Birch & Alder Catering Service Agreement

Birch and Alder, LLC (Caterer)

Deposit/Payment Terms:  

An initial 50% deposit and signed contract are due upon receipt of contract to hold the date of the event. A booking is not complete until the deposit is received. The deposit will be applied to the total invoice, and the final balance is due on the date of the event.  Any agreed upon changes will be authorized between the two parties in writing.

Guarantee: 

  1. Once a contract is signed, the Caterer will make every effort to accommodate any guest count increases or decreases, but these may be subject to additional charges. Final guest count must be confirmed within 5 days of the event.

  2. All prices are based on the current market of food ingredients. Prior to booking, the prices of menu items may change. Prices or menus will remain unchanged if a signed and paid catering agreement is in place with Birch & Alder, except for any changes that are made afterward.

  3. Event staff labor cost is included on each proposal. If any staff overtime occurs at the event for reasons beyond the Caterer’s control, the client will be billed for those charges post-event.

Cancellation:

A cancellation of the contract will only be accepted in writing via mail or e-mail. 

  • >90 days: If written cancellation is received from the client ninety (90) days prior to the event, the client’s full deposit will be refunded.  

  • >60 days: If cancellation is received sixty (60) days prior to the event, 50% of the deposit will be refunded. 

  • >30 days: If cancellation is received thirty (30) days prior to the event, 25% of the deposit will be refunded.

  • <30 days: If cancellation is received less than thirty (30) days prior to the event date, the client will be responsible for any costs incurred by the Caterer and the full deposit payment will be retained, unless other arrangements have been made prior between Caterer and Client.

Acts of Nature: If the event is canceled by the Client due to rain, fire, flood or other Act of nature, the Caterer may retain the deposit and/or bill additional costs incurred for planning, purchasing and preparation of goods and service as itemized and mutually agreed upon with the Client. Your event can be rescheduled (1x) within 60 days notice & 60 days prior to your original event date.

Release and Indemnify:  

Both the Client and Caterer agree to release, discharge, defend, indemnify and hold harmless the other party, from any liabilities or actions which arise from the event, except to the extent such injury or damage is caused by negligent actions or misconduct of Client/Guest or Coordinator/Staff at the event.

Food Left Over:  

The Caterer shall not leave and Client may not have left over food that has not been previously presented at the event. The Caterer shall not be held liable or responsible for the quality or safety of food after the event. No food will be left-over except desserts or any specified items agreed upon in writing.

Insurance:  

The Caterer will provide if requested a Certificate of Insurance as proof of General Liability Insurance.  If the client wishes to be named as “additionally insured” on the Coordinator’s liability there will be a $50.00 fee.

Personal Property: 

Client 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 the Caterer, shall be removed by the Caterer at the conclusion of the event. The Caterer is not responsible for items broken or lost by vendors or subcontractors.