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Q: What Needs to be Included in a Catering Contract ?
A:
Once you’ve selected the best caterer for your palate and your budget, you’ll want to firm up the details with a contract. While most caterers have standard contracts, we suggest yours includes some or all of the following key points:
Event Details
- The date, location, start time, and length of your event.
- If your venue has several banquet rooms or ballrooms, refer to your venue room by its specific name. For example, “The cocktail hour is to be held at The Front Street Hotel in the Grand Salon, followed by the reception at The Front Street Hotel on the Lakeview Terrace.
Cost Breakdown
- The number of guests you expect at your event.
- The price per adult guest.
- The price per child guest and vendor.
- If you’re hosting a buffet-style or tray-passed event, the method in which prices are determined: by the guest or the plate.
- The maximum market price you agree to pay for specialty items (i.e. lobster, crab, and fine fish).
- The total cost of rentals provided by your caterer.
- The estimated total cost for the reception.
Service and Staff
- The ratio of bartenders and servers per guest.
- The name of the person overseeing the staff.
- The name of the party responsible for the event set up, clean up, and break down.
- The type of service you want (sit down, buffet, tray-passed, or some combination).
- The manner in which servers and bartenders will dress.
- The cost per hour or flat rate for servers/bartenders, including overtime costs.
The Menu
- The number of courses served, including the cocktail hour, if applicable.
- The menu for each course, including acceptable substitutions should ingredients be unavailable.
- Any special arrangements needed for vegetarian or children’s meals.
- Where and when your to-go snack will be available.
- The wedding cake size, style, design, flavor, and cost, if applicable.
- The Groom’s cake size, style, design, flavor and cost, if applicable.
- Any additional cake-cutting and service fees.
- The packaging of the wedding cake for guests to take home, if applicable.
- The preparation and freezing arrangement for the top tier of the wedding cake, if applicable.
Wine and Spirits
- The types of alcohol that will be served.
- The times which each alcohol should be served (i.e., full bar for the cocktail hour, red and white wine during dinner, champagne for toasts and with dessert).
- Mixers, non-alcoholic beverages, and condiments you want included at your bar.
- Non-alcoholic beverages you want to serve during dinner, including coffee and tea.
- Corkage fees, if applicable.
- If you’re supplying your own alcohol, when and where it should be delivered to the caterer.
- If you are buying alcohol from your caterer, cost per bottle/drink breakdown for wine, spirits, and non-alcoholic beverages.
- Your caterer’s buyback policy. For example, if you ordered 75 bottles of wine, and opened only 50, the price at which your caterer will “buy back” your unopened bottles.
- Additional costs for servers/bartenders who stay later than initially contracted for.
- Additional costs for rental delivery, set up, clean up, break down and return.
Policies and Procedures
- Your caterer’s proof of liability and insurance carrier information.
- The latest date you can make changes to your menu.
- The deposit amount paid.
- The balance due.
- The payment schedule.
- The refund and cancellation policy. It’s important to take the time to read through and fully understand your caterer’s refund and cancellation policy. For example, if you cancel your caterer’s contract months before your wedding, will your deposit be refunded, or will you be charged for the outstanding balance?
The Bottom Line: Once your contract includes all the catering and rental details of your day, it’s time to put down a deposit. Experts agree it’s best to pay the smallest deposit amount your caterer allows, and if possible, put it on a credit card. Most credit card companies help protect their customers in the event of fraud or breach of contract. Finally, make sure both you and your caterer sign the contract, and keep a copy for your records.
Useful Links
Browse our Catering Directory to find a Local Shop Near You!
20 Questions for your Potential Caterer
Article: weddingchannel.com |
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