When Caterers Should Send an Estimate
A catering estimate is the ideal first response when a client inquires about an event that is still taking shape. Maybe they are deciding between a backyard barbecue and a plated sit-down dinner, or they do not yet know if the guest list is 50 or 150. An estimate gives them a realistic budget range so they can make planning decisions without waiting for every detail to be finalized.
What to Include in a Catering Estimate
- Event overview - Date, venue, estimated guest count, and service style (buffet, plated, stations, family-style)
- Estimated per-person range - A low-to-high figure for food and beverage based on menu complexity
- Service and staffing estimates - Approximate costs for servers, bartenders, and coordinators
- Rental estimates - Projected costs for linens, tableware, tents, or AV equipment
- Logistics - Estimated delivery, setup, and cleanup charges based on venue distance and event duration
- Assumptions and variables - What would push the cost higher or lower (e.g., premium proteins, extended bar hours, outdoor heating)
Best Practices for Catering Estimates
Frame the estimate around the per-person cost so the client can easily multiply by different guest counts as their list evolves. For example, "Based on a three-course plated dinner with an open bar, we estimate $85-$110 per person depending on menu selections." This is more useful than a single lump sum that becomes meaningless if the headcount changes.
Note seasonal price fluctuations. If the event is six months out, ingredient costs for items like seafood, seasonal produce, and imported cheese may shift. Mentioning this upfront sets the expectation that the final quote may differ slightly from the estimate.
BillThemToday's free estimate generator helps you build professional catering estimates in minutes. Lay out cost ranges, list your assumptions, and send a branded PDF the client can take to their event committee. When the menu is set, use our quote generator to finalize the price.