Catering Quote Template
Catering quotes are priced per head, but staff, equipment and delivery decide the margin. List them, and set a deadline for final guest numbers.
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Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Buffet menu (3 mains, 2 sides, dessert) | guest | 80 | 18–45 each |
| Service staff (4 hours) | staff | 4 | 120–220 each |
| Equipment hire (chafers, linens) | set | 1 | 150–500 |
| Delivery and setup | trip | 1 | 50–200 |
| Service charge | percent | 1 | 10–18% |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Menu, portions per guest and dietary options.
- Guest count and the date for final numbers.
- Staff hours, equipment, delivery, setup and cleanup.
- Food safety, leftovers policy and venue requirements.
Common mistakes
- Accepting guest number changes the day before.
- Forgetting staff hours for setup and cleanup.
- Not asking about allergies.
Deposit, balance and validity
30–50% deposit to book the date, balance 3–7 days before the event based on final numbers. Quote valid for 14 days because ingredient prices change.
Questions people ask
When are final numbers due?
Usually 5–7 days before. After that, you charge for the confirmed number.
Do you handle allergies?
Collect them in advance and state how you label and separate dishes.
What about leftovers?
State your food safety policy on taking food away.