Food truck catering contract template: what to include

A food truck catering contract puts the event details, menu, price, deposit, cancellation terms and site requirements in writing so both sides know what happens before, during and after the event. Use the free clause checklist below to check any contract, or start from our editable template.

This page and our templates are not legal advice. Laws vary by state and city. Have a local attorney review your contract before you rely on it.

Catering contract checklist

Twelve things every food truck catering agreement should cover.

Parties and event
Your business and the client, event date, address, start and end of service, guest count.
Menu and headcount
What you serve, portions, and the date the final headcount is due.
Price and minimum
Per person or flat price, any minimum spend, travel fee, and what happens if sales fall short of the minimum.
Deposit and payment
How much is due to hold the date, when the balance is due, and how they pay.
Cancellation
What you keep or refund at each point before the event, in plain numbers you choose.
Site requirements
Level parking, access, distance to the service spot, power and water, and who arranges any event permit.
Service time and overtime
How long you serve, and the rate if the event runs long.
Food safety and leftovers
Who handles leftovers and when food comes off the line.
Allergens
That you will share ingredient information, and that the client passes it to guests.
Insurance and liability
Your certificate of insurance and any additional insured request.
Weather and emergencies
What happens if weather, a breakdown or an emergency stops the event.
Signatures
Both parties sign and date it, and each keeps a copy.

The clauses that cause the most trouble

Final headcount. Set a date for the final count and say what you charge if more guests show up than were confirmed.

Site access. A truck that can't get to the spot, or parks on a slope, can't serve. Spell out level ground, the route in, the distance to power and water, and who gets any permit the venue needs.

Cancellation. Write the terms as dates and amounts, not "reasonable notice". The client should know exactly what they get back at each point.

Minimums. For public events where guests pay you, say what the host owes if sales fall below the minimum. To set that number, run the event through the food truck event calculator and start from its total costs and break-even.

Catering contract vs event vendor agreement

A catering contract is for private events where the client pays you for the food: weddings, office lunches, parties. An event vendor agreement is for festivals, breweries and markets where the public buys from you and the host charges a fee or a percentage of sales. They cover different risks, so keep both on hand.

Taking deposits

Send a deposit invoice with the contract and hold the date only when it's paid. Note the deposit amount, due date and balance on the invoice, and keep copies with the signed contract. Before quoting, check your food cost with the menu pricing calculator so the per-person price covers food, packaging and labor.

Catering contract questions

What should a food truck catering contract include?

The event details, menu and final headcount deadline, price and any minimum, deposit and payment schedule, cancellation terms, site requirements like parking, power and water, service time and overtime, insurance, weather terms and signatures.

How much deposit should a food truck take for catering?

That is your decision. Many operators take enough to cover the costs they commit to once the date is booked. Put the amount and what happens to it on cancellation in the contract.

Is there a catering contract template in Word?

Our Event and Catering Booking Pack includes an editable Word catering contract, an event vendor agreement, a commissary agreement and a deposit invoice.

Do I need a different contract for festivals?

Usually yes. Festivals and venues often have their own vendor agreement covering fees, percent of sales, setup times and exclusivity. Read theirs carefully, and use your own when they don't have one.

Is a template enough legally?

A template is a starting point, not legal advice. Contract and tax rules vary by state, so have a local attorney review your final version.