Catering Contract Checklist: 15 Things to Get in Writing

Catering Contract Checklist

Updated November 5, 2026

What Should Be in a Catering Contract?

A catering contract should list the date, venue, service times, menu and portions, guest count and final headcount deadline, staff numbers and hours, rentals included, every fee (service charge, tax, delivery, overtime), the payment schedule, cancellation and refund terms, and proof of license and insurance. Do not pay a deposit until it is all in writing.

Updated November 5, 2026 · Source: catering.broker planning guide (our own assumptions, not survey data); always compare written quotes.

A clear contract protects both you and the caterer. Check for each item below before you sign.

The Checklist

Business legal name, address and contact
Event date, venue address and service times
Full menu with portions and dietary meals
Guest count and final headcount deadline
Service style and number of staff, with hours
Setup and cleanup times and what "cleanup" includes
Rentals included (plates, glassware, linens, chafing dishes)
Bar service, alcohol supply and who holds the license
Price per person and every added fee
Service charge, and whether it includes gratuity
Sales tax
Overtime rate
Deposit, payment schedule and accepted payment methods
Cancellation, postponement and headcount-change terms
Proof of food license and liability insurance

Red Flags

Cash-only deposits
No written menu or a "market price" total
No insurance certificate when the venue requires one
Pressure to sign the same day

Compare the contracts you get with the quote comparison tool.

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