Catering Quote Builder
Your catering business
Event details
Quote details
Quote line items
Terms and conditions
Catering quotes are different from standard quotes because they require event-specific details: guest count, event date, venue, service style, and a breakdown of food, staffing, and equipment. Fill in the event details, add your line items, and get a professional catering quote ready to send or present.
How to use this tool
- 1Enter your catering business name and contact details.
- 2Enter the client name, event name, event date, venue, and guest count.
- 3Add line items for the quote: food packages, staffing hours, equipment hire, travel, and any other items. Enter a unit price and quantity for each.
- 4Set a validity date and add any terms - minimum guest guarantees, deposit requirements, cancellation policy.
- 5Click 'Download PDF' or 'Print' to generate the catering quote.
Example
Caterer: City Eats. Client: TechCorp Ltd. Event: Annual team lunch, 50 guests. Date: Friday 20 June. Items: Buffet lunch per head (50 x 28), Event chef hire (4 hrs x 75), Service staff (2 x 4 hrs x 25), Equipment hire (1 x 150), Setup and travel (1 x 120). Total: 2,170. Valid 14 days. Terms: 50% deposit to confirm, minimum 45 guests.
Caterer: Bloom Catering. Client: James & Priya Mehta. Event: Wedding reception, 120 guests. Date: 14 September. Items: Canape package (8 varieties, 6 pieces per guest, 120 x 38 = 4,560), Champagne reception service (2 staff x 2.5 hrs x 40 = 200), Glassware hire (120 x 1.50 = 180), Chef team (head chef + 2 assistants x 5 hrs = 600), Travel and setup (1 x 200). Total: 5,740. Minimum: 110 guests. Deposit: 40%. Cancellation policy attached.
Common use cases
- Catering businesses quoting for corporate events, weddings, and private parties
- Restaurants offering outside catering services and needing a formal quote document
- Food truck operators quoting for private events and buyouts
- Personal chefs quoting for private dinner parties and meal prep services
- Buffet and canape caterers providing itemised pricing to event planners
Common mistakes
- Quoting per head without specifying what is included - make the menu explicit or reference a named package.
- Not including staffing and travel costs - these are often the difference between a profitable and unprofitable event booking.
- Not stating a minimum guest count - pricing is based on a minimum; if attendance drops, costs do not.
Frequently asked questions
What should a catering quote include?
A catering quote should include: event date and time, guest count, venue address, service style (buffet, canape, plated), detailed menu or package description, staffing, equipment, travel, total cost per head and total cost, deposit requirements, cancellation policy, and a validity date.
How do I price a catering quote per head?
Start from your food cost per head (ingredients + packaging), add a per-head share of staffing costs, equipment costs, and travel, then add your target margin. Food cost typically targets 25-35% of the per-head price. Staffing, equipment, and travel are often shown as separate line items rather than built into the per-head rate.
Should I include a deposit requirement in a catering quote?
Yes. A non-refundable deposit (typically 25-50%) is standard practice in catering to secure the booking and cover your preparation costs. Include the deposit amount, when it is due, and whether it is refundable if the event is cancelled. Outline cancellation terms clearly.
What is a quote validity date and why does it matter?
A validity date states how long your pricing is guaranteed. Catering costs fluctuate with ingredient prices and staff availability. A 14-30 day validity protects you from being held to a price that is no longer viable. After the validity date, you may need to requote if ingredients or costs have changed.
Are my details stored on a server?
No. Everything runs in your browser. Nothing is uploaded to any server.
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