Quotation Template for Caterers
Free quotation template built for catering and food service
100% free. Runs entirely in your browser - your files and data never leave your device and nothing is uploaded to any server.
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#0001
| Description | Qty | Price | Amount |
|---|---|---|---|
| 1 | $0.00 | $0.00 |
Valid for 14 days. A 25% deposit secures the date; final guest numbers are due 5 days before the event.
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Catering quotes priced per head
Catering clients usually start with one question - "how much per person?" - and end up comparing menus, staff, equipment and service charges between three caterers. This quotation template for caterers and restaurants doing private events is laid out around per-head pricing with the extras on their own lines, a minimum guest count, and a date by which final numbers are due. The sample prices a plated dinner per guest plus a bar package, the format caterers most often use for weddings and corporate events.
How to use this tool
- Open the catering quote sampleThe Restaurant & Catering pack starts with a per-guest dinner price and a bar service package.
- Build the menu and extrasSet the price per head, then add staff, equipment hire, service charge and delivery as separate lines, with a minimum guest count.
- Set the final-numbers dateState when final guest numbers and the deposit are due, then send the quote for approval.
Per-head pricing and minimum numbers
Quote menus per person, ideally in two or three tiers, and set a minimum guest count so a small party does not run at a loss. Give a date - often 7 to 14 days before the event - when the client must confirm final numbers, and say that you will charge for at least that number. Dietary requirements, children's meals and late-night food can each be priced per head on their own lines.
Staff, equipment and service charge
- Service staff and chefs, by hours or by event.
- Equipment and crockery hire, linens, glassware.
- Delivery, set-up and clear-down.
- Bar service or corkage if guests bring drinks.
- Service charge and tax, stated separately.
- Deposit to hold the date and when the balance is due.
Catering quote example: 80 guests
A worked example shows how the lines add up. A three-course plated dinner at $45 per person for 80 guests is $3,600. Four servers for five hours at $25 an hour add $500, equipment and linen hire $300, and delivery, set-up and clear-down $150, for a subtotal of $4,550. An 18% service charge adds $819, bringing the quote to $5,369 before tax - about $67 a head once everything is included.
Show both numbers. Clients compare the per-person menu price between caterers, but the all-in total is what they budget for, and putting the extras on their own lines stops them from looking like hidden charges. A 25% deposit on this quote would be $1,342.25.
How to work out a price per person
Start from the food cost of one portion - every ingredient in the starter, main and dessert. Many caterers set the menu price so that food cost is roughly 28-35% of it: a dinner costing $14 a head in ingredients priced at $45 is a 31% food cost. Price labour, hire and delivery separately rather than hiding them in the per-head figure, so a small or long event does not quietly lose money.
Key features
- Per-head pricing clients can compare with other caterers at a glance.
- Staff, equipment and service charge shown separately from the menu.
- Minimum numbers and deadlines that protect you from late changes.
Common uses
- Caterers quoting weddings and corporate events.
- Restaurants pricing private dining and buyouts.
- Food trucks quoting festival or party bookings.
- Bakers quoting dessert tables and celebration cakes.
Tips for better results
- Offer menu tiers rather than a single price.
- Set a final numbers date.
- Price staff by hours so long events are covered.
Mistakes to avoid
- No minimum guest count.
- Forgetting equipment hire and delivery.
- No deposit to secure the date.
Frequently asked questions
Calculate food cost per head, add labour, equipment and overhead, then add your margin. Present it as a per-person price with extras on separate lines.
Menu and per-head price, guest numbers and minimum, staff, equipment, delivery, service charge, tax, deposit and the final-numbers deadline.
Commonly one to two weeks before the event; state the date on the quote.
Yes - a deposit to hold the date, with the balance due before or on the event day.
A quote comes before the event: it offers a menu and price for the client to accept, usually with an expiry date. The invoice comes after the client accepts or after the event, and asks for payment of the agreed amount, minus any deposit already paid.
It is clearer to keep them separate. Quote the menu per person, then list staff, equipment hire, delivery and service charge on their own lines, and show the all-in total. Clients can compare menus fairly, and you are paid for a long event or a remote venue.