Catering Contract Template and How to Draft One (2026)

What a catering contract is, and when you need one A catering contract is a written agreement between a client (a host, a company, or an event organiser) and a caterer that records what food and service will be provided, for how many guests, at what price, and what happens if numbers move or the event changes. It covers one-off events such as weddings and conferences, and ongoing arrangements such as office or canteen catering. You need one whenever a fixed date, a guest count and a deposit are involved, which is almost always. Catering is risky to run on a quote alone: the headcount drifts, menus change, deposits are paid in advance, and food safety carries real liability. A clear contract fixes the headcount cut-off, the price basis, and who carries each risk before anyone is unhappy. Below is a catering contract template you can copy and adapt, followed by guidance on how to fill each field. This is general information, not legal advice. For a large or high-value booking, have the final document reviewed by a lawyer. ## Catering contract template ```

CATERING SERVICES AGREEMENT This Agreement is made on [DATE] Between: [CLIENT NAME], of [ADDRESS] (the "Client"); and [CATERER NAME], of [ADDRESS], FSSAI Licence No. [NUMBER] (the "Caterer"). 1. THE EVENT Event: [type] Date: [DATE] Service times: [start] to [end] Venue: [address] Guaranteed guests: [NUMBER] Final count due by: [DATE, e.g. 72 hours before service] 2. MENU AND SERVICE Menu: as set out in Schedule A (courses, items, dietary options). Service style: [buffet / plated / live counters / packed meals]. Staff provided: [number of servers, chefs, hours]. Equipment: [list]. Tastings: [included / at extra cost, by [DATE]]. 3. PRICE AND PAYMENT Price: [AMOUNT] per plate x guaranteed count, OR fixed fee [AMOUNT], plus GST. Minimum billed count: [NUMBER]. Booking deposit: [AMOUNT or %] on signing. Balance: due by [DATE]. Overtime / extra guests on the day: [rate]. 3A. FINAL NUMBERS The Client may revise numbers up to the cut-off date. The guaranteed count is the minimum billed. Additional guests above the guarantee are charged at [rate], subject to the Caterer's ability to supply. 4. FOOD SAFETY AND HYGIENE The Caterer holds a valid FSSAI licence and complies with the Food Safety and Standards Act, 2006. Food is prepared, stored, transported and served to applicable hygiene standards. [Allergen and dietary requirements notified by the Client will be accommodated.] 5. CANCELLATION AND POSTPONEMENT By the Client: [sliding scale, e.g. deposit forfeited 30+ days out; 50% within 30 days; 100% within 7 days]. Postponement to a new date within [N] months: [terms]. By the Caterer: full refund plus [agreed cost] if it fails to perform for reasons within its control. 6. FORCE MAJEURE Neither party is liable for failure caused by events beyond reasonable control (natural disaster, government order, epidemic). The parties will first try to reschedule; sums paid are refunded [net of costs actually incurred]. 7. LIABILITY, INDEMNITY AND INSURANCE The Caterer is responsible for the quality and safety of the food it supplies and indemnifies the Client for loss caused by its breach or negligence, including food-borne illness attributable to its food. The Caterer holds public liability and, where relevant, product liability insurance of at least [AMOUNT] and will show a certificate. Each party's liability for indirect loss is excluded. [Carve out death and personal injury.] 8. LEFTOVERS, PERMITS AND COMPLIANCE Ownership of leftover food: [as agreed]. Any venue, fire or liquor permissions: [who obtains and pays]. Waste removal: [responsibility]. 9. GENERAL Governing law: [India / state]. Disputes: [arbitration seat / courts]. This Agreement with its Schedules is the entire agreement. Signed for the Client: __________________ Date: ______ Signed for the Caterer: _________________ Date: ______ Schedule A: full menu, service plan and dietary options