Catering Proposal & Scope Template

Catering Proposal & Scope

Use this proposal template to present a clear, professional scope of work and price that protects your margins and reduces day-of confusion. Replace text in double-braces (e.g., {{ClientName}}) with event-specific details before sending.

Event & Client

Client: {{ClientName}}
Contact: {{ContactName}} | {{ContactPhone}} | {{ContactEmail}}
Event Date: {{EventDate}} | Start Time: {{StartTime}} | End Time: {{EndTime}}
Venue: {{VenueName}}, {{VenueAddress}} (On-site contact: {{VenueContact}})

Event Scope & Service Level

Service Type: {{Buffet/Plated/Drop-off/Reception/Full-Service}}
Estimated Guests (Headcount): {{GuaranteedHeadcount}} (Guarantees due by {{GuaranteeDeadline}})
Event Notes / Special Requests: {{Notes}}

Menu & Pricing (Per Person and Itemized)

List menu items, portion size, cost per portion and extended total. Include optional upgrades or service stations separately.

Per-Person Food Cost (sum of per-person lines): {{PerPersonFoodCost}}

Headcount Calculations & Example

Recommended calculation method:

1. Per-person menu subtotal × Guaranteed headcount = Food subtotal
2. Add per-event fixed fees (delivery, setup) and per-person service or staffing fees
3. Apply taxes and service charges
4. Confirm total and show margin vs. target food cost

Example: Per-person food $18 × 100 guests = $1,800 food. Delivery $60 + Staffing $200 = $260. Subtotal $2,060. Tax 8% ($164.80) + Gratuity 18% ($370.80) => Total $2,595.60

Fees & Additional Charges

• Delivery / Travel Fee: ${{DeliveryFee}} (distance / time basis)
• Setup / Breakdown Fee: ${{SetupFee}} (includes staff hours and basic equipment)
• Service / Staffing Fee: ${{StaffingFee}} (number of service staff × hourly rate × hours)
• Equipment & Rental: ${{EquipmentFee}} (chafers, linens, flatware, etc.)
• Minimum Order / Small Event Fee: ${{SmallEventFee}}
• Late/After-hours Fee: ${{LateFee}}

Price Summary & Margin Calculations

Food Subtotal: ${{FoodSubtotal}}
Fees (Delivery, Setup, Equipment): ${{FeesTotal}}
Subtotal: ${{Subtotal}}
Tax ({{TaxRate}}%): ${{TaxAmount}}
Service / Gratuity ({{GratuityRate}}%): ${{GratuityAmount}}
Total Due: ${{TotalDue}}
Target Food Cost %: {{TargetFoodCostPercent}} — Current per-person food cost % = (PerPersonFoodCost / PerPersonPrice) × 100

Quoted Terms

• Payment Schedule: {{DepositPercent}}% deposit due on booking ({{DepositAmount}}). Balance due {{BalanceDueTerms}}.
• Accepted Payment Methods: {{PaymentMethods}}
• Guarantee Policy: Final guaranteed headcount due by {{GuaranteeDeadline}}. Billed for guaranteed number or actual if greater.
• Cancellation & Changes: Cancellation fees: {{CancellationTerms}}. Menu changes allowed until {{MenuChangeDeadline}} with possible price adjustments.
• Tax & Service: Taxes and service charges are applied as shown above unless otherwise required by law or venue.

Risk, Allergens & Substitutions

Allergen Disclosure: We provide allergen information on request. Notify us at least {{AllergenNoticeDays}} days before event for special meal accommodations. We cannot guarantee zero cross-contact in all situations.
Ingredient Substitutions: If an ingredient becomes unavailable, we will substitute with similar quality and notify the client. Significant substitutions affecting price or presentation will be approved before execution.
Venue Restrictions & Permitting: Client is responsible for venue permission, access, power, and parking unless previously agreed.

Fulfillment Checklist — Day of Event

Use this checklist internally and attach a completed copy to the invoice.

• Arrival time at venue: {{ArrivalTime}} — Confirm parking/loading area
• Set up chafers / serving stations per layout: {{SetupPlan}}
• Staffing: {{NumServers}} servers, {{NumCooks}} cooks — Confirm breaks and point person
• Transport: {{NumberOfVans}} vehicles — Confirm temperature control and labeling
• Food temps: Hot holding ≥ 135°F, Cold holding ≤ 41°F — record on temp log
• Service start time: {{ServiceStart}} — Confirm countdown and headcount
• Client sign-off: Contact to confirm finish and sign incident/variance notes
• Packout & breakdown: Confirm return of rentals and cleanup responsibilities

Signature & Acceptance

By signing below, Client accepts the scope, fees, and terms described above.

Client Signature: ______________________ Date: __________

Company Rep: __________________________ Date: __________

How to Use This Template — Quick Tips

• Always calculate margins using both per-person and event-level totals so small fees don’t erode profitability.
• Show optional add-ons separately (e.g., premium station, dessert upgrade) so clients can control scope without hiding margin protection.
• Require a written guarantee and deposit. Small or last-minute events should have higher minimums or per-person pricing adjustments.
• Keep an internal copy with actual vendor costs, labor hours, and final variance notes to improve future quoting accuracy.

Placeholders & Automation Suggestions

When converting to your quoting system, map these placeholders to fields so proposals populate automatically from event record: client info, event date/time, guaranteed headcount, per-person menu selections, and calculated fees.