Catering proposal and fulfillment checklist

Catering proposal & fulfillment checklist

Use this template to produce consistent, profitable catering quotes and to ensure reliable delivery and production. Keep one canonical version for your business with standard costs, typical staff ratios, transport rates, and policy language. Update site-specific details (access, parking, elevator, venue rules) for each event.

How to use this template

1. Gather event basic facts: date, start/end times, location, guest count, menu selections, dietary needs, service style (drop-off, buffet, plated, passed hors d'oeuvres), bar requirements, equipment needs, and venue constraints.
2. Pick pricing model: per-person for packaged menus; per-item for add-ons or servers/stations priced separately. Apply minimums and travel fees.
3. Run the pricing calculator below and check the margin against your target before sending.
4. Confirm staffing, transport, setup times, and create the day-of timeline and staff assignments.
5. Attach scope & exclusions and your deposit/cancellation policy to the proposal. Keep language simple and specific.

1. Basic event info (include on proposal)

• Client name & contact
• Event date & venue address
• Event start/end times (include load-in and load-out)
• Estimated guest count (guarantee date and deadline)
• Service style (drop-off / buffet / plated / stations / passed)
• Special dietary needs / allergies

2. Pricing calculator (rules and examples)

Use these simple formulas. Keep a small built-in buffer in your per-person price for unexpected extras or portion variance.

Per-person menu items

Food cost per person = sum(cost of ingredients per serving). If you track a recipe cost, use that number.

Suggested pricing formula (per person):

Menu price per person = (Food cost per person / Target food cost %) + Allocation for labor/packaging/transport + Margin reserve

Example: food cost $4.50, target food cost 30% => base price = $4.50 / 0.30 = $15.00. Add labor/packaging/transport allocation $3.00 and margin reserve $1.50 => final per-person $19.50.

Per-item / add-on pricing

Price individual items (appetizer platters, desserts, specialty stations) by ingredient cost plus a markup that preserves the event-level margin. For large items with fixed labor (e.g., carving station), include a fixed labor fee.

Staffing and labor

Calculate staff hours and multiply by hourly rates (including taxes/benefits allocation if relevant).

Example staffing rule: buffet service = 1 server per 30 guests during meal; plated service = 1 server per 8–12 guests. Adjust for event complexity.

Transport & equipment

Charge per trip or mileage + time. Include setup/packdown time as labor (not hidden).

Minimums, deposits & tax

• Minimum order value (e.g., $300) before travel fees.
• Deposit: commonly 25% to hold the date; consider higher for large or peak-season events.
• Final guest guarantee due X days before event (common: 72 hours to 7 days depending on menu).
• State/local tax and service charges listed separately.

3. Proposal layout (copy into your client document)

Cover section

Event title, date/time, client name, venue, brief summary of service style and guest count, total quote amount, and expiration date of the quote.

Line-item pricing

Include a clear table (or lines) for:

• Menu items (per-person price × guaranteed guests)
• Station/set-up fees
• Staffing (hours × rate)
• Equipment rental or transport fees
• Taxes & service fees
• Total due (deposit and balance due details)

Scope & inclusions

• Menu items to be prepared and delivered
• Number of servers/bartenders and hours covered
• Equipment and rentals included (chafers, sternos, disposable or plated service)
• Set up and pack down service windows

Exclusions (be explicit)

• Venue-provided staffing, linens, glassware unless listed
• Service outside agreed times (overtime charged per hour)
• Damage to venue, venue fees, permits, parking or overtime parking charges
• Special licensing (alcohol service permit) unless arranged

4. Staffing & role assignments (add to event worksheet)

List each staffer with role, arrival time, responsibilities, and contact phone. Example roles:

• Production lead / head chef
• Service lead / floor manager
• Servers & bussers
• Bar lead & bartenders
• Delivery driver(s)

5. Equipment & transport checklist

• Hot-holding equipment (chafers, sternos) — quantity
• Cold-holding containers / coolers
• Serving utensils, pans, trays, lids
• Disposable or china service items (plates, napkins, cutlery)
• Tables for stations, linen (if provided)
• Transport vehicle & backup vehicle if needed
• Extension cords, power strips, gaff tape, trash bags
• First aid kit and basic sanitation supplies

6. On-site setup timeline (template)

Adjust times based on venue distance and complexity.

• T minus 4–6 hours: Production begins (cooking, packaging)
• T minus 3 hours: Load vehicle(s)
• T minus 2 hours: Arrival at venue, begin setup
• T minus 60–90 minutes: Hot-holding and final plating/presentation
• Event start: Service begins
• Event end: Packdown begins (confirm packdown window with venue)
• T plus 1–2 hours: Return to kitchen and clean/inspect rented equipment

7. Day‑of production & delivery checklist (operational)

• Confirm final guest count and menu with client contact.
• Check internal production packing list: items, quantities, temps.
• Label boxes with venue, menu, and placement instructions.
• Confirm vehicle temperature controls and secure loads.
• On arrival: Meet venue contact, confirm parking and load-in route.
• Setup hot & cold holding in agreed locations; test chafing temperatures.
• Run a quick quality check of final plated items or platters.
• Before departure: collect any venue-provided items checklist and confirm packdown responsibilities.

8. Client communications (copy/paste templates)

Booking confirmation (send after deposit)

Hi [Client],

Thanks for booking [Company] for your [event type] on [date]. We received your deposit of [amount]. Attached is your signed proposal which outlines the menu, staffing, setup times, and payment schedule. Please review and send any changes by [guarantee deadline]. We’ll follow up [X days before] to confirm the final guest count and arrival logistics. — [Sales Rep / Contact]

Final details request (send before guarantee deadline)

Hi [Client],

We’re finalizing plans for your event on [date]. Please confirm the final guest count, dietary restrictions, venue contact name and phone, and any last-minute timing changes by [deadline]. After that time we’ll confirm the final invoice. — [Production Lead]

Day‑of confirmation (morning of event)

Hi [Client],

We’re on schedule for your event today. Our team will arrive at [arrival time]. Your event lead is [name, phone]. Please let us know if anything has changed. We look forward to serving you. — [Company]

9. Deposit & cancellation policy (sample wording)

Deposit: A non-refundable deposit of 25% (or minimum $[X]) is required to secure the event date. The deposit will be applied to the final invoice.

Guarantee and final payment: Final guaranteed guest count is due [72 hours / 7 days] before the event. You will be billed for the guaranteed number or the actual number served, whichever is greater. Final payment is due [on receipt / day-of / net 7].

Cancellation: If the event is cancelled more than 14 days before the event, the deposit is retained and no additional fees apply. If cancelled within 14 days, [50%] of the estimated event value will be charged to cover prep and lost capacity. For cancellations within 72 hours, 100% of the event invoice is due.

10. Risk & venue considerations

• Confirm venue insurance and any required certificates are provided by the client or venue.
• Note access limitations (stairs, elevator, time windows) and record all venue contact information.
• Identify power availability for hot equipment and water access if needed.

11. Event sign-off & post-event notes

After each event, capture quick post-event notes: did food temps hold, any shortages, client feedback, staff issues, damage, or items to change next time. Store these notes under the client/event record for continuous improvement.

Appendix: Example quick cost worksheet (for internal use)

Inputs: guaranteed guests; per-person food cost (A); per-person price (B); staffing hours (H) and hourly rate (R); transport fee (T); equipment rental (E).

Calculations:

• Total food cost = A × guests
• Total staffing = H × R
• Event subtotal = (B × guests) + Total staffing + T + E
• Estimated profit = Event subtotal - (Total food cost + Total staffing + T + E)

Keep an internal copy of completed worksheets for post-event margin reconciliation.

Customization tips

• Maintain a living table of standard recipe costs and target food cost percentages.
• Standardize staff role descriptions to avoid day-of confusion.
• Keep common venue details templated so you can drop them into a proposal quickly (parking, loading dock, nearest cross street, contact name/photo).
• Consider pre-approved add-on packages (bar service, extras) with fixed pricing to simplify quoting.

Note: This template is intended to help you create consistent, margin-protecting quotes and reliable day-of execution. Keep your standards and local cost assumptions up to date.