Name of Catering Company
Address of Catering Company
Phone # - Website URL
Date
Client’s Name & Title
Client’s Address
City, State, Zip Code
Dear Mr./Mrs./Ms. __(Client’s Name)___,
Thank you for the opportunity to cater your event. We look forward to sharing our food and services with you and your guests. We know that planning an event can be stressful, so we promise to do everything we can to ease the burden on you.
We have taken all of your concerns and requests into consideration as we developed this proposal and quote. We would like to assure you that our food and services will meet your high standards and suit your personal tastes. In addition to our standard menu and food services, we also offer other services such as event planning, tabletop decoration, room decoration, photography, etc. (List Additional Services).
In this proposal, we have only included the services that you selected. Please feel free to notify us if you have any concerns or additional services that you would like to request.
We hope that you will find this proposal for _ Name of Event_, on _Date of Event_ at _Time of Event_, held at _Event Location_, to your liking. We look forward to helping to provide all _Guest Count_ of your guests with an enjoyable and unforgettable experience.
Sincerely,
__Name of Caterer Owner/Manager___
__________________________
Signature
Individual Cost Total Cost
Menu
Appetizers
List of appetizers $$$/person or platter total $$$$
Entrees
List of entrees $$$/person or platter total $$$$
Sides
List of sides $$$/person or platter total $$$$
Desserts
List of desserts $$$/person or platter total $$$$
Beverages
Water Free of cost $0
Non-Alcoholic Drinks
List of drinks $$$/person or pitcher total $$$$
Alcoholic Drinks
List of drinks $$$/person or drink total $$$$
Additional Food Service Fees
Chafing Dish Rental $$$$
Disposable Utensils & Dinnerware $$$$
Cake Cutting Fee $$$$
Etc. $$$$
Total Food & Drink Costs $$$$
Number Hourly Wage Total Cost
Labor Costs
Coordinators x $$$/hr $$$$
Supervisors x $$$/hr $$$$
Buffet Runners x $$$/hr $$$$
Buffet Attendants x $$$/hr $$$$
Servers x $$$/hr $$$$
Bartenders x $$$/hr $$$$
Kitchen Managers x $$$/hr $$$$
Total Cost $$$$$
Extra Services
Tent Rental $$$$
Flower Arrangements $$$$
Centerpiece Rental $$$$
Event Planning Service $$$$
Delivery Fee $$$$
Operations Charge $$$$
Total Cost $$$$$
Explanation of Fees
Event Planning Service
If a client requests that the caterer coordinate the venue rental & décor, entertainment, photography, valet parking, flower arranging or other aspects of planning the event, there will be a small fee charged for this service to account for the labor needed to plan the event.
Delivery Fee
If the event takes place more than x miles from Location of Caterer , a fee of x$/mile will be added to the total costs to cover gas and vehicle mileage.
Operations Charge
This charge covers the overhead for the rental of the kitchen, payment of kitchen employees and utility costs for the commercial kitchen.
Total Cost of Labor & Extra Services $$$$
Final Quote
Food & Drink $$$$
Labor Costs $$$$
Extra Services $$$$
____
Final Total Costs $$$$$$
Deposit Amount $$$$$$
Company Policies
Guaranteed Minimum Guest Count & Time Duration
The fees and pricing quoted in this proposal are estimates based on the client’s guaranteed minimum guest count and guaranteed time duration. If more guests are served or the caterer’s services are needed for additional time not included in the client’s estimated time duration, the caterer reserves the right to charge a fair price for the additional food, drink, labor and services required. If fewer guests attend or less time is needed, the caterer will still be paid according to the guaranteed minimum guest count and time duration.
Deposit
An initial deposit of 50% of the final total costs is required to contract the caterer for the event. Upon cancellation of the caterer’s services within 31 days of the planned event date, a full refund of the deposit will be supplied. If the caterer’s services are cancelled within 11 to 30 days of the event, 50% of the deposit will be refunded. If cancellation notice is given less than 11 days before the event, no refund of the deposit will be supplied.
Terms
Terms for payment of the event are the following:
- The quoted final cost, minus the deposit, must be paid within 5 business days after the event.
- Any added costs due to higher than minimum guaranteed guest counts, extra services or additional duration of services will be billed to the client within 5 business days after the event, and must be paid within 20 business days after the event.
- If payment is not received according to the terms of this contract, the caterer reserves the right to take legal action and charge a fair amount of interest on the final billed amount.
I, _Client’s Name_, hereby contract the caterer’s services as listed and quoted in this proposal according to the terms and conditions herein.
________________________________ _________________
Client’s Signature Date
Payment of Deposit:
To pay by check, money order or cash, please return payment with this document.
To pay by credit card:
Circle One: VISA MASTERCARD DISCOVER
Card Number: _______-_______-_______-_______ Expiration Date: __________
