05/19/2026
Back in November, I had a consult with a couple interested in catering their son and future daughter-in-law’s rehearsal dinner for June of this year.
After discussing menu options and preparing a quote, they explained that the date could potentially change due to their son’s active military status and possible deployment orders, though they expected to know more by January or February.
As many know, our policy requires both a signed contract and deposit in order to officially hold a date and secure pricing. However, understanding their situation, I agreed to temporarily waive the initial deposit requirement until they received updated orders. This was communicated both by phone and again via email in December.
February came and went without any updates, so I followed up by email to check on the status of the event. When I did not receive a response, the quote was eventually canceled through our system, which also generates an automated email notification to the client.
Because no contract had been signed, no deposit had been paid, and no communication had been received after several months, I removed the tentative hold from my calendar in accordance with our policies and reopened the date for booking. The date was booked shortly afterward.
Today, I received an email from the client wanting to confirm details for the event. I explained that because six months had passed without communication, and because the required contract and deposit had never been completed, I was unable to continue holding the date.
While understandably disappointed, the client asked if I had recommendations for alternate caterers, and I was happy to provide several suggestions.
If you’ve worked with me before, you know I place a huge value on communication. I strongly prefer email correspondence because having things in writing protects both the client and myself by creating a clear point of reference and accountability for everyone involved.
If you inquire about our services and I respond, but do not hear back, I will generally follow up once before moving on. Whether you choose another route or your plans simply change, I will assume that you are no longer interested unless communication continues.
I share this simply as a reminder of why contracts, deposits, and communication are so important —One thing I think many people don’t fully understand about the catering industry is the purpose of a deposit — and why it matters for both the client and the business.
When you book a caterer, your deposit does more than simply “hold a date.”
It protects your investment by securing your spot on our calendar and ensuring we begin planning specifically for your event. Once a date is reserved, we often turn away other inquiries for that same day in order to honor our commitment to you.
But deposits also protect the investment being made on the business side.
Long before your event takes place, there are hours spent on menu planning, correspondence, logistics, staffing coordination, timeline development, rentals, ordering, and sourcing fresh ingredients — many of which are purchased specifically for your event and cannot always be repurposed elsewhere.
Catering isn’t a product sitting on a shelf waiting to be sold. It’s a customized service that requires significant preparation, scheduling, and financial commitment behind the scenes.
Deposits create accountability on both sides and allow small businesses like mine to operate sustainably while continuing to provide the level of service and quality our clients expect.
I know conversations surrounding contracts and deposits can sometimes feel uncomfortable, but they exist to protect everyone involved and ensure your event receives the time, care, and attention it deserves.
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