Wedding & Event Catering Agreement

This Wedding & Event Catering Agreement (“Agreement”) is entered into between Grazing Theory (“Grazing Theory”) and the client identified below (“Client”). This Agreement, together with the Client’s accepted proposal and/or invoice, represents the terms for the services Grazing Theory will provide for the event.

1. Event Details

When you book online, your event details (names, date, event type, venue and address, guest count, phone, email, services and times) come from your booking and appear on your confirmation and estimate.

2. Proposal, Retainer & Final Payment

The accepted Grazing Theory proposal and/or invoice is incorporated into this Agreement and identifies the menu, services, pricing, rentals, delivery, setup, strike and other event-specific details.

A 50% non-refundable retainer is required to reserve the event date. The date is not considered reserved until the required retainer has been received and the proposal/agreement has been accepted.

The remaining balance is due 10 days prior to the event. If the balance has not been paid by that date, the event will be cancelled due to non-payment. Services, quantities or additions requested after final payment are subject to availability and may result in additional charges.

3. Final Guest Count

The final guaranteed guest count is due 10 days prior to the event. The Client may reduce the guest count by up to 20% from the guest count stated on the accepted proposal. The minimum billable guest count is 80% of the originally contracted guest count.

A reduction in guest count does not automatically qualify the event for a lower-priced package, service level or pricing tier. Any change to the contracted package or event minimum is subject to Grazing Theory approval.

Guest counts may increase after the final-count deadline only if Grazing Theory can accommodate the increase. Additional charges must be paid prior to the event.

4. Menu & Ingredient Availability

Grazing Theory uses fresh, seasonal and specialty ingredients. Specific ingredients may vary based on seasonality and availability. Grazing Theory may make comparable premium substitutions when necessary while maintaining the quality, quantity and overall style of the contracted menu.

5. Serving Sizes

Unless otherwise stated in the proposal, grazing-table and charcuterie serving recommendations are generally based on appetizer-style portions. When charcuterie is intended to serve as the primary meal, additional food is recommended. When sandwiches, fruit, vegetables or other substantial menu items are included, quantities may be adjusted to create an appropriately balanced menu.

6. Dietary Restrictions & Allergies

The Client is responsible for communicating known dietary restrictions and food allergies prior to the event. Grazing Theory will make reasonable efforts to accommodate dietary requests agreed upon in advance; however, food is prepared in a kitchen where allergens are present.

Grazing Theory cannot guarantee against allergen cross-contact and does not represent any product or service as allergen-free. Severe or life-threatening allergies must be disclosed before the event so Grazing Theory can determine whether the request can be accommodated. Grazing Theory does not provide certified halal or kosher catering.

7. Event Service Charge

An 18% Event Service Charge applies to wedding cocktail hours, public and private workshops, and special events (for example, catering a golf tournament). It supports planning and administrative work associated with the booking, including coordination, communication, sourcing, customization, production planning and event administration.

The Event Service Charge is not gratuity. Travel, delivery, setup, strike, onsite staffing, rentals and other physical/event-specific services are separate and will be listed on the proposal or invoice when applicable.

8. Credit-Card Processing Fee & Optional Gratuity

A 4% credit-card processing fee applies to credit-card transactions. Gratuity is optional and is not included in the 18% Event Service Charge. Clients who wish to recognize the Grazing Theory team may add gratuity to their invoice.

A Little Love for Our Grazing Gals! Every beautiful board is thoughtfully created by our talented Grazing Gals! 100% of gratuities added to your order go directly to our Grazing Gals, the hardworking hands behind every delicious creation. Your generosity is always appreciated, but never expected. Thank you for supporting the team that makes the Grazing Theory magic happen!

9. Delivery, Travel & Multiple Services

Delivery and travel charges are based on the location and services required and will be identified on the proposal.

When an event requires multiple separate trips or services—for example, an early bridal-suite delivery, a later cocktail-hour setup and an evening strike—applicable delivery, travel, setup, strike and service charges apply to each separate trip or service, even when all services occur at the same venue on the same day. The event may still be handled under one overall proposal/agreement and one event retainer.

10. Venue Access, Tables & Linens

Unless specifically included in the accepted proposal, Grazing Theory does not provide tables or linens. The Client and/or venue is responsible for ensuring that appropriate tables, linens and the designated setup area are completely ready and accessible before Grazing Theory’s scheduled arrival.

The Client is responsible for coordinating venue access, loading/unloading requirements, parking instructions, security access and venue-specific requirements that could affect performance. Parking, valet or venue access fees incurred in connection with the event may be charged to the Client if not previously included in the proposal.

11. Venue Delays & Waiting Time

Grazing Theory provides a 15-minute complimentary grace period if a Client or venue delay prevents the team from beginning the contracted setup or service at the scheduled time.

After the 15-minute grace period, waiting time is charged at $50 per staff member per hour, billed in 30-minute increments ($25 per affected staff member for each additional 30 minutes). Significant delays may require Grazing Theory to modify the setup or scope of service to accommodate other scheduled commitments.

12. Outdoor Events & Weather

For outdoor events, the Client and/or venue must provide a suitable location for safe food service and display. Grazing Theory may relocate, modify or adjust a display if direct sunlight, excessive heat, rain, wind or other environmental conditions could compromise food safety, presentation or equipment.

A weather-related relocation or modification of the display does not constitute a cancellation or failure to perform the contracted service.

13. Rentals & Equipment

Rental items remain the property of Grazing Theory unless otherwise specifically stated.

Boujee Board: $50 rental + $150 refundable deposit per board. Board for 20: $20 rental + $30 refundable deposit per board.

Deposits are waived when Grazing Theory performs a contracted same-night strike/retrieval of the applicable rental items. Otherwise, rental items must be returned to the Grazing Theory kitchen within 48 hours. After 48 hours, the applicable deposit is forfeited. Lost or unreturned items result in forfeiture of the deposit. Damage requiring repair or replacement may be deducted from the deposit.

14. Multi-Level Grazing Tables

Multi-level grazing-table styling carries a $200 styling fee in addition to the food/grazing-table price and other applicable event services. The styling items (decorative risers, table runners, mini lamps, and faux greenery and flowers) are included in the styling fee as rental items; they remain Grazing Theory's property and are not the Client's to keep. A $300 refundable equipment deposit applies.

Unless Grazing Theory is contracted to retrieve the equipment, styling equipment must be returned to the Grazing Theory kitchen within 48 hours. Failure to return the equipment within 48 hours results in forfeiture of the deposit. Delivery/travel, setup, strike and any required onsite staffing are separate charges.

15. Food Safety & Leftovers

Grazing Theory follows appropriate food-handling practices through preparation, transportation and contracted service. Safe leftovers may be released to the Client or venue when appropriate food-safe containers and refrigeration are available.

Food that has exceeded a safe service period will be discarded and will not be packaged for later consumption. Once Grazing Theory has completed its service and leaves the event, responsibility for proper handling, refrigeration, storage and consumption of released food transfers to the Client and/or venue. Grazing Theory cannot guarantee that leftovers will be available.

16. Client Cancellation

31 or more days before the event: The 50% retainer remains non-refundable. Amounts paid beyond the retainer may be refunded, less non-recoverable expenses already incurred by Grazing Theory.

11–30 days before the event: The 50% retainer remains non-refundable. Amounts paid beyond the retainer may be converted to Grazing Theory credit valid for six months.

10 days or less before the event: All payments are 100% non-refundable.

Any Grazing Theory credit issued under this section is non-transferable, has no cash value, is subject to availability and current pricing, and expires six months from the date of issuance.

17. Client Rescheduling

The Client may request to reschedule an event one time with at least 30 days’ notice, subject to Grazing Theory’s availability. If Grazing Theory is available for the new date, the existing retainer may transfer to the rescheduled event. The new event date is subject to Grazing Theory’s then-current menu and pricing. Requests received less than 30 days before the event will be reviewed individually and are not guaranteed.

18. Changes to Event Details

Changes to the event date, time, venue, guest count, menu or scope of services must be communicated as soon as possible. Requested changes are subject to availability and may result in revised pricing. A change in venue or timing that materially changes travel, staffing, setup or service requirements may result in additional charges.

19. Cancellation by Grazing Theory

In the unlikely event that Grazing Theory must cancel and is unable to perform the contracted services, all monies paid by the Client to Grazing Theory for the event will be refunded in full.

20. Circumstances Beyond Our Control

If the event cannot reasonably proceed due to circumstances beyond the reasonable control of either party, including severe weather, natural disaster, government restrictions, mandatory evacuation, venue closure or similar extraordinary circumstances, the Client will receive a Grazing Theory credit for amounts paid toward the affected services, less any non-refundable or non-recoverable expenses already incurred by Grazing Theory.

The credit may be applied toward one rescheduled event, subject to Grazing Theory’s availability. The rescheduled event must take place within 12 months of the original event date and will be subject to Grazing Theory’s then-current pricing. Any difference in pricing is the Client’s responsibility.

Once the event has been rescheduled under this provision, any subsequent cancellation or inability to proceed will be governed by Grazing Theory’s standard cancellation policy.

21. Limitation of Liability

To the fullest extent permitted by applicable law, Grazing Theory’s total liability arising out of or relating to the contracted services will not exceed the total amount actually paid by the Client to Grazing Theory for the event giving rise to the claim.

Grazing Theory will not be responsible for indirect, incidental, special or consequential losses arising from the event or services, including losses resulting from circumstances outside Grazing Theory’s reasonable control.

Grazing Theory is not responsible for the acts or omissions of the venue, Client, guests or other vendors, or for food or equipment that is moved, altered, handled, stored or served by others after Grazing Theory’s contracted responsibility for those items has ended.

22. Client & Venue Responsibility

The Client is responsible for providing accurate event information and ensuring that the venue permits the services, setup and equipment included in the Grazing Theory proposal.

Grazing Theory is not responsible for delays, modifications or inability to perform portions of the contracted service caused by inaccurate information, inaccessible event areas, venue restrictions or Client/venue failure to provide agreed-upon facilities or access.

23. Photography Permission

This permission relates to the food and event setup and does not grant blanket permission for commercial use of identifiable images of the Client or guests.

• YES — Grazing Theory may photograph the food, grazing display and/or event setup for use on Grazing Theory’s website, portfolio, social media and marketing materials.
• NO — Please do not photograph or publish images from our event.

24. Entire Agreement

This Agreement, together with the accepted proposal/invoice and any written amendments approved by Grazing Theory, represents the complete agreement between Grazing Theory and the Client regarding the contracted services. Changes or exceptions must be approved by Grazing Theory in writing.

25. Acceptance

By signing below, the Client acknowledges that they have reviewed and agree to the terms of this Agreement and the accompanying Grazing Theory proposal/invoice.

You sign this agreement electronically: you consent to electronic signing, type your full name as your signature (and may also draw it), choose a photography option, and confirm you agree. We record the agreement version and a fingerprint of its exact text, the date and time, your IP address and browser, and email you a link to your signed copy. Grazing Theory countersigns it.

See also our terms & conditions and privacy policy.