Events & Vendors

Free Catering Contract Template (PDF)

A catering agreement covers menu, guest count, fees, and cancellation terms between a client and a caterer for a specific event, with the final bill tied to a confirmed headcount deadline.

When to use it

Use this whenever you're booking catering for an event of any size — it protects both sides on the details that most often cause disputes: exact menu, final guest count timing, and what portion of the deposit is refundable if plans change.

What's typically included

• Services description
• Event details
• Menu
• Fees and deposit
• Cancellation terms
• Client responsibilities
• Liability
• Governing law

How to fill it in

• Fill in the menu items and pricing table with your actual proposal — the guest-count field ties directly to the final invoice, so keep it in sync with what you tell the client verbally.
• Set the headcount deadline as a specific number of days before the event, not "a few days before" — this is the single most common source of catering disputes, since the final bill depends on it.
• Note any dietary accommodations beyond a standard vegetarian option directly in the menu section, so they're part of the signed record, not a side conversation.

This template is a general starting point, not legal advice — customize it and have it reviewed for your situation.

Frequently asked questions

What happens if the guest count changes after I sign?

The agreement sets a headcount deadline (a number of days before the event) after which the confirmed count becomes final — changes after that point are generally the client's responsibility to cover, though you can adjust that language to your own policy.

Is an electronically signed catering agreement legally binding?

Yes, under the U.S. ESIGN Act and state UETA laws, the same as any other contract.

Does this cover food allergies and dietary restrictions?

There's a line for noting dietary accommodations beyond the built-in vegetarian option — fill in specifics (allergies, gluten-free, etc.) there so they're part of the signed agreement rather than a verbal-only understanding.