Catering Service Agreement
This agreement confirms the catering booking discussed in your enquiry and sets out what the cafe ("Provider") will supply for your event, what it costs, and what each side is responsible for. It takes effect only when BOTH parties have signed below. The Provider completes the event details, menu and pricing before sending it over; the Client reviews, ticks the acknowledgements and signs — in-app, or by printing, signing and uploading a scan.
Provider (cafe business name and address):
Provider event contact and phone:
Client (full legal / business name):
On-the-day contact and mobile:
Billing address / PO reference:
Section 2 — Event, Venue & Service Window
Venue name and full address:
Provider access from / service window / clear-down by:
Guest count this agreement is priced on:
Client confirms the venue contact on site is:
The Provider will arrive within the access window above to set up and will clear down promptly at the end of service. Time beyond the agreed service window is charged in half-hour blocks at the overtime rate in Section 4, subject to staff availability.
Section 3 — Menu & Package
The Provider will supply the following for this event:
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Coffee package (per guest) | | | | |
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Cold drinks / tea selection | | | | |
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Equipment hire / delivery | | | | |
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Anything not listed in the table above is not included. Menu substitutions of equivalent value may be made if a supply problem arises; the Provider will notify the Client as early as possible.
Section 4 — Guest Numbers, Fees & Payment
Deposit payable to confirm the booking:
Overtime rate beyond the agreed service window:
Final guest-count deadline:
The booking is held only once the deposit clears. Guest numbers may be increased up to the deadline above subject to capacity, and may be reduced by up to 10% without penalty; below that, the priced guest count in Section 2 still applies. If no revised figure is received by the deadline, the priced guest count is treated as final and is charged in full. Extras ordered on the day are added to the final invoice at menu prices. Late balances accrue reasonable interest as permitted by law.
Section 5 — Staffing, Equipment & Site Requirements
The Provider supplies trained baristas, the espresso setup, grinders, cups, milk, coffee and all consumables listed in Section 3, and removes its own waste at the end of service. The Client is responsible for arranging site access at the agreed time, a level serving area of at least 2 x 1 metres under cover, a dedicated 13 A power socket per machine on a separate circuit, access to potable water, and somewhere to dispose of liquid waste. Where any of these is unavailable, the Provider will do what it reasonably can but is not liable for reduced service caused by site conditions.
Site details the Provider should know — parking, lift access, loading restrictions, floor surface, indoor or outdoor:
Section 6 — Allergens & Food Safety
The Provider prepares food in a kitchen that handles milk, eggs, wheat, soy, tree nuts, peanuts and sesame, and cannot guarantee that any item is free of a given allergen. Full ingredient information is supplied in writing before the event and labels are placed on every platter. The Client is responsible for collecting guests' dietary requirements and passing them to the Provider by the final guest-count deadline, and for communicating allergen information to guests on the day. Food is prepared for service on the event date; any food the Client keeps after service is at the Client's own risk.
Known allergies and dietary requirements for this event:
Section 7 — Cancellation & Postponement
Cancellation more than 30 days before the event: the deposit is refunded in full. Between 30 and 14 days: the deposit is retained. Between 14 and 7 days: 50% of the total is payable. Within 7 days or non-attendance: the full total is payable, since staff, stock and vehicles are committed. One postponement to a mutually agreed date within six months is permitted if requested more than 14 days ahead, subject to availability; the deposit transfers and prices are re-confirmed. If the Provider must cancel for reasons within its control, all sums paid are refunded in full and that refund is the limit of the Provider's liability.
Section 8 — Damage, Liability & Insurance
The Provider holds public liability insurance and will supply a certificate on request. The Client is responsible for loss of or damage to the Provider's equipment, cups and stock while on site, other than damage caused by the Provider's own staff, and for any damage the Provider is required to make good at the venue arising from the Client's or guests' actions. Except for death or personal injury caused by negligence, and for any liability that cannot lawfully be excluded, the Provider's total liability under this agreement is limited to the total fee paid. Neither party is liable for failure caused by events outside its reasonable control.
Section 9 — General Acknowledgments
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Optional — upload a countersigned scan, venue floor plan or purchase order:
This template is provided for reference only and does not constitute legal advice. Consult qualified counsel before relying on this document.