Catering Proposal & Pricing Template

Name the event (client, occasion) so saved proposals are easy to identify.

Use local date/time format. This helps when you review proposals later.

Where the event will be held. Include address or room name.

Enter the estimated headcount. Use a conservative number if uncertain.

Briefly describe the menu, service style (buffet, plated, family-style), dietary needs, or special items. For detailed cost per item, use the menu item table field or paste CSV in the menu_items_csv field.

Optional. Paste one line per menu item if you want item-level detail. Example: 'Chicken Entrée,18.00,6.50' — the platform will store this text for later parsing or manual review.

The average price you'll charge per guest (before gratuity/taxes). Total revenue estimate = price per person × expected guests.

Direct ingredient cost per guest. Use recipe-costing where available.

Alcoholic and non-alcoholic beverage cost per guest, if applicable.

Sum of hours all staff will work for the event (includes setup, service, teardown).

Include wages + payroll taxes + benefits proportionally. Labor cost = labor hours × rate.

Enter the total labor cost you plan to charge / incur. Formula: labor_hours_total × average_labor_rate_per_hour. You can enter the value directly if you computed externally.

Tables, chairs, heating equipment, chafers, tents — enter the total rental cost you will charge or pay.

Travel, delivery, parking, and setup fees.

Any fixed expenses such as permits, special linens, outsourced services.

Percentage to allocate for general overhead (utilities, admin). Common values: 8–20%. Alternatively add a fixed overhead value below.

Enter a fixed overhead allocation instead of or in addition to a percentage.

If you plan to include a service charge (buyer often expects this). This may be added to client invoice rather than counted as revenue depending on local practice.

Sales tax or other event-specific taxes. Enter a total expected tax amount.

Enter the total price you plan to invoice the client (including any fees/gratuity you intend to charge). Formula guidance below helps you compute this.

Use these formulas to calculate totals: - Total variable cost per person = food_cost_per_person + beverage_cost_per_person - Total variable cost = (Total variable cost per person × expected_guests) + labor_cost_total + equipment_rentals_cost + delivery_setup_cost + other_expenses + overhead_fixed + (overhead_percent% × total_revenue) - Total revenue = average_price_per_person × expected_guests + gratuity (if charged) + other charges - Contribution margin = (Total revenue - Total cost) / Total revenue × 100 Enter final totals in 'total_price_entered' and 'total_cost_entered' so the system records your assumptions.

Enter the total estimated cost for the event using the guidance above.

What margin (%) do you want on this event? Use this to decide whether to raise price, reduce costs, or accept a lower margin.

List staff roles and counts (e.g., 2 servers, 1 chef, 1 bartender) and any special shift notes.

Describe setup time, service start, course timing, cleanup and teardown expectations. Use this text when you convert the submission into the client-facing proposal.

Example: 50% deposit to secure date, balance due 14 days before event, accepted payment types, late fee policy.

Describe deposit forfeiture, cut-off dates for partial refunds, and rescheduling fees.

List optional extras the client can add (e.g., premium dessert stations, extra staffing, specialty rentals) with price each.

Use this field for internal review notes: profit concerns, negotiation levers, or pre-approval sign-off.

Mark yes when internal review is complete and you want to prepare the client-facing document.

Name of the team member preparing this proposal.