Catering contract: what to check before you sign (deposit, count, cancellation)
Before you sign a catering contract, check the deposit (ours is 25%, or 20% for weddings), the final count, the cancellation terms and what the price includes.
By the Upper Crust Catering kitchen
A catering contract should answer eight things in plain words: what the price includes, the deposit, when the balance is due, how the guest count can change, what happens if you cancel, what happens in bad weather, the tax and staffing fees, and who is in charge on the day. Below are the terms we use at Upper Crust, so you can hold any caterer's paperwork up to them. This is a plain-language guide, not legal advice.
1. What the price covers
Ask for one sheet that shows food, staff, rentals, delivery and tax, each as a separate line. Our quotes are written that way, and priced in writing before you commit. If a quote lumps everything into one number, ask what is in it.
Check these lines specifically:
- Food, by dish and quantity.
- Rentals and supplies. For example, a chafing dish is $17 per hot dish and yours to keep, or $20 as a stainless steel rental you return. Plates, napkins and silverware are $1.50 a person.
- Delivery. Ours is quoted when you order.
- Staff. Servers are $35 an hour each with a 4-hour minimum.
2. Deposit and balance
Our deposit is 25% to reserve the date, or 20% for weddings. It is credited to your balance, and it is non-refundable. On a $1,000 order, the deposit is $250. The balance is due 7 days before the event, after the final count.
Ask any caterer whether the deposit is refundable and whether it is credited to the final bill.
3. Guest count
The count in your contract is a promise in both directions. Ours works like this:
- It can go up any time before the balance is paid.
- After the deposit it can drop by no more than 10%.
- Buffets and packages start at 20 guests. Trays and platters have no minimum.
So if you sign for 100 guests, the lowest number you can pay for is 90. Be honest with yourself at the start and set the number at what you expect, not at your best-case list.
4. Cancellation
Our deposit is never refunded. Other payments are refunded, less costs already incurred, if you cancel 30 or more days before a wedding or 7 or more days before any other event. Read this part twice in any contract. Look at the dates, not just the wording.
5. Weather
Either party may cancel with 24 hours' notice for severe weather. Our deposit can then be applied to a rescheduled date within 365 days. For outdoor parties, ask the same question of any caterer.
6. Tax and fees
- Sales tax is 9.25% on food and rentals. If your organization is tax-exempt, give us the certificate before the invoice.
- Drop-off and pick-up orders have no service charge.
- Staffed events have a $50 event production fee and a 20% service charge on food and rentals, shared by the service staff and kitchen.
Add these up before you compare quotes. A lower food price can turn into a higher total. Our guide to comparing quotes walks through a sample sheet.
7. Insurance, licensing and allergens
Ask for the caterer's license and certificate of insurance. We carry liability insurance and cook in a licensed, inspected commercial kitchen under the Kendall County Health Department. We send the license and the certificate on request. Our kitchen handles wheat, dairy, eggs, soy, tree nuts, peanuts, fish, shellfish and sesame, and we cannot guarantee any dish is free of trace amounts. A contract that promises zero traces should be questioned.
8. Who runs the day
Ask who you will talk to and who will be there. With us, the person who quotes your event is on the phone the morning of. Our driver texts when five minutes out.
Before you sign
- Is the quote still valid? Ours are good for 14 days.
- How do you pay? We take card, check or ACH.
- Lead time. Standard orders need 3 days, staffed events 14.
For more questions to ask, read how to choose a caterer. Wedding terms differ, so see the wedding catering page too. When you are ready, call (630) 553-9533 or send the details through the quote form.
Questions
Is a catering deposit refundable?
Ours is not. It is credited toward your balance. Always ask.
Can I lower the guest count after I sign?
After the deposit, by no more than 10%. It can go up any time before the balance is paid.
What if it rains?
Either party may cancel with 24 hours' notice for severe weather, and the deposit can be applied to a new date within 365 days.
Do I need a written contract for a tray order?
Every order is priced in writing, even a small one. Ask for the sheet.
