Catering Services Agreement — Word & PDF Template

This catering services agreement sets out the terms on which a caterer provides food and drink services for an event or function. It records the menu, fees and responsibilities and includes food safety and allergen provisions. It does not replace the caterer’s own food hygiene registration and allergen procedures.

Who is this template for?

It suits caterers, event organisers and private or corporate clients in England and Wales. Use it for weddings, parties, corporate events and other functions where catering is supplied.

What does the template include?

The agreement is organised into clearly numbered clauses covering the booking:

• Parties — identifies the caterer and the client.
• Event / service details — date, venue and guest numbers.
• Menu and dietary requirements — the food and special needs.
• Caterer obligations — duties of the caterer.
• Client obligations — duties of the client.
• Fees, deposits and payment — total fee, a non-refundable deposit deducted from the final invoice, final numbers 5 business days before the event, and balance payment.
• Cancellation — a scale from deposit only (over 28 days) to 100% of the fee (under 7 days).
• Food safety and allergens — the caterer provides allergen information for every dish, though it cannot guarantee food is free of allergen traces.
• Liability for food safety — responsibility for food.
• Insurance — required cover.
• Limitation of liability — the caterer’s liability is capped at the fee for the event, with no liability for indirect loss.
• Force majeure — events beyond either party’s control.
• Governing law — England and Wales jurisdiction.
• Signatures — execution by both parties.

Easy to customise

The template works in Microsoft Word, Google Docs and LibreOffice. Fill in the highlighted fields, set out the menu and remove anything that does not apply.

Format and scope

Supplied as an editable Word (.docx) file and a PDF, formatted to A4. Written in plain British English with light, general references to England & Wales law.