Catering Agreement
Thank you for selecting My Pro Fresh Chef for your upcoming event! Please read the agreement below carefully, and sign where indicated.
Payment Terms
For events with fewer than 100 guests and all events occurring within 90 days of signing, a deposit of 50% of the agreed-upon contract estimate must be submitted to secure your date and our catering services for your event. For events with 100 or more guests which will occur more than 90 days , a 25% deposit is required to secure the date. The link to pay this deposit will come in the form of an email from our office.
If a 25% deposit was paid up at signing, an additional 25% deposit is due 90 days prior to the event.
Payment of remaining balance in full is due three days prior to your event. You will receive a finalized invoice from our office. We accept online payments only (major credit cards/bank transfer, Venmo, Zelle, etc.)
If any payments are not received according to these timelines, we reserve the right to cancel this contract and retain any deposits received.
"Final Count" Deadline
A final headcount is due to My Pro Fresh Chef no later than seven days prior to the event, including the quantity of each menu item being ordered. You may also make minor menu adjustments up until this time (major adjustments, such as additional menu items, change of entree, etc. will be considered on a case-by-case basis). These changes will be reflected on the final invoice you receive prior to making your balance payment.
Note: The balance due cannot be decreased unless changes are made at least 30 days in advance of the event date. In the event that the guest count decreases by more than 15%, we reserve the right to cancel this contract and return your deposit. Any decreases in guest count of food quantity made within 30 days of the event will not result in a decrease in balance due.
We will do our best to accommodate last minute increases in headcount but cannot guarantee food quantities for additional guests.
My Pro Fresh Chef guarantees that the number of guests listed on your final invoice will be served. It is not our responsibility if you underestimate your guest count. We suggest that if you know that your guests are heavy consumers, you adjust your headcount accordingly.
Cancellations
Our services are booked many weeks, sometimes months in advance. We ALWAYS honor your reservation deposit, and we will never cancel your event because another event was booked on the same day.
If you have to cancel your catering services for any reason, we will work with you to reschedule to another available date. If this is not possible, we will retain the lesser of $800 of your deposit or the entire amount of your deposit to compensate for lost business.
The remainder of your deposit is fully refundable until 14 days (21 days for events over 100 guests) before your event. After this time, we reserve the right to retain all deposits to compensate for lost business and cover costs. Cancellations within 14 days before the event will be considered on a case-by-case basis, but we cannot guarantee any deposit refunds. Any rescheduling (changing the day of the event, or changing the time of the event by more than 1 hour) may be considered a cancellation.
There are no refunds of final invoice payments, for any reason. In the case of an emergency beyond both parties' control (i.e. natural disaster, war, government mandated closures, etc.), My Pro Fresh Chef will not be held responsible. In such cases, we will endeavor to find a fair solution if possible, including possible rescheduling, partial refunds, etc., but this is not guaranteed.
Gratuity
We add a tip to every invoice. This tip is optional, and can be removed at your request, so that you may tip our catering staff at your discretion on the day of your event. We believe gratuities are earned, not given, and we strive to provide the highest level service at all times. We will always discuss gratuity options with you and receive confirmation of the gratuity amount before the contract is signed.
Food Allergies (Nut/Dairy/Gluten/Other food allergy/Special diet)
Please bring any allergy concerns to My Pro Fresh Chef's attention prior to the date of the event.
My Pro Fresh Chef cannot guarantee full omission of all ingredients we use in our kitchen. There is always a possibility of cross contamination even when taking every possible precaution.
My Pro Fresh Chef will not assume any liability for adverse reactions to foods consumed, or items an individual may come into contact with, at any catered event. Our staff will do their best to help your guests understand the ingredients in the food being served, but they do not have medical training, and we cannot guarantee the safety of any of our food items for every guest.
Overtime
Our estimates and invoices will be clearly marked with the amount of service time that is included in the estimate. If staff are required to remain at an event beyond the agreed-upon time (even to clean up), overtime will be charged in 1 hr increments according the following schedule:
- 30-50 guests - $160/hr
- 50-80 guests - $190/hr
- 80-120 guests - $220/hr
- 120+ guests - $250/hr
Breakage/Loss/Liability
Client assumes full responsibility for any damage or loss of any equipment, including but not limited to food service tents, tables, linens, chairs, glassware, plates, flatware, cloth napkins, chaffing dishes, chaffing dish lids, catering bowls and serving utensils, tongs, knives, spoons and cutting boards. Any lost stolen or damaged equipment will be charged to the client at replacement cost.
Beverage Service
My Pro Fresh Chef can provide bartending service or other service of alcoholic and non-alcoholic products, but we do not provide alcohol. All alcohol (including beer, wine, liquor, etc.) must be provided by the client.
If My Pro Fresh Chef's beverage dispensers are being used without a staff member present, My Pro Fresh Chef is not responsible for any contamination or outside drugs, alcohol or other objects that get added to the beverage containers without My Pro Fresh Chef's knowledge.
My Pro Fresh Chef's staff will not serve alcohol to any member of your party or event who appears to be under the influence of alcohol or controlled substance(s). We will not contribute to the additional overserving of your guests. We will card anyone who looks to be under 30, unless previous age verification was done.
My Pro Fresh Chef is not responsible for any member of your party who leaves your event under the influence of alcohol or other controlled substances and then commits a crime after leaving your party.
In addition to all the items listed above, My Pro Fresh Chef is not responsible for any member of your party that becomes intoxicated or has an adverse reaction to any alcohol served at your event.
General Policies
Left-over food may be left with the client at the client's request. My Pro Fresh Chef is not responsible for the safety and quality of said food after it leaves our supervision and care. Clients may be asked to sign a left-overs waiver releasing My Pro Fresh Chef from any further liability when our staff leaves the event.
My Pro Fresh Chef is not responsible for any food being served which is not part of the agreed upon contract. Please bring any allergy concerns to My Pro Fresh Chef's attention prior to the date of the event.
Detailed directions to the serving site including directions on where to set up, park and serve from is required by the "Final Headcount" Deadline. (Does not apply if onsite visit by My Pro Fresh Chef has been arranged). Any access or location changes must be communicated to My Pro Fresh Chef as soon as the client is made aware of them.
My Pro Fresh Chef requests that if we are preparing food onsite, that close proximity to the serving site be provided.
If the venue where your event is being held has a kitchen onsite and if My Pro Fresh Chef is authorized to work out of that onsite kitchen, our staff will return the kitchen to the same condition as we found it. My Pro Fresh Chef is not responsible for any janitorial services at the event venue unless prior arrangements have been made with My Pro Fresh Chef and agreed upon by both parties.
Sales tax is included on all catering quotes and the tax amount is not negotiable. The State of CA requires sales tax to be applied to all service charges, hot and cold food, serving staff working your event, labor, rentals and admin fees. If your organization is tax exempt or requesting tax exemption, you must provide My Pro Fresh Chef appropriate documentation showing your organization as a tax-exempt entity.
A delivery fee may be charged depending on the number of catering vehicles needed or travel distance to your event or venue.
Clients are responsible for payment of all expenses and reasonable attorney’s fees associated with any action brought forth to recover unpaid contract fees owed to My Pro Fresh Chef.
Should your event require additional certificates of insurance that our standard liability insurance does not cover, the cost of any additional certificates of insurance will be added to your catering invoice.
By signing below, I understand and agree that (a) I am the customer, who is responsible for this order and (b) I have read, understand, and agree to all of the terms and requirements listed in this catering contract.
