Headcount lock
The final guest count is confirmed 10 days before the event. Charges are based on the locked count even if fewer guests attend.
Events template
Catering contract template with deposit and final headcount
A free catering contract template for plated dinner service: menu design, tasting, headcount lock, and a four-part payment schedule that charges as each stage clears.
Free software, unlimited seats. AirInk charges 0.49 percent when a milestone releases.
Plain language
What this template covers
Menu design and the tasting included in the price
Per-guest pricing and how the final headcount is set
Service staff, rentals, and kitchen access needs
Allergy and dietary handling
Overtime service rate
Payment schedule
The milestone structure it ships with
Each stage charges when it clears. Nothing is collected upfront and AirInk never holds your money.
- 30%1Booking deposit
- 20%2Tasting & menu lock
- 40%3Final headcount + balance
- 10%4Day-of settlement
Percentages are the default. Change any stage before you send the contract.
Preview
Key clauses
Tasting
One tasting for up to four people is included. The menu is locked at the tasting milestone.
Cancellation
The booking deposit is non-refundable. Food cost committed after the headcount lock is billable.
Overtime
Plated service beyond the contracted window is billed at $22 per person per hour.
Cancellation
Deposit non-refundable; final headcount locks 10 days out.
Late and overtime
Overtime plated service at $22/pp/hr.
AirInk templates are starting points written in plain language, not legal advice. Review anything binding with your own attorney.
Questions
Frequently asked
How do I handle guest count changes?
The template locks the count 10 days out and charges the final balance against that number. Increases after the lock are added as a new milestone the client approves.
Why hold 10 percent for day-of settlement?
It covers the small true-ups that always appear: an extra bartender hour, late guests, a last-minute rental. It charges after service instead of guessing in advance.
Does the client pay before the event?
The deposit charges at signing and the balance charges at the headcount lock, so your food cost is funded before you buy. AirInk never holds the money. It settles to your account.
Can I use this for buffet service?
Use the buffet and staffing template instead. It prices staff hours separately and uses a different refund window.
Keep reading
Related templates and pages
Use this template free
Create your account and this template is already selected in your workspace.