CONTRACTING FOR

CATERING FUNCTIONS
 Contracting for catering functions
involves hiring a catering company or
individual to provide food and beverage
services for events such as weddings,
corporate parties, and other special
occasions. Here are some steps to
consider when contracting for catering
functions:
•Define your needs: Determine the type of event, the number of
guests, the date and time of the event, and any specific dietary
requirements or menu preferences.
•Research and shortlist caterers: Search for local catering
companies or individuals who specialize in the type of event you
are hosting. Read reviews, check their menus and pricing
options, and make a shortlist of potential caterers.
•Request for proposals: Contact the shortlisted caterers and
request for a proposal. Provide them with details about your
event and ask for information such as menu options, pricing,
availability, and any additional services they offer.
•Evaluate proposals: Review the proposals received
from caterers and compare their offerings. Consider
factors such as menu variety, quality of ingredients,
pricing, presentation, and customer reviews.

•Conduct tastings: Schedule tastings with the top 2-3

caterers to sample their food. This will help you
evaluate the taste, quality, and presentation of their
dishes.
•Check references and credentials: Contact previous clients
or check online reviews to get feedback on the caterers you
are considering. Also, ensure that the chosen caterer has the
necessary certifications and licenses required for food
service.
•Negotiate the contract: Once you have chosen a caterer,
negotiate the contract terms including the menu, pricing,
payment schedule, cancellation policy, and any additional
services or requirements.
•Sign the contract: Review the contract thoroughly and
ensure that all aspects are included and agreed upon. Sign the
contract and keep a copy for your records.
•Communicate event details: Provide the
caterer with all necessary event details such as
the venue address, setup and breakdown times,
special requests, and any other relevant
information.
•Follow up and confirm: Follow up with the
caterer a few days before the event to confirm all
the details and ensure that everything is on track
 CATERING CONTRACTS
CONDITIONS AND DEPOSITS
When entering into a catering contract,
it is important to outline the conditions
and deposits in order to protect both the
client and the caterer. Here are some
commonly included conditions and
deposit terms in catering contracts:
CONDITIONS

•Event Details: The contract should include detailed

information about the date, time, and location of the event.
This ensures that both parties are aware of when and where
the catering services will be provided.
•Menu: The contract should outline the menu options agreed
upon by both parties. It should include a description of the
dishes, any special dietary requirements or preferences, and
the number of servings needed.
•Pricing: The contract should clearly state the
total cost of the catering services. It should
also include any additional charges, such as
taxes, service fees, or rental equipment fees.
•Payment Terms: The contract should specify
the payment terms, including the amount and
timing of payments. It should also state
whether a deposit is required and if so, the
amount and deadline for deposit payment.
• Cancellation Policy: The contract should include a
cancellation policy that outlines the conditions for
canceling the contract and any penalties or refund
policies. It should also specify if the deposit is non-
refundable.
• Changes to the Event: The contract should state
how changes to the event, such as changes in guest
count or menu, will be handled. It should include
deadlines for making changes and any pricing
adjustments or charges that may apply.
DEPOSITS

•Amount: The contract should specify the amount of the

deposit required to secure the catering services. This could be
a fixed amount or a percentage of the total cost.
•Deadline: The contract should state the deadline for deposit
payment. It is typically required well in advance of the event
date to secure the catering services.
•Refunds: The contract should outline the deposit refund
policy, including whether the deposit is refundable or non-
refundable in the event of cancellation or changes to the
event.
 Catering Proposal

A catering proposal is necessary to pitch your services

to prospective clients to attract more business. Our
catering proposal template is a simple-to-edit document
that helps you list all your services and how you can
help a client have an unforgettable event. Access it
today and offer custom event planning services to each
client.
 Restaurant/Company Name & Logo
Catering Proposal for (customer name)

• Number of Guests: STAFFING $ 00.00

• Event Date: # Servers

(no additional charge if all inclusive price)

• FOOD
# Bartenders
• Appetizers @ $ 0.00 (per guest) $ 00.00
• Dinner, desserts & ice tea @ $0.00 $ 00.00 # Chef

• # Attendants
• BEVERAGES # Party Maids
• Coffee service @ $ 0.00 $ 00.00
• RENTALS $ 00.00
• ADD-ON ITEMS Tent (examples)
• (generally paper and plastic dinnerware) $ 00.00
Dance floor
• Sound equipment
• DECORATIONS $ 00.00
• Table centerpieces (examples)
• Flower arrangements for serving tables
•
• TOTAL ESTIMATED AMOUNT
• Subtotal $ 00.00
• Sales tax $ 00.00
• Total $ 00.00
•
• 50% Deposit Due $ 00.00
 CATERING/FUNCTION
AGREEMENT

Catering is an integral part of any event. However, apart from

cooking and serving food, there are several basic rules and
regulations when planning the perfect catering for a party.
Based on whether a caterer is an independent contractor or an
employee of a catering business, the duties will vary. A
professional caterer needs to communicate clearly, cook well,
interact with people, and pay close attention to detail for every
guest.
Here are the seven functions caterers must be familiar with
to run a business properly.

1. Planning the menu

• This involves planning a menu that suits the occasion,
guests’ tastes, and dietary requirements. The menu should be
creative, appealing, and balanced. Catering services include
entrees, appetizers, salads, desserts, and other foods that
accommodate people with dietary preferences.
• A caterer needs to offer several options for kids,
vegetarians, and people allergic to particular foods.
2. Event coordination
• The catering company must work closely with the
event organizers and coordinate all aspects of the
service with the event. To serve the various courses
at the proper times without disturbing necessary
procedures, caterers need to collaborate closely with
the event coordinator or host.
• To coordinate an event successfully, all tasks must
be identified, bundled, delegated, and executed.
3. Preparing food
• Serving meals to guests is one of the primary
responsibilities of caterers. While a caterer must provide
customers with high-quality cuisine in an appealing
presentation, they must also uphold appropriate health and
hygiene standards for moral and legal reasons.
• To avoid under-serving customers, generating unnecessary
waste, or suffering a loss in revenue, the catering crew
should be mindful of portion management. They also need to
prepare the food according to the menu, ensuring it is fresh,
tasty, and visually appealing.
4. Food item transportation

• Efficient food delivery to the event venue is another essential

duty of caterers. Caterers will have to keep meats and pasta
hot until they are served, whereas cold cuts or salads must be
kept cold. The staff needs to prepare certain menus in advance
and carry them to the event venue, while some others can
prepare on-site.
• Although food items like beef sandwiches must be prepared
in advance, they are frequently put together at the last minute.
A professional caterer offers the right catering equipment and
packing methods, making it simpler and more convenient to
transport food to the venue.
5. Service
• The catering staff must be well-trained and courteous, providing
prompt and efficient service to the guests. Informal events require a
waiting staff to offer food items for buffet-style dinners. It requires a
catering team to provide food and beverages to the guests’ tables at
formal gatherings. Service also includes setting up the tables,
offering food and drinks, and cleaning up after the event.
6. Cleaning up
• The caterer’s final task is to dismantle the dining area and clean up
after the completion of the event. Caterers need to confirm that they
have removed and cleaned the glasses, silverware, plates, and dishes
served to the visitors.
•The final step in every event includes packing away any leftover
food, thermal containers, serving utensils, and bags. They need to
clean up the event area, ensuring that it is left in the same condition
as before the event.
7. Understanding Legal and Insurance Issues

• This is where many new caterers face problems. As caterers,

you must be able to provide essential insurance coverage for
employees, property, and visitors at both on-site and off-site
locations.
• Creating a safety management team to handle all the safety
aspects of your operations is something else you might want to
think about. This will reduce any legal issues. To provide
yourself and your clients with peace of mind, caterers should
also sign a precise, binding contract.
Catering Package
Computation
• Catering package computation refers to the process of
calculating the cost and pricing of a catering package.
• It involves determining the expenses involved in providing
catering services and determining the appropriate pricing
structure to ensure profitability. The computation takes into
account factors such as the number of guests, menu options,
service style, additional services, overhead costs, and desired
profit margin.
• By carefully considering these factors and performing the
necessary calculations, catering businesses can determine the
cost per person and set the final pricing for their catering
packages.
Example:

• 100 guests x Full Meal (10-12) = 1200 ÷ 15 = 80 platters

100 guests x Bridge the Gap (6) = 600 ÷ 15 = 40 platters
• 100 guests x Light Snack (3) = 300 ÷ 15 = 20 platters
• So, for an event of 100 guests, you’ll need 80 platters to feed the guests at “full
meal” capacity. You may feel the need to order 1-2 more than your calculation, but
keep in mind that different guests have different levels of appetite.
• It’s best not to have too many leftovers since any extra time making extra bites costs
your staff time and costs you money in wasted ingredients.
• Make sure everyone on your staff knows what’s in the foods and what you have on
offer. A guest may have allergies (such as a dairy allergy) or a preference (such as an
aversion to mayonnaise) and you’ll want your staff to be able to point the guest in
the direction of options he or she can eat.
• Make sure you do provide dairy free and nut free options for those with allergies
and aversions as well as vegan and vegetarian options.
Thankyou
Prepared by:

Karay Ain I.
Salungkag Florimay