Free Hotel Catering Agreement Template
Hotel Catering Agreement
This Hotel Catering Agreement ("Agreement") is made as of [Date], by and between [Your Company Name], a business organized and existing under the laws of [State/Country], with its principal office located at [Your Company Address] ("Hotel"), and [Your Client Name], with an address at [Your Client Address] ("Client").
WHEREAS, the Hotel operates a full-service hotel equipped to provide catering and event services, featuring diverse culinary options and customizable event settings; and
WHEREAS, the Client desires to engage the Hotel to provide catering services for [Event Name] scheduled on [Event Date], an event expected to draw [Number of Guests] guests; and
WHEREAS, the Hotel agrees to provide such services under the terms and conditions set forth herein, ensuring top-tier service and guest satisfaction;
NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, the parties hereto agree as follows:
1. Scope of Services
1.1 Comprehensive Catering Services: The Hotel will provide full catering services, which include the meticulous preparation, presentation, and timely delivery of food and beverages. This encompasses appetizers, main courses, desserts, and beverages suitable for the occasion, adhering to the highest standards of culinary excellence.
1.2 Event Setup and Coordination: The Hotel will undertake the complete setup at the venue as specified in Exhibit A. This includes arranging the physical layout, establishing service areas, and ensuring all necessary electrical and water connections are in place to support the catering equipment and service needs.
1.3 Custom Menu Planning: The Hotel will collaborate with the Client to develop a customized menu that meets the event's theme and guest expectations. This menu will cater to a variety of dietary preferences such as vegetarian, vegan, gluten-free, and any allergen-free options, ensuring all guests are accommodated.
1.4 Provision of Dining Essentials: The Hotel will supply all necessary dining ware, including plates, silverware, glasses, linens, and decorations. These items will be chosen to complement the event’s theme, coordinated during planning meetings, and detailed in Exhibit A for transparency and agreement.
1.5 Event Management by Experienced Staff: The Hotel’s skilled and experienced staff will oversee all aspects of the event catering from start to finish. This includes the initial setup, managing the dining service during the event, and the final breakdown and cleanup, ensuring professionalism and adherence to agreed timelines.
2. Payment Terms
2.1 Fees and Billing: The total fee for the catering services will be outlined in [Total Fee], which is calculated based on the number of guests, menu complexity, and additional requested services as detailed in Exhibit B. This comprehensive fee includes all direct and indirect costs associated with the catering services.
2.2 Deposit and Payment Schedule: An initial deposit of 50% of the total fee is required upon the signing of this Agreement to secure the event date and services, with the balance due no later than seven (7) days prior to the event date to ensure all services are rendered as planned.
2.3 Accepted Payment Methods and Process: Payments can be made via [Accepted Payment Methods] such as credit card, bank transfer, or check. Detailed instructions and any necessary account information will be provided in Exhibit C to facilitate a smooth transaction process.
2.4 Late Payment Penalties: Late payments will incur a late fee of 1.5% per month on any outstanding balance. Continuous delay in payment may result in the suspension of scheduled services and could impact the quality and delivery of the event planning and execution.
2.5 Adjustments for Plan Changes: Any additional charges due to last-minute changes made by the Client that affect the scope of services, including but not limited to guest count, menu adjustments, or additional setup requirements, must be documented in writing and will be subject to additional fees as outlined in an amended Exhibit B.
3. Cancellation Policy
3.1 Cancellation Notice Requirement: The Client must provide written notice to the Hotel if they decide to cancel the event. This document serves as a formal cancellation and will be used to determine the refund or fees due based on the timing of the notice.
3.2 Cancellation Fees: If cancellation occurs within [Number of Days] days of the event, the Hotel retains the initial deposit as a cancellation fee. If the cancellation is made fewer than [Number of Days] days prior, the Client is required to pay the full fee to cover costs already incurred for event preparation.
3.3 Force Majeure Clause: In the case of force majeure, where events beyond the control of either party prevent the event from occurring on the scheduled date, both parties agree to negotiate in good faith to reschedule the event. Adjustments may involve modifying the service scope or selecting a new date, subject to availability and potentially additional costs, ensuring minimal disruption and financial impact to both parties.
4. Liability and Insurance
4.1 General Liability Insurance: The Hotel shall maintain comprehensive general liability insurance to cover any claims that might arise from the execution of the catering services. The coverage will include, but not be limited to, personal injury, property damage, and food safety incidents. Specifics on policy limits and covered scenarios will be comprehensively detailed in Exhibit D to ensure transparency and mutual understanding.
4.2 Indemnification by Client: The Client agrees to indemnify and hold the Hotel harmless against any and all claims, damages, and expenses, including reasonable attorney’s fees, that arise from any acts of negligence by the Client’s guests or any breach of this Agreement by the Client. This indemnification includes any damage to the Hotel’s property or injury to its staff directly caused by the Client's event participants.
4.3 Limitation of Liability: The Hotel will not be held liable for any indirect, incidental, or consequential damages that might arise from the provision of services under this Agreement. This limitation includes losses that the Client might incur in relation to third-party claims or any other unforeseen expenses that arise from the use of the Hotel’s services.
5. Compliance with Laws
5.1 Adherence to Health and Safety Regulations: The Hotel will ensure that all aspects of the catering services provided adhere strictly to local health and safety codes as well as state and federal regulations relevant to food service operations. This commitment helps guarantee the safety and well-being of all event participants and staff involved.
5.2 Client’s Legal Responsibilities: The Client is responsible for obtaining any necessary permits or licenses required for the event, particularly those that pertain to large public gatherings or any special activities that may require additional authorization. The Client must ensure that all event activities are conducted in accordance with local, state, and federal laws, thereby preventing any legal issues related to non-compliance.
6. Miscellaneous
6.1 Entire Agreement: This Agreement constitutes the complete and exclusive statement of the agreement between the parties, superseding all prior agreements, negotiations, and any other communications, either oral or written, regarding the subject matter herein. This clause ensures that there are no discrepancies or misunderstandings about the terms governing the relationship and services provided.
6.2 Amendments: Any modifications or amendments to this Agreement must be made in writing and must be signed by authorized representatives of both parties. This requirement is intended to prevent misunderstandings and ensure that any changes to the contract are duly documented and legally binding.
6.3 Governing Law and Jurisdiction: This Agreement shall be governed by and construed in accordance with the laws of [State/Country]. Any disputes arising out of or related to this Agreement will be subject to the exclusive jurisdiction of the courts located in [Jurisdiction]. This provision defines the legal framework within which any issues related to the Agreement are to be resolved.
IN WITNESS WHEREOF, the parties hereto have executed this Hotel Catering Agreement to evidence their full and complete agreement to the terms and conditions set forth herein. This Agreement has been duly executed by the authorized representatives of each party as of the day and year first above written.
This execution section is crucial as it formally records the mutual consent of both parties to be bound by the Agreement and its terms. It confirms that each signatory has the authority to bind their respective party and acknowledges that they fully understand and agree to the commitments outlined.
Both parties are required to provide their signature, printed name, title, and the date of signing below:
By:
[Your Name]
[Your Job Title]
[Your Company Name]
Date: [Month Day, Year]
By:
[Your Client Name]
[Job Title]
Date: [Month Day, Year]
