Signing Event Contracts: Key Considerations for Caterers

When catering businesses sign contracts for events such as festivals or fayres, it’s crucial to focus on the details of the agreement with the event organiser.

While these events can be exciting opportunities to showcase your skills and connect with large audiences, overlooking the fine print can lead to unexpected costs or disputes.

Here are some key considerations for caterers entering contracts with event holders in 2025.

1. Clear Payment Terms

One of the most important elements of any contract is how and when you will be paid. Look for details about:

• Stall or Pitch Fees: Ensure the fee for your pitch is clearly stated, along with any additional charges for utilities or waste disposal.
• Payment Schedule: Confirm when payments are due and whether they need to be made in full upfront or in instalments.
• Refund Conditions: Understand under what circumstances you may be entitled to a refund if the event is cancelled or if there are changes to your allocated pitch.

Always confirm whether VAT is included in the fees or will be added separately.

2. Cancellation Clauses

Cancellations can happen for various reasons, and your contract should address these situations to protect your business. Pay close attention to:

• Event Organiser Cancellations: If the event is cancelled, will you receive a full or partial refund of your pitch fees? Ensure the contract specifies how and when refunds will be issued.
• Force Majeure: Check whether the contract includes provisions for events outside the organiser’s control, such as adverse weather or government restrictions, and whether these events affect your right to a refund.
• Non-Refundable Costs: If you’ve incurred costs for the event (e.g., ordering supplies or preparing staff), consider negotiating a clause that allows partial compensation.
• Dispute Resolution: Include a process for resolving disputes about refunds or cancellations, such as mediation or third-party arbitration, to avoid costly legal battles.

3. Scope of Responsibilities

Clearly define what the event organiser will provide and what will be your responsibility. This includes:

• Utilities: Ensure the contract specifies whether electricity, water, and waste disposal are provided and whether additional charges apply.
• Allocated Space: Confirm the size and location of your pitch, including any restrictions on setup (e.g., whether you’re allowed to use gas or generators).
• Permits: Verify whether you need to obtain your own food safety or trading permits, or if these are covered by the event organiser.

4. Health and Safety Requirements

Event contracts often include stringent health and safety requirements. Review:

• Insurance: Ensure you have adequate public liability insurance and confirm whether the event organiser requires a copy of your certificate.
• Compliance Checks: Understand any specific health and safety rules you must follow, such as fire safety for cooking equipment or hygiene standards for serving food.
• Risk Assessments: Some events may require you to submit a risk assessment for your setup.

5. Access and Logistics

Smooth logistics are essential for a successful event. Make sure the contract includes:

• Setup and Breakdown Times: Check when you can access the venue to set up and when you need to vacate.
• Parking and Loading: Confirm whether there is adequate parking and loading access for your equipment.
• Waste Management: Clarify whether you need to manage your own waste or if facilities will be provided.

6. Liability and Indemnity

Protecting your business from liability is crucial. Review:

• Damage Responsibility: Ensure it is clear who is responsible for damage to your equipment or to the venue caused during the event.
• Indemnity Clauses: Check whether you are required to indemnify the event organiser against certain claims and whether this is reasonable.

Finally!

Contracts with event organisers are essential for protecting your catering business and ensuring you’re set up for success at festivals or fayres. Before signing, take the time to review each clause carefully and seek advice from us here at Mckenzie Legal – reviews are from £15. A well-drafted contract not only protects your business but also builds a clear understanding between you and the event organiser, allowing you to focus on delivering exceptional food and service to your customers.

Remember, prevention is better than cure – a little extra effort upfront can save you from potential headaches down the line! Contact McKenzie Legal at [email protected] or www.mckenzie-legal.co.uk to book a free telephone consultation.