SAMPLE CONTRACT

Welcome

Thank you for considering Samurai Catering. This packet is designed to keep your event details, menu, pricing, expectations, and service terms in one place. Your event is reserved only after the required agreement is accepted, the 30% retainer is received, and Samurai Catering confirms the booking.

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What This Packet Includes:

- Client and event information

- Menu and service selections

- Pricing and payment schedule

- Catering & Private Chef Service Agreement

- Cancellation & Refund Policy

- Food Allergy & Dietary Acknowledgment

- Final acceptance and signatures

- Standard Booking Terms

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- Retainer: 30% of the total contracted price

- Final guest count: Due 14 calendar days before the event

- Final payment: Due no later than 11:59 PM on the event date

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- Cancellation 2–6 days before event, 50% refund of amounts paid

- Cancellation less than 48 hours, No refund

- Cancellation more than 7 calendar days before the event: 100% refund of amounts paid.

 

Client & Event Details

Client / Company Name: _______________________________________________________

Primary Contact: _______________________________________________________

Phone: _______________________________________________________

Email: _______________________________________________________

Billing Address: _______________________________________________________

 

Event Type: _______________________________________________________

Event Date: _______________________________________________________

Event Location / Venue: _______________________________________________________

Venue Contact: _______________________________________________________

Estimated Guest Count: _______________________________________________________

Service Start Time: _______________________________________________________

Service End Time: _______________________________________________________

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Service Style

☐ Drop-off catering

☐ Buffet

☐ Plated service

☐ Family-style service

☐ Cocktail / passed hors d’oeuvres

☐ Private chef experience

☐ Meal prep / prepared meals

☐ Other: ______________________________

Event Notes

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

 

Menu & Service Selections

Use this section to document the approved menu. Attach additional menu pages when needed.

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Appetizers / Small Plates

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Mains

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Sides

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Desserts

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Beverages

_______________________________________________________________________________________________

_______________________________________________________________________________________________

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Special Requests / Dietary Accommodations

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

 

Pricing & Payment Summary

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Food & Beverage

$ __________________

Staffing / Service

$ __________________

Delivery / Travel

$ __________________

Rentals / Equipment

$ __________________

Other Approved Charges

$ __________________

Taxes

$ __________________

TOTAL CONTRACT PRICE

$ __________________

30% RETAINER DUE TO RESERVE DATE

$ __________________

Payment Schedule

Retainer due: _______________________________________________________

Additional scheduled payment, if any: _______________________________________________________

Remaining balance: _______________________________________________________

Final payment deadline: No later than 11:59 PM on the calendar date of the event.

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Pricing Disclosure

The total contracted price and any mandatory charges known at the time of booking should be disclosed in the proposal or pricing summary. Optional services or changes requested after booking may result in additional charges. Samurai Catering will communicate applicable additional charges before adding them whenever reasonably practicable.

 

Catering & Private Chef Service Agreement

This Catering & Private Chef Service Agreement (“Agreement”) is entered into between Samurai Catering (“Caterer”) and the client identified in this packet (“Client”). The accepted proposal, approved menu, pricing summary, and written modifications are incorporated into this Agreement.

1. Services

Samurai Catering will provide the food, culinary, catering, private chef, staffing, delivery, setup, or related services described in the accepted proposal and this packet. Services outside the agreed scope require approval and may result in additional charges.

2. Booking and 30% Retainer

A retainer equal to 30% of the total contracted price is required to reserve the event date. The retainer is applied toward the final balance and is subject to the Cancellation & Refund Policy in this packet. The event is not reserved until this Agreement is accepted, the retainer is received, and Samurai Catering confirms the booking.

3. Final Payment

The remaining balance is due no later than 11:59 PM on the calendar date of the event. Any later-approved additions or extensions will be invoiced or otherwise charged as agreed by the parties.

4. Final Guest Count

The guaranteed final guest count is due 14 calendar days before the event. After that deadline, reductions in guest count will not reduce the contracted price. Requests to increase the guest count are subject to ingredient, staffing, equipment, and production availability and may result in additional charges.

5. Menu Changes

Final menu selections, dietary requirements, and special requests should be confirmed no later than 14 calendar days before the event unless Samurai Catering agrees otherwise in writing. Later changes may not be possible and may result in additional charges. Reasonably comparable ingredient substitutions may be made when necessary because of quality, seasonality, market conditions, or supplier availability.

6. Food Allergies and Dietary Restrictions

Client is responsible for providing known food allergies and dietary restrictions in writing before the applicable menu deadline. Samurai Catering may handle common allergens including milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame, and soy. Reasonable precautions may be taken when requested, but an allergen-free environment or complete absence of cross-contact cannot be guaranteed.

7. Venue Access and Facilities

Client is responsible for arranging timely access to the event location and accurately communicating venue rules and available facilities, including kitchen access, electricity, water, refrigeration, loading, parking, and equipment. Additional labor or equipment required because of undisclosed site conditions may result in additional charges after consultation with Client.

8. Private Chef Services

For services performed in a private home or other private location, Client will provide a reasonably safe and sanitary working environment and disclose relevant limitations concerning appliances, utilities, access, pets, building rules, or other conditions that may materially affect service. Samurai Catering may decline to use equipment that reasonably appears unsafe or unsuitable.

9. Staffing and Service Hours

The quoted price includes only the staffing levels and service period identified in the proposal. Client-requested extensions are subject to staff availability and may result in additional charges disclosed before the extension whenever reasonably practicable.

10. Rentals and Equipment

Client is responsible for rental items or Samurai Catering equipment entrusted to Client or guests, except for ordinary wear or damage caused by Samurai Catering personnel. Replacement charges may apply for loss or damage caused by Client or guest misuse.

11. Alcohol

Alcohol service, when offered, will be provided only where permitted by applicable law and venue requirements. Samurai Catering may refuse alcohol service when required or permitted by law or when continued service presents a safety concern.

12. Leftover Food

When appropriate, Samurai Catering may package certain leftover food for Client. Once food is released to Client or Client’s representative, Client assumes responsibility for transportation, storage, refrigeration, reheating, and subsequent service. Samurai Catering may decline to release food when continued consumption would present a food-safety concern.

13. Client-Provided or Third-Party Food

Samurai Catering is not responsible for the preparation, quality, safety, storage, or service of food supplied by Client, guests, venues, or unrelated third parties.

14. Conduct and Safety

Samurai Catering may discontinue service if personnel reasonably believe continuing service would expose employees, contractors, guests, or property to threatening, abusive, illegal, or unsafe conditions.

15. Photography

Samurai Catering may photograph food, tablescapes, or culinary presentation for portfolio and marketing purposes, provided identifiable images of Client or guests are not used for promotional purposes without appropriate permission. Client may request in writing before the event that no marketing photography be taken.

16. Events Beyond Reasonable Control

Neither party will be responsible for failure to perform caused by circumstances beyond that party’s reasonable control, including severe weather, natural disaster, government order, utility failure, transportation disruption, or venue closure that makes performance illegal, unsafe, or impracticable. The parties will make reasonable efforts to determine an appropriate rescheduling, credit, refund, or other arrangement based on the circumstances and costs already incurred.

17. Limitation of Liability

To the fullest extent permitted by applicable law, neither party will be liable to the other for indirect, incidental, special, or consequential damages arising from this Agreement. Nothing in this Agreement excludes or limits liability that cannot legally be excluded or limited.

18. Independent Contractor

Samurai Catering performs services as an independent contractor. Nothing in this Agreement creates an employment, partnership, joint venture, or agency relationship between Client and Samurai Catering.

19. Governing Law

This Agreement is governed by the laws of the Commonwealth of Massachusetts, without regard to conflict-of-law principles.

20. Entire Agreement

This Agreement, together with the accepted proposal, menu, pricing summary, Cancellation & Refund Policy, and approved written modifications, represents the agreement between the parties concerning the event. Changes should be confirmed in writing. Electronic signatures and electronic acceptance may be treated as originals to the extent permitted by applicable law.

 

Cancellation & Refund Policy

Cancellations must be submitted in writing. Refund eligibility is determined by the time remaining before the scheduled event.

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Timing of Written Cancellation

Refund of Amounts Paid:

- More than 7 calendar days before the event, 100% refund

- 2–6 calendar days before the event, 50% refund

- Less than 48 hours before the scheduled event, No refund

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How Timing Is Calculated

For purposes of this policy, “less than 48 hours” means cancellation received fewer than 48 hours before the scheduled event start time. The 2–6 day tier applies to cancellations received at least 48 hours before the event but no more than 6 calendar days before it. A cancellation received more than 7 calendar days before the event qualifies for the 100% refund tier.

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Rescheduling

Requests to reschedule are subject to availability. If Samurai Catering can accommodate the new date, eligible payments may be transferred as agreed in writing. Changes in date, location, guest count, menu, staffing, or scope may require revised pricing.

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Guest Count Reductions

The guaranteed guest count is due 14 calendar days before the event. After that deadline, reductions in guest count do not reduce the contracted price because purchasing, staffing, rentals, and production planning may already be committed.

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Prepared Food / Meal Prep Orders

Prepared-food, meal-prep, pickup, and delivery orders may have different cancellation deadlines because production may begin before pickup or delivery. The applicable deadline should be disclosed at ordering. Orders already in preparation may not be eligible for cancellation or refund except where required by law.

 

Food Allergy & Dietary Acknowledgment

Please identify known allergies, intolerances, or dietary restrictions that Samurai Catering should consider when planning or preparing food for this event. This information should be submitted no later than the final menu/guest-count deadline whenever possible.

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Common Allergens

Our kitchens, preparation areas, equipment, suppliers, and event environments may handle:

☐ Milk

☐ Eggs

☐ Fish

☐ Shellfish

☐ Tree nuts

☐ Peanuts

☐ Wheat

☐ Sesame

☐ Soy

Important: Although reasonable precautions may be taken when requested, Samurai Catering cannot guarantee a completely allergen-free environment or the complete absence of cross-contact. Guests with severe or life-threatening allergies should discuss their needs directly with Samurai Catering before consuming food.

☐ Client confirms that all known allergy and dietary information provided to Samurai Catering is accurate to the best of Client’s knowledge.

☐ Client understands that Samurai Catering cannot guarantee an allergen-free environment.

 

Final Acceptance & Signatures

By signing below, Client acknowledges receipt of this packet and agrees to the accepted menu, pricing, Catering & Private Chef Service Agreement, Cancellation & Refund Policy, and Food Allergy & Dietary Acknowledgment.

Total Contract Price: $ __________________

30% Retainer: $ __________________

Guaranteed Guest Count Due:14 calendar days before event

Final Balance Due: No later than 11:59 PM on event date

 

Client Printed Name: _______________________________________________________

Client Signature: _______________________________________________________

Date: _______________________________________________________

 

Samurai Catering Representative: __________________________________________

Signature: _______________________________________________________

Date: _______________________________________________________

 

Thank you for choosing Samurai Catering.

Global Cuisine | Samurai Precision