Refund Policy
Clear, predictable refund terms for both Customers and Caterers.
Last updated May 30, 2026
Catering is a planning-heavy service — menu design, ingredient ordering, staff scheduling, equipment booking, and (in many cases) custom-made items. Our refund policy balances Customer flexibility with the real costs Caterers absorb when bookings change.
Refund schedule
| When you cancel | Refunded | Kept by Caterer |
|---|---|---|
| 30+ days before event | Total quote minus deposit | The 30% deposit (planning fee) |
| 14–29 days before event | 50% of total | 50% of total |
| < 14 days before event | No refund | 100% of total |
How the deposit works
When you book a quote, CaterBid collects a 30% deposit via Stripe and holds the funds until shortly after your event. The deposit is what locks in your date with the Caterer and covers their planning and ingredient costs — that's why it's not refundable once they've started preparing.
If you cancel 30+ days beforeyour event, the deposit is kept by the Caterer (they've already begun planning), but anything you've paid above the deposit is fully refunded.
How the balance works
The remaining balance (typically 70% of the total) is collected through CaterBid before your event. If you cancel before the event, the balance is refunded according to the same schedule above — the amount "Kept by Caterer" covers both the deposit and any portion of the balance retained at that stage; everything else is returned to you.
If the balance is not paidby the reminders' final deadline, the booking may be voided. In that case the deposit is non-refundable, since the Caterer has already reserved your date and begun planning.
Fees and refunds
Customers pay no platform fee or markup — you pay the Caterer's price plus any applicable sales tax. CaterBid's commission is paid by the Caterer (a percentage of the order based on their plan) and comes out of their payout, not your total. When you cancel, your refund is based on the schedule above; if a Caterer cancels, you receive a full refund of everything you paid (see below). Sales tax is refunded in proportion to any amount refunded.
If a Caterer cancels on you
We expect Caterers to honor every confirmed booking. If a Caterer cancels:
- You receive a full refund of everything you've paid (deposit, balance, and any tax).
- CaterBid will help you find a replacement Caterer for the same date when possible.
- If the cancellation is within 14 days of your event and we cannot find a replacement, we'll provide a $250 service credit for use on a future booking, to acknowledge the disruption.
Caterers who repeatedly cancel may have their accounts suspended.
If something goes wrong at the event
We expect the food, service, and quantities to match the quote. If they don't, contact us through our form within 7 days of the eventwith details and (where possible) photos or video. Evidence is required for most claims — a clear description alone isn't enough. We review every claim fairly with both parties.
How we typically resolve post-event claims:
- Caterer didn't show up — full refund of everything you paid.
- Significantly late (60+ minutes) — a partial refund that scales with how late: roughly 30% (60–90 min), 50% (90–120 min), or 70% (120+ min).
- Missing menu items — a refund proportional to the value of what wasn't delivered, plus a small inconvenience credit.
- Not enough food for your confirmed headcount — a refund proportional to the shortfall, when it's 15% or more below what was ordered (empty trays at the end of the night aren't evidence of a shortfall — the food may simply have been eaten).
- Food-safety issue (documented illness or clearly spoiled/raw food) — a refund (full with medical documentation; partial with photo evidence) and a review of the Caterer.
- Objective quality failure (e.g. burnt, served cold throughout, or the wrong cuisine vs. the quote) — a partial refund with photos and corroboration.
- Personal taste (spice level, presentation, etc. not specified in the quote) — not refundable.
Refunds are returned to your original payment method, and any sales tax is refunded in proportion. Opening a claim — or filing a chargeback with your bank — freezes the Caterer's payout while we review it. We strongly prefer resolutions both parties accept before escalating to chargebacks or legal disputes.
Force majeure
If the event cannot proceed because of circumstances beyond either party's control (natural disaster, government order, venue cancellation, severe weather), we will work with the Caterer to either (a) reschedule the booking to a future date with no penalty, or (b) refund all but a small administrative portion of the deposit covering planning time already incurred.
How to request a cancellation
- Open your booking confirmation page (the link from your booking email).
- Click Cancel booking — or contact us through our form with your booking reference.
- We'll confirm the refund amount based on the schedule above and process it within 5 business days.
Refunds return to the original payment method. Bank processing typically takes 5–10 additional business days to appear on your statement.
Questions
Reach us through our contact form and we'll respond within one business day.