Free BBQ Catering Service Agreement

This BBQ Catering Service Agreement (hereinafter referred to as the "Agreement") is entered into as of [Date] between [Your Company Name], located at [Your Company Address] (hereinafter referred to as the "Service Provider"), and [Client Name], located at [Client Address] (hereinafter referred to as the "Client"). The parties agree to the following terms and conditions, which outline the scope of services, pricing, responsibilities, and other pertinent terms. Both parties recognize the importance of a clear, mutual understanding of the event requirements and agree to adhere to this Agreement in full.

1. Scope of Services

1.1 Service Description

The Service Provider agrees to deliver comprehensive BBQ catering services for the Client's event. This includes the preparation, delivery, cooking, serving, and cleanup of food. A tailored menu will be curated to suit the Client’s preferences, dietary requirements, and the nature of the event. The primary services include:

• Menu Preparation: The Service Provider will prepare a variety of BBQ items, including but not limited to grilled meats, vegetables, and traditional sides. A sample menu will be shared prior to the event for Client approval.

• Cooking and Serving: On the day of the event, the Service Provider will ensure that all food is freshly prepared, cooked to perfection, and served at the appropriate temperature. This service includes both cooking on-site at the event or delivering pre-cooked meals, depending on Client preference.

• Setup and Cleanup: The Service Provider will handle the full setup of BBQ stations, dining areas, and any necessary equipment. After the event, all areas used for food preparation and dining will be thoroughly cleaned. This includes removing all waste and equipment in accordance with the event’s timeline and Client's requirements.

• Beverage Station Setup: If requested, beverage stations, including soft drinks, juices, and alcoholic beverages (if applicable and permitted), will be provided and managed by the Service Provider.

1.2 Event Details

The Service Provider agrees to provide services for the event scheduled as follows:

• Date of Event: The catering service will be rendered on June 15, 2050. The Service Provider will arrive [2] hours before the event to allow for sufficient time to set up.

• Event Location: The event will take place at [venue address], which will be the designated location for all services to be rendered. If the location changes, the Client must notify the Service Provider in writing at least [7] days before the event.

• Event Duration: The event is expected to last [5 hours], with the service window being from [4 PM to 9 PM]. The Service Provider will coordinate closely with the Client to ensure timely arrival and service delivery.

• Guest Count: The number of expected guests is approximately [150], which will determine the quantities of food and staff required. Any significant changes in guest count must be communicated to the Service Provider no later than [7] days before the event.

2. Pricing and Payment

2.1 Service Charges

The total estimated cost of the BBQ catering service is $[Insert Total Cost]. This amount covers the following services:

2.2 Payment Terms

• The Client agrees to pay a deposit of [50%] of the total cost, which amounts to $[500], upon signing this Agreement. This deposit ensures the reservation of the event date and commencement of preparation.

• The remaining balance of $[600] is due no later than [7] days after the event. The balance must be paid in full before the Service Provider can release the final event report and invoice.

• Payments can be made via check, bank transfer, or credit card, as agreed upon by both parties.

2.3 Additional Costs

The Service Provider may charge additional fees for services not initially agreed upon or for any changes to the event schedule or guest count after this Agreement has been signed. These additional costs will be invoiced to the Client at the rates specified in this Agreement or at a reasonable rate, depending on the nature of the changes.

3. Responsibilities

3.1 Service Provider Responsibilities

• The Service Provider agrees to arrive at the event venue at least [2] hours before the start time to set up BBQ equipment, dining areas, and service stations. The setup will be conducted with the utmost care to ensure a seamless flow of the event.

• All food will be prepared and cooked to meet the highest standards of quality and food safety. The Service Provider will ensure compliance with all health and safety regulations, including food temperature control and sanitation standards.

• A team of skilled chefs and servers will be assigned to the event. The Service Provider ensures that all staff will be professionally trained, courteous, and capable of delivering excellent service during the event.

• The Service Provider will handle all cleanup duties, including the removal of used plates, utensils, and waste, ensuring the event space is left clean and orderly.

3.2 Client Responsibilities

• The Client agrees to provide the Service Provider with access to the event venue [2] hours before the start of the event. The venue should be clear of any obstructions or issues that could delay setup.

• The Client must inform the Service Provider of any dietary restrictions, allergies, or special requirements at least [7] days before the event to allow for appropriate menu adjustments.

• The Client will ensure that the necessary utilities (electricity, water, etc.) are available at the event site. If special equipment is needed (e.g., generators), the Client will coordinate these arrangements with the Service Provider ahead of time.

• The Client is responsible for ensuring that guests comply with any food-related policies set by the Service Provider, including no unauthorized food or beverages being brought to the event.

4. Cancellation and Refund Policy

4.1 Cancellation by Client

The Client may cancel the services under the following conditions:

• If the Client cancels [30] or more days before the event, a full refund of the deposit will be issued.

• If the Client cancels between [15-29] days before the event, [50%] of the deposit will be refunded.

• If the Client cancels less than [15] days before the event, no refund will be issued for any payments made.

• Cancellations must be made in writing, and the date of cancellation will be the date the written notice is received by the Service Provider.

4.2 Cancellation by Service Provider

In the event that the Service Provider must cancel the Agreement due to unforeseen circumstances (e.g., equipment failure, illness, force majeure), the Client will be notified immediately. The Service Provider will refund the Client the full amount of any deposits or payments already made. Efforts will be made to recommend another catering provider or reschedule the event at a mutually agreed upon date.

5. Liability and Indemnity

5.1 Limitation of Liability

The Service Provider’s liability is limited to the total amount paid by the Client for the event. The Service Provider will not be held responsible for any indirect, incidental, or consequential damages resulting from delays, cancellations, or issues beyond their control, including but not limited to weather, accidents, or failure of venue facilities.

5.2 Indemnification

The Client agrees to indemnify and hold harmless the Service Provider from any claims, damages, or losses arising from:

• Injury or illness caused by the consumption of food or beverages served during the event.

• Property damage caused by event attendees or improper handling of equipment.

• Claims resulting from the Client’s failure to disclose allergies or dietary restrictions.

6. Dispute Resolution

Any disputes arising from or relating to this Agreement will first be attempted to be resolved through informal discussions or mediation. If mediation fails, the dispute will be submitted to binding arbitration in accordance with the laws of [State]. The decision rendered in the arbitration will be final and binding on both parties.

7. Agreement Termination

Either party may terminate this Agreement if the other party materially breaches any of its terms. In such cases, the terminating party must provide written notice and a [15-day] period to cure the breach before termination is effective. The Service Provider reserves the right to immediately terminate the Agreement if the Client engages in conduct that endangers the safety or welfare of staff or guests.

8. General Terms

8.1 Entire Agreement

This document constitutes the entire Agreement between the parties. No other verbal or written agreements, promises, or representations outside of this Agreement will be binding unless formally amended in writing and signed by both parties.

8.2 Amendment

This Agreement may only be modified by a written amendment signed by both parties. Any amendments or changes to the scope of services or pricing must be agreed upon in writing before they are effective.

8.3 Severability

If any provision of this Agreement is deemed unenforceable or invalid, the remaining provisions will remain in full effect. The unenforceable provision will be replaced by a valid provision that reflects the intent of the original as closely as possible.

9. Signatures

For [Your Company Name]:
Name: [Your Name]
Date:                               

For [Client Name]:
Name: [Client's Name]
Date:                               

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