Sample Copy for Contracts/Agreements - #3 - Damage To Property

These are simply educational examples of possible contract language. Don’t use any of these clauses without approval from your attorney.

Damage To Property

a) Customer understands that all property brought to the event location, including but not limited to all serving equipment, floral arrangements, skirting and linens, non-floral centerpieces, and all other property belonging to caterer, shall be removed by caterer at conclusion of the event.

b) In the event that any of the caterer’s property delivered to the event location is broken, stolen, or missing, whether due to actions of customer, their staff, or guests, the customer will be responsible for replacement cost of any such property. In the event that such loss is due to the caterer, the client will not be liable for replacement.

c) Client understands that all of the caterer’s property will be removed at the end of the event. If the customer requires, or asks, for any of this property to be left behind, the client shall be charged an appropriate fee for use of this property.

d) (Caterer) is not responsible for items broken or lost by vendors or sub-contractors.

e) Host is responsible for persons attending the event and assumes liability for any and all damages they may cause. We regret that (caterer) is not responsible for any loss or damage to client’s and guests personal property.

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Getting Paid Quicker by Corporate Clients

The majority of payments given to caterers by corporations are automatically prepared using computer-generated payment checks. This payment system is based on approval from the department head, who ordered the catering and th vendor information stored by the computer onthe caterer. Your client turns your invoice in with an approval code along with the customer identification number you gave them—if you in fact gave them one. It is this customer number that a caterer gives to the client, which in turn generates the specific vendor number that the client’s accounts payable department gives to the caterer’s contact and payment information that makes the payment happen.

If the client doesn’t have a unique customer number to alert the computer that your company is already approved for payment, your payment for invoices are slowed down dramatically. The reason for the slowness is that your client needs to walk through your invoice for payment. In other words, blame for slow payment goes to the caterer not the client!

The solution is to always place a specific unchanging customer number on every invoice you send to that client. This would be true also for any requests or invoices for deposits. Caterers will get paid quicker if they do two things: Place an order/invoice number on each invoice sent so the client can do more efficient bookkeeping and their computer can keep proper records of the payment history. Then, place a very small discount on the invoiced amount if it’s paid within 10 days. A simple 2 percent discount will prompt the computer to pay your invoice before invoices that don’t offer a quick-payment discount. If you do this, be sure to display the amount they will pay if they take advantage of the discount, in addition to the non-discounted amount.

Many caterers offer a prepayment discount to corporations if the client pays the invoice in full before or on the day of the event itself. Sometimes payment is slow simply because it may take 45 processing days for an invoice to be paid. Consider giving your client an invoice for the majority of the amount due 50 days before the event. You will bill for staff overtime and other charges after the event, but you will have the bulk of the money owed you in a timely fashion.

Sample Copy for Contracts/Agreements - #2 - Cancellation

These are simply educational examples of possible contract language. Don’t use any of these clauses  without approval from your attorney.

Cancellation and Postponements

a) Customer understands that once a contract is signed, the caterer may decline other profit-making opportunities for that day. Accordingly, the client will be responsible for the entire contract cost even if the event is cancelled.

b) Customer understands that as the event date comes closer, the caterer has hired event staff, purchased foods and beverages and contracted for kitchen labor. Accordingly, the client will be responsible for the entire contract cost even if the event is cancelled.

c) If the client notifies the caterer in ample time, the caterer will make every effort to rebook the date or lower the amount of the loss. In this case, these savings will be passed along to the client.

d) If the client’s guest count drops more than 40 percent from the original guarantee, the caterer has the right to cancel the contract unless a higher price is negotiated to offset the loss of profit.

e) In the event that a client cancels the function with not less than two weeks prior to the date, 50 percent of the deposit will be retained by the caterer. If the event is cancelled with less than one week notice, the client will be responsible for the entire amount due.

f ) In the event of the cancellation of your reception within thirty (30) days after booking, the full initial payment will be refunded. If cancellation occurs more than 30 days after booking, appropriate administrative costs will be deducted. Receptions cancelled less than sixty (60) days prior to the event will forfeit all deposits. Rental charges, with the exception of tent deposits and specialty linen rental will be removed from the total invoice if notice of cancellation is received ten (10) days in advance of your event.

g) As we have already established a relationship, (caterer) will apply one half of the reservation fee already paid and all additional payments to your new date. Should we be able to book your original date with a comparable event, (caterer) will apply all payments to your new date, less a $250 administrative fee. Should you wish to reschedule your event, we will make every effort to accommodate your request.

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Sample Copy for Contracts/Agreements #1- Count & Guarantee

These are simply educational examples of possible contract language. Don’t use any of these clauses without approval from your attorney.

Customer Count and Guarantees

a) The number of guests listed on this contract shall be paid by the customer, even if the number of guests served is lower than the guaranteed number.

b) All costs are based on the guarantee given. However, a customer may reduce the given guarantee by up to 10 percent, as long as the customer notifies ABC Catering of the reduction more than 72 hours before the event.

c) Caterer has extensive experience in determining and preparing the correct amount for each menu item for the guaranteed group size. It is our custom to prepare enough extra to feed groups that eat more than the usual amount of food. However, in no case are we required to have extra food for numbers higher than the guarantee given.

d) Customer agrees to pay additional, at the agreed per-guest price, for any guests that increase the guarantee, even if the food is available.

e) If the final guest count is 10 percent greater than the guarantee, an additional 10 percent service charge will be paid by customer to cover the extra burden placed on the staff at the event.

f ) Customer agrees that the caterer will retain all foods and beverages remaining at the conclusion of the event that have been brought by the caterer.

g) The final count, or guarantee, is due seven business days in advance of the event. Following the final count, the number may not be lowered, but may be raised. A 15 percent surcharge may be added to cover additional last-minute expenses of acquiring added food and beverages for the additional guests.

h) To facilitate our ordering, we require your confirmed minimum number of guests ten (10) days prior to your event. This number may not be decreased. Our quoted prices reflect current market conditions for food and services. Menu substitutions may be made of equal or superior quality without notice due to product availability.

i) A confirmation of the guest count shall be made no later than fourteen (14) days prior to the event date. Thereafter, the number may be increased at the quoted per person cost, but not decreased. (caterer) will be prepared to serve a maximum of 5 percent over the guaranteed count. Additional place settings will be charged at an additional $6 each. Children under age 10 and vendors will be charged 50 percent of the menu price and given a special beverage rate. All food and beverage must be purchased from (caterer) and consumed on the premises.

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A Very Unique Hiring Video!

My long time friend LeAnne Schwartz from LA Spice catering and events in Los Angeles sent me this link. It is a rather interesting video that a restaurant uses to hire part-time servers. I just think it is very creative (if you like this kind of stuff like I do) and perhaps this type of concept could be used to hire part-time event staff.

Also, if you check out their website you will see their very concise and useable employment application for those who watch the video to use.

Here it is:

Thanks LeAnne!

A Solid Preflight Proposal Checklist

Before a proposal is sent to a prospect, it should be reviewed by at least one person other than the one who wrote it. In this manner, most of the silly and sale-losing errors may be caught. Items for your checklist should include:

a) Are all the parts enclosed?

b) Are the buyers’ names spelled correctly?

c) Is the date correct on all company records?

d) Is the day of the week included with the date?

e) Has the menu been approved by the chef?

f) Has the price been figured correctly?

g) Is the buyer aware of what they are paying for menu, staff, rentals, etc.?

h) Is the buyer aware of all additional and potential additional costs?

i) Has the salesperson used words that will be understood and/or liked by the buyer?

j) Has the deposit been requested?

k) Has the buyer been told how to pay the deposit?

What other items should be on the checklist?

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Stealth Price Increases

Yipee!

This post can now be found at CateringGuru.com.

Head on over to the CG site to learn about stealth price increases.