Why Catering Quotes Make or Break Bookings
Event planners and couples review multiple catering proposals before choosing a vendor. A polished catering quote that clearly lays out the menu, pricing structure, and service inclusions stands out from competitors who send vague emails with ballpark numbers. Your quote is your chance to sell the experience — the flavors, the presentation, the seamless service — before anyone tastes a single bite.
Key Elements of a Catering Quote
- Menu details - Appetizer selections, entree options, side dishes, desserts, and any tasting menu or station descriptions
- Per-person pricing - Base rate per guest for food, with separate per-person rates for beverage packages
- Staffing inclusions - Number of servers, bartenders, and on-site coordinators included at each tier
- Rental and equipment - Linens, tableware, chafing dishes, serving stations, and any decor items
- Logistics - Delivery, setup, breakdown, and cleanup fees
- Policies - Minimum guest count, final count deadline, deposit requirements, and cancellation terms
Catering Quote Best Practices
Offer two or three package tiers — for example, a buffet option, a plated dinner option, and a premium chef's table option. Tiered pricing anchors the middle option as the best value and gives clients a sense of choice without overwhelming them. Clearly list what each tier includes so the differences are obvious at a glance.
Include a section for optional add-ons: late-night snack stations, espresso bars, specialty cocktail service, or upgraded linens. These extras increase your average deal size and let clients customize their event without requesting a brand-new quote for every change.
Use BillThemToday's free quote generator to create catering quotes that look as good as your food tastes. Lay out your menu, itemize every cost, add your branding, and send a PDF the client can share with their event team. When the event wraps, use our invoice generator for seamless billing.