Party Pros: Contract Points for Catering

You loved that caterer's shrewd sense of making a little go a long way, not to mention her delicious take on caviar and creme brulee. Going with your gut is a good policy, but you won't be cooking with gas till you sign a contract. While many companies' policies vary, here's a general rundown on how to handle reserving your caterer and the points that should appear in your contract.

RESERVATIONS

As soon as possible, call the caterer and reserve their services. Follow up with a faxed confirmation, including your event date and time.

On the confirmation, agree on the number of people and the cost per head. Provide a rough outline of the meal (fish, chicken, meat, number of courses, type of bar service, and any cake details).

Be advised that the caterer or banquet hall manager may or may not require a non-refundable deposit of $500-$1000.

CONTRACTS
Later, your caterer should follow up with a contract for you to sign, requesting a 50 percent deposit. Review the contract carefully for inclusion of these points:
[ ] Name and contact information for you and the vendor
[ ] Date, starting time, and length of the party
[ ] Location of party, including the exact name of the room
[ ] Date by which the caterer needs a final head count
[ ] Staff details: waiter-to-guest ratio, number of bartenders
[ ] Type of service (cocktails, buffet, tea, dessert, seated meal)
[ ] If buffet, how you will be charged (by guest or by plate count)
[ ] Specific menu (you can make alterations later)
[ ] Acceptable food substitutions (in case of unavailability on day of event)
[ ] Liquor: what kinds, how much (if the caterer is handling it)
[ ] Cake: layers, flavor, ornamentation (if the caterer is handling it)
[ ] Rentals: what's included (tablecloths, napkins, dishes, tables, and so on)
[ ] The name of the person who will oversee catering on the day of the party
[ ] Proof of license and liability insurance
[ ] Approximate number of guests
[ ] Costs per head (three levels: adult, child, and vendors)
[ ] Extra fees: sales tax, gratuities, bar or corkage fee, rentals, delivery, fees for extra wait staff, and kitchen fee
[ ] Total estimated cost of the service
[ ] Deposit amount
[ ] Balance amount and date due
[ ] Cancellation and refund policy
[ ] Caterer's signature

If the coast is clear, sign the final contract, taking care to write out the date, dollar amount, and the check or credit card number.

 

Send mail to KeysDAN@keysdan.com with questions or comments about this web site. Copyright © 1986-2012 KeysDAN Enterprises, Inc