Catering Service Agreement – Terms & Conditions

1. Scope of Services

• Caterer agrees to provide food and/or beverage services for the event as agreed upon in the accompanying invoice.
  
  

• Services may include setup, service, and cleanup as specified.
  
  

2. Menu & Dietary Requirements

• Menu selections must be finalized no later than [14] days prior to the event.
  
  

• Client is responsible for notifying Caterer of any dietary restrictions, allergies, or special requests at the time of final menu selection.
  
  

• Caterer will make reasonable efforts to accommodate requests but cannot guarantee allergen-free preparation.
  
  

3. Headcount & Final Guarantee

• A final guest count (“guarantee”) is required [7] days prior to the event.
  
  

• The client will be billed for the guaranteed number or actual attendance, whichever is higher.
  
  

4. Payment Terms

• A non-refundable deposit of [50]% is required to confirm services.
  
  

• The remaining balance is due [7] days prior to the event unless otherwise agreed.
  
  

• Accepted payment methods: [Cash, check, online card payments through Toast Invoice].
  
  

5. Service Charges & Gratuity

• A service charge of [15]% will be added to all food and beverage totals.
  
  

• Additional gratuity for staff is at the client’s discretion unless specified in the invoice.
  
  

6. Delivery & Setup

• Caterer will arrive for setup approximately [30 minutes to 1 hour] before service begins.
  
  

• Client must ensure access to the venue at agreed-upon times.
  
  

7. Equipment & Rentals

• Any necessary equipment (tables, linens, flatware, etc.) will be itemized and charged on a separate line item unless otherwise stated.
  
  

• Client is responsible for loss or damage to rental equipment after delivery.

• Specialty equipment (e.g., portable ovens or stoves, refrigeration units, carving stations, espresso machines, specialty decor, etc.) may be required for certain menus or services.
  
  

• These rentals will be billed on a separate line item and added to the client’s invoice per caterer’s discretion.
  
  

• Client is responsible for additional power, space, or permits required for specialty equipment.
  
  
  

8. Alcohol Service (if applicable)

• Caterer will comply with all local and state alcohol laws.
  
  

• ID checks may be required for service.
  
  

• Client assumes liability for any alcohol-related incidents.
  
  

9. Cancellation Policy

• Cancellations must be made in writing.
  
  

• Deposit is non-refundable.
  
  

• If canceled [7] days or less prior to the event, client is responsible for [100]% of the estimated total.
  
  

10. Changes & Additions

• Any menu changes, additional items, or service extensions requested after finalization will incur additional charges.
  
  

11. Force Majeure

• Caterer is not liable for failure to perform due to circumstances beyond reasonable control (e.g., natural disasters, labor strikes, government restrictions).
  
  

12. Client Responsibilities

• Provide access to the venue at agreed times.
  
  

• Ensure availability of necessary utilities (water, electricity, refrigeration, etc.).
  
  

• Obtain any required permits for the event.
  
  

13. Leftover Food

• In accordance with health regulations, Caterer may remove all leftover food from the premises after service.
  
  

• Caterer assumes no liability for food removed or consumed after the event.
  
  

14. Indemnification & Liability

• Client agrees to indemnify and hold Caterer harmless from any claims arising from food allergies, property damage, or injuries not caused by Caterer’s negligence.
  
  

• Caterer’s liability is limited to the amount paid for services rendered.
  
  

15. Governing Law

• This agreement is governed by the laws of Colorado.