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Catering Proposal Template

A ready-to-send catering proposal with the menu, pricing, and terms already filled in. Copy it, adjust it, and send a client-ready link today.

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Proposal

Wedding Reception Catering · 100 Guests

Scope

Event overview

Full-service plated dinner catering for a 100-guest wedding reception, including cocktail hour, dinner service, and day-of setup and breakdown.

Menu

Cocktail hour with five passed hors d'oeuvres, followed by a plated three-course dinner with a choice of two entrees (guests select in advance) and a vegetarian option included.

Staffing & rentals

Six staff (servers and bartenders) for six hours, plus china, flatware, and glassware rentals for 100 place settings.

Timeline

Staff arrive 2 hours before guests for setup, service runs through the reception, and breakdown is complete within 90 minutes of the last course.

What's not included

Alcohol, linens beyond standard white, and a wedding cake are not part of this scope. We're happy to coordinate with your other vendors or quote these separately.

ItemPrice
Plated dinner service, 3-course (100 guests @ $58/guest)$5,800.00
Cocktail hour hors d'oeuvres (5 selections, 100 guests)$1,200.00
Staffing · servers & bartenders (6 staff, 6 hours)$1,440.00
Rentals · china, flatware & glassware (100 settings)$900.00
Day-of coordination & setup/breakdown$500.00
Total$9,840.00

Terms

A 30% deposit confirms your event date; the remaining balance is due 7 days before the event based on final guest count. This proposal is valid for 14 days from the date sent. Final guest count is due 10 days before the event; any changes after that are billed at the per-guest rate listed above.

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What’s included

What’s in this template

Scope

  • Event Overview
  • Menu
  • Staffing & Rentals
  • Timeline
  • What's Not Included

Pricing

5 priced line items, $500–$5,800

  • Plated dinner service, 3-course (100 guests @ $58/guest)$5,800
  • Cocktail hour hors d'oeuvres (5 selections, 100 guests)$1,200
  • Staffing · servers & bartenders (6 staff, 6 hours)$1,440
  • Rentals · china, flatware & glassware (100 settings)$900
  • Day-of coordination & setup/breakdown$500

Terms

  • Deposit or payment schedule
  • How long the pricing is valid

How to write a catering proposal

  1. 01

    Confirm the guest count range before pricing

    Catering scales directly with headcount, so quote against a realistic range from the start rather than a placeholder number that shifts the whole proposal later.

  2. 02

    Name the menu, not just 'dinner service'

    Courses, entree choices, and dietary accommodations give the client something specific to approve. A vague 'catered meal' invites a dozen clarifying questions.

  3. 03

    Price staffing and rentals as their own line items

    Guests see where the cost goes when servers, bartenders, and place settings are broken out separately from the food itself.

  4. 04

    Set a final headcount deadline

    Kitchens need a locked number before the event to order food and staff correctly. State the deadline clearly. A window of 7-10 days out is standard.

  5. 05

    Note what you don't provide

    Alcohol, linens, and cake are common assumptions clients make about what's included. Listing them as excluded avoids a mismatch on event day.

  6. 06

    Follow up with a tasting offer

    Catering decisions often hinge on trying the food first. Offering a tasting in the follow-up moves the decision forward more than a generic check-in.

Catering proposal FAQ

What should a catering proposal include?

The specific menu with course and entree choices, guest count assumption, staffing and rental details, the final headcount deadline, and per-guest or itemized pricing.

How long should a catering proposal be?

One page. Clients want to see the menu and total price clearly. Save the full tasting menu options for a conversation, not the proposal itself.

How do I price a catering job?

Most caterers price food per guest, then add staffing and rentals as separate line items, since those scale differently than the per-plate food cost.

When should I follow up after sending a catering proposal?

Within a few days, and offer a tasting if you haven't already. It's often the deciding factor for events like weddings with a lot riding on the food.

When is the final guest count due before a catered event?

Typically 7-10 days before the event, which gives the kitchen time to order food and confirm staffing. State the exact deadline in the proposal terms.

Should alcohol and bar service be included in a catering proposal?

Only if you provide it directly. Many caterers coordinate with a separate bar vendor instead. Either way, state clearly whether alcohol is included or excluded.

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