rules allow them to leave the venue.
Logistics and risk
Load-in and load-out times. Parking and access. Power, water and kitchen facilities at the venue, and what the caterer must bring. Setup and breakdown responsibilities.
Insurance, including public liability and the certificate the venue usually demands. Licences held. Damage and loss of rented equipment.
When things change
Cancellation terms with dates and refund percentages. Postponement terms, which are not the same thing, and whether the deposit moves to a new date. Force majeure, defined with examples rather than left vague. Substitution rights if an ingredient is unavailable. Who may make changes on the day, named as a person, not a role.
This is a checklist for a conversation with a caterer, not a legal template. Contracts should be reviewed by someone qualified in your jurisdiction.
Guide revised 18 September 2026. Figures here are planning rules of thumb, not guarantees. Send a correction.
