Free AI-generated catering proposal — per-head pricing, menu options, staffing, and rental equipment breakdown. Customize in 2 min, send as PDF or link.
Catering proposals get compared side by side, and the one that loses is usually the one that hid costs in the per-head price. When a client sees $45/head from one caterer and $68/head from another, they pick the $45 — until they realize it doesn't include servers, linens, or cleanup. The proposal that shows every cost as a line item (food, staff, rentals, service charge, gratuity policy) wins on transparency even when the total is higher. Wedding catering runs $65-$150/head. Corporate events run $35-$85/head. Private parties run $40-$100/head. These ranges swing based on menu complexity, staffing ratios, and whether rentals are included. The template below forces the detail that prevents sticker shock at final invoice.
Proposal from
Harvest & Table Catering
Prepared for
Bridgewater Corporate Events
Corporate Dinner — 85 Guests
Cocktail hour: 3 passed appetizers (bruschetta, shrimp skewers, mushroom crostini) Dinner (plated): mixed greens salad, choice of entrée (braised short rib or salmon with lemon caper butter), roasted vegetables, dinner rolls Dessert: individual flourless chocolate tortes
1 event coordinator, 6 servers, 2 kitchen staff. Setup begins 3 hours before event. Breakdown and cleanup included. Linen rentals (tablecloths and napkins) included. China, glassware, and flatware rental included.
Food & beverage (85 guests × $68/head): $5,780 Staffing (8 staff × 7 hours): $2,240 Rentals (included in package): $0 Service charge (20%): $1,604 Total: $9,624 Gratuity not included — distributed directly to staff
Final headcount due 10 days before event. Adjustments up to ±10% accommodated. Complimentary tasting for 2 available upon booking. 50% deposit required to hold date.
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Create Your Free AccountLock the headcount policy in writing. 'Final headcount due 10 days before event; adjustments of ±10% accommodated; final invoice based on confirmed count' prevents both overbooking and last-minute add-ons.
List what's included in the per-head price. Does it include rentals? Staffing? Gratuity? A $45/head quote that doesn't include linens, servers, or cleanup isn't comparable to one that does.
Specify kitchen access requirements. Do you need a licensed commercial kitchen? What are the setup and breakdown windows? Venues that say 'kitchen access' may mean a prep table in a hallway.
Include a tasting policy. One complimentary tasting per event for bookings over $3,000 is standard. State it — clients who don't know they can ask will assume you don't offer it.
Separate gratuity from service charge. A 20% service charge goes to the catering company; a gratuity goes to the staff. Most clients think they're the same. Explain the difference or you'll get poor reviews from staff.
Show the food cost breakdown for dietary accommodations. Vegan, gluten-free, kosher, and halal options aren't just menu swaps — they're separate sourcing, prep, and sometimes equipment. If they cost more, say so. If they don't, that's a selling point worth mentioning.
Include a weather contingency for outdoor events. If the plan is a garden reception and it rains, where does the food go? Who provides the tent? Is there a fee for indoor pivot? Caterers who address this in the proposal save themselves a panicked phone call at 4am on event day.
List your alcohol service options and liability terms. Beer/wine only, full bar, client-supplied alcohol with your bartenders — each has different licensing, insurance, and pricing implications. If you don't serve alcohol, state it. If you do, state the liability coverage and whether the client needs a separate event insurance policy.
Every strong catering proposal covers these elements. Skip one and you'll likely answer for it later.
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Catering pricing guide →Corporate lunch buffets run $25-$45/head. Plated corporate dinners run $45-$85/head. Wedding catering runs $65-$150/head depending on menu complexity and service style (buffet vs. plated vs. family-style). These numbers usually include food and basic service. Add $8-$15/head for rentals (china, glassware, linens) and $15-$25/head for staffing if those aren't bundled in. Always ask what's included in the quoted per-head price before comparing bids.
6-12 months for weddings, 3-6 months for large corporate events, 4-8 weeks for smaller private parties. Peak seasons (May-October for weddings, November-December for corporate) book faster. If your event falls on a popular weekend, 12+ months isn't overkill. The deposit to hold a date is typically 25-50% of the estimated total, non-refundable inside 60-90 days.
A service charge (typically 18-22%) is a fee charged by the catering company to cover service costs. It goes to the company. A gratuity goes directly to the staff who worked your event. Some caterers include one and not the other. Some bundle both into the per-head price. The proposal should state exactly what percentage goes where. If the proposal says '20% service charge' and nothing about gratuity, the staff may expect cash tips from your guests.
Many caterers allow this. You buy the wine, beer, and spirits; they provide bartenders and serve it. This usually saves 30-40% compared to the caterer's bar package because you avoid their markup on bottles. The catch: you need to check your venue's liquor license, your caterer's serving permit, and whether you need event insurance. The proposal should specify a corkage or bartender fee ($150-$350 per bartender for 4-6 hours) and who holds liability for alcohol service.
Ask about substitution flexibility (can you swap the fish course for a different protein at the same price?), portion sizes (are these tasting portions or event portions?), presentation style (will it look like this on the plate?), and timing (how long between courses?). Also ask what happens if a specific ingredient becomes unavailable before the event. The tasting is your best chance to calibrate expectations. If something is underwhelming, say so now — not on event day.
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