When does the catering headcount need to be locked?

14 days before the event is the catering industry standard. After lock, increases are subject to availability and surcharged (often 20%); decreases are not refundable because the ingredients and staffing have already been ordered. Some high-volume caterers allow a 10% buffer (final count can be ±10% of locked count without surcharge); be explicit. Couples and corporate buyers both push to keep numbers flexible — the lock date protects you from doing it for free.

How should catering deposit and payment be structured?

25% non-refundable deposit on signing covers initial planning and reserves the date. 50% balance due 30 days before the event aligns with ingredient ordering and final staffing. 25% final balance due on event day or Net 7 after. This three-payment schedule keeps cashflow aligned to actual costs incurred and reduces day-of dispute friction. Pulling all payment to event day puts the caterer's ingredient costs on the line.

What's the right cancellation policy for catering?

Tiered refund schedule: cancellations more than 90 days before event get a full refund less the deposit (non-refundable). 30-90 days, 50% refund of paid amounts. Less than 30 days, no refund. The schedule reflects when ingredient orders go in (typically 14-21 days out) and when staffing is committed (5-7 days out). Specifying the tiers is enforceable; vague "cancellation fees may apply" language is not.

How should caterers handle food allergies and dietary restrictions?

14-day notice on allergens and dietary restrictions allows ingredient sourcing. State explicitly: best-effort accommodation, substitutions may incur additional cost, caterer not responsible for cross-contamination at non-dedicated facilities. For severe allergies (peanut, shellfish), some caterers refuse to serve at events with shared kitchens; that's a defensible position if disclosed in the contract. Without explicit allergen language, you're fully liable for guest reactions.

Do caterers need liability insurance and a food-safety license?

Yes — and the contract should reference both. Catering liability insurance ($1-2M per occurrence) covers food-poisoning claims, on-site injuries, and equipment damage. Food-safety licensure varies by state but is required everywhere caterers operate; many states require a Certified Food Manager on-site at every event. Venues frequently require proof of both before allowing caterers in. Add language: "Caterer represents that it maintains current food-safety licensure and liability insurance; certificates available on request."

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service

Catering Services Agreement

Effective May 17, 2026

Service Provider

Harbor & Hearth Catering

Client

1. Scope of Work

Wedding reception catering — 120 guests, full service including staff, equipment, and dining.

Deliverables:

•Full-service catering for confirmed headcount
•Service staff (1 server per 25 guests)
•Tables, linens, plateware, glassware
•On-site coordinator

2. Compensation

Payment Schedule: Milestone-based payments

Expense Reimbursement: No

Milestone Payments:

Milestone	Amount
Deposit on signing (25%)	—
30 days before event (50%)	—
On event day (25%)	—

3. Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with this Agreement. This obligation survives termination.

4. Termination

Either party may terminate this Agreement upon 30 days' written notice. The Client remains obligated to pay for all work delivered up to the termination date.

5. Headcount Lock Date

Final guest count must be confirmed 14 days prior to the event date. Additions after lock date may incur a 20% premium and are subject to availability.

6. Cancellation Policy

Cancellations more than 90 days before the event: full refund less deposit. 30-90 days: 50% refund. Less than 30 days: no refund.

7. Dietary Accommodations

Allergens and dietary restrictions must be communicated at least 14 days before the event. Best effort accommodations apply; full menu substitutions may incur additional charges.

Signatures

Service Provider

Harbor & Hearth Catering

Date: ___________________

Client

Date: ___________________

service

Catering Services Agreement

Effective May 17, 2026

Service Provider

Harbor & Hearth Catering

Client

1. Scope of Work

Wedding reception catering — 120 guests, full service including staff, equipment, and dining.

Deliverables:

•Full-service catering for confirmed headcount
•Service staff (1 server per 25 guests)
•Tables, linens, plateware, glassware
•On-site coordinator

2. Compensation

Payment Schedule: Milestone-based payments

Expense Reimbursement: No

Milestone Payments:

Milestone	Amount
Deposit on signing (25%)	—
30 days before event (50%)	—
On event day (25%)	—

3. Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with this Agreement. This obligation survives termination.

4. Termination

Either party may terminate this Agreement upon 30 days' written notice. The Client remains obligated to pay for all work delivered up to the termination date.

5. Headcount Lock Date

Final guest count must be confirmed 14 days prior to the event date. Additions after lock date may incur a 20% premium and are subject to availability.

6. Cancellation Policy

Cancellations more than 90 days before the event: full refund less deposit. 30-90 days: 50% refund. Less than 30 days: no refund.

7. Dietary Accommodations

Allergens and dietary restrictions must be communicated at least 14 days before the event. Best effort accommodations apply; full menu substitutions may incur additional charges.

Signatures

Service Provider

Harbor & Hearth Catering

Date: ___________________

Client

Date: ___________________

Step-by-step

How to write a catering contract

1

Lock the event date, venue, and service hours

"Wedding reception catering — Saturday June 14, 2026, at [Venue Name], 5:00pm to 11:00pm — service includes cocktail hour, plated dinner, late-night station." Catering pricing depends on staffing, which depends on hours; vague hours create staffing disputes.

2

State the menu by course and selection

Detailed: "Cocktail hour: [4 stations as described in attached menu]. Dinner: [3-course plated, choice of 3 entrees per guest]. Late-night: [taco bar]." The menu attached to the contract is the contractual menu — substitutions on event day require written approval.

3

Lock the headcount with a deadline

"Final guest count must be confirmed in writing 14 days before the event. Increases after that date are subject to availability and a 20% surcharge. Decreases after that date are not refundable." Headcount drives ingredient ordering and staffing — late changes destroy margins.

4

Specify the deposit and payment schedule

"25% non-refundable deposit on signing. 50% balance due 30 days before the event. 25% final balance due on event day or NET 7 after." Three-payment schedules align cashflow to ingredient ordering and staffing buildup; pulled-forward final payment removes day-of dispute friction.

5

Add a cancellation policy with refund tiers

"Cancellations more than 90 days before the event: 100% of paid amount refunded less deposit. 30-90 days: 50% refunded. Less than 30 days: no refund." Vague "cancellation fees may apply" language doesn't enforce; specific tiers do.

6

Address dietary accommodations explicitly

"Dietary restrictions and allergens must be communicated 14 days before the event. Best-effort accommodation applies. Full menu substitutions may incur additional charges. Caterer is not responsible for cross-contamination at non-dedicated facilities." Allergens are litigation territory; clarity here matters.

7

Add force majeure for illness, weather, government

"Neither party is liable for failure to perform due to acts of God, weather, illness affecting key personnel, or government restrictions. In such cases, both parties work in good faith to reschedule." Covid taught everyone this clause matters; outdoor caterers have always known.

Watch out

Common catering contract mistakes

No headcount lock date. Couples increase guest count two days before the wedding; you can't source extra protein, ruin margins, or refuse — all bad.

Vague menu language. "Plated dinner with choice of entree" without listing entrees creates day-of disputes about substitutions.

Refundable deposit. Catering deposits cover ingredient pre-orders and staff scheduling; making them refundable means cancellations after week 2 hit you twice.

No allergen-disclaimer language. Cross-contamination at non-dedicated kitchens is real; without explicit language, you're fully liable for guest allergic reactions.

Single lump-sum payment on event day. Caterers who get paid only on event day have already ordered ingredients on credit; any disruption strands them.