Client and Event Overview
Event Type: [[e.g. Corporate luncheon, wedding reception, holiday party, conference break, private dinner]]
Objectives / Desired Experience: [[e.g. Elegant plated dinner with wine pairings, casual buffet networking lunch, family-style stations for 150 guests]]
Dietary or Special Requests Noted So Far: [[List or "None provided at this stage"]]
Budget Guidance Provided: [[Budget Range or "To be confirmed"]]
Service Style Options
- Drop-Off / Self-Service Setup - Food delivered hot or ready-to-serve with disposables or client-provided serviceware. Minimal on-site staff.
- Buffet or Stations with Attendants - Professional staff set up, maintain, and replenish attractive displays. Guest self-serve with attendant support.
- Plated or Family-Style Service - Full table service with servers for seated courses. Highest level of hospitality and control.
- Hybrid / Reception Style - Passed hors d'oeuvres + stationary stations + limited plated elements.
Recommended Style for This Event: [[Chosen Style]] based on guest count, venue constraints, and desired experience.
Sample Menu Packages
Package A - Classic Buffet (target per person [[Price A]])
- [[Appetizer or starter option 1]]
- [[Two entrées with vegetarian alternative]]
- [[Two sides + one salad or vegetable]]
- [[Fresh bread / rolls and butter]]
- [[Dessert selection]]
- Coffee, iced tea, water station
Package B - Elevated Plated Dinner (target per person [[Price B]])
- First course: [[Soup or salad]]
- Entrée choice: [[Meat / fish / vegetarian options]]
- Accompaniments: [[Starch and vegetable]]
- Dessert: [[Plated dessert]]
- Bread service and beverage station
Package C - Reception / Stations (target per person [[Price C]])
- [[3-4 passed hors d'oeuvres]]
- [[Carving or action station]]
- [[Pasta or global cuisine station]]
- [[Dessert display or late-night bite]]
- Full bar or beer/wine package available as add-on
All packages can be customized. Final menu locked [[Number of weeks]] prior to event.
Beverage Options
- Hosted bar (open bar) - all drinks charged to master account.
- Cash bar - guests pay individually.
- Limited hosted (beer/wine/soft drinks only).
- Signature cocktail or wine-paired dinner add-on.
Recommended Beverage Approach: [[Approach]] Estimated beverage spend per guest: [[Amount]]
Corkage or service fees may apply if client supplies own alcohol; confirm with venue.
Staffing and Service Details
Recommended On-Site Team (based on [[Guest Count]] guests and [[Service Style]]):
- Event Captain / Lead: 1
- Servers / Attendants: [[Number]]
- Bartenders (if applicable): [[Number]]
- Culinary support / carver: [[Number]]
- Setup / breakdown crew: [[Number]]
Staff arrives [[Hours before guest arrival]] for setup. Service begins promptly at [[Service Start Time]]. Breakdown completed within [[Time after event ends]] unless extended service requested.
Timeline and Logistics
Key Milestones:
- Proposal approval and deposit: [[Due Date]]
- Final guest count and menu lock: [[Date, e.g. 10 business days prior]]
- Final payment due: [[Date, e.g. 5 business days prior]]
- Delivery / staff arrival: [[Date and Time]]
- Service window: [[Start - End]]
- Cleanup complete: [[Target Time]]
Delivery / Setup Location Instructions: [[Specific loading dock, entrance, floor, elevator instructions, parking info]]
Venue Restrictions or Requirements: [[e.g. no open flame, specific power needs, noise curfew, insurance certificate required]]
Pricing Summary (Estimate)
| Category | Description | Estimated Amount |
|---------------------------------|------------------------------------------|------------------|
| Food (per person × count) | [[Package or custom menu]] | $[[Food Total]] |
| Beverage (if hosted) | [[Bar package or consumption]] | $[[Beverage Total]] |
| Staffing / Service | [[Hours and roles]] | $[[Staff Total]] |
| Equipment / Rentals / Linens | [[Items needed beyond venue]] | $[[Equipment Total]] |
| Delivery / Transportation | [[Fee or included]] | $[[Delivery Fee]] |
| Administrative / Service Charge | [[% or flat]] | $[[Admin Fee]] |
| Taxes (as applicable) | [[Rate]] | $[[Tax Est]] |
| Estimated Grand Total | | $[[Grand Total Est]] |
Final invoice based on actual guest count and any changes. [[Deposit %]] non-refundable deposit due on signing to secure date and team.
Terms and Conditions
- Final guest count is due by the lock date. Increases after lock may be accommodated if possible; decreases will be charged at the guaranteed number or actual, whichever is higher.
- Client is responsible for venue access, power, tables, and any permits required by the venue or local authorities.
- Cancellation: written notice required. Deposits are non-refundable; additional charges may apply per contract.
- Weather or force majeure: we will work in good faith to reschedule or adjust; no liability for circumstances beyond reasonable control.
- Insurance: we maintain general liability; client may be asked to provide additional insured certificate or event insurance.
- Gratuity: service charge is [[X%]]; additional gratuity for exceptional service is welcome but not required.
- Leftovers and take-home: client may request packaging of leftovers at end of service; we are not responsible for food safety after pickup.
Next Steps and Acceptance
- Review this proposal and menu options.
- Reply with questions or requested changes by [[Response Deadline]].
- Sign and return the acceptance page with deposit to confirm.
- Schedule a planning call or site visit if desired.
- Provide venue contact, floor plan, and any AV or rental vendor details.
Acceptance:
I accept this proposal and authorize [[Restaurant / Catering Company Name]] to proceed with planning and preparation for the event described.
Client Signature: _______________________________ Date: [[Date]]
Printed Name / Title: [[Client Name and Title]]
Company: [[Client Company]]
Detailed Planning Questionnaire (to be completed)
- Exact final guest count and any children or special needs: [[ ]]
- Confirmed venue contact and access details: [[ ]]
- Preferred menu selections and any dietary restrictions (list all): [[ ]]
- Bar preference and budget: [[ ]]
- Rental needs (tables, chairs, linens, AV, decor): [[ ]]
- Timeline for speeches, toasts, or program elements: [[ ]]
- Special requests (cake cutting, favors, late-night snack): [[ ]]
- Billing contact and PO number if applicable: [[ ]]
Post-Event Follow-Up Process
Within 48 hours after the event we will:
- Provide a final invoice with actual counts and any adjustments.
- Send a brief feedback form.
- Offer rebooking incentive for future events.
- Return any client-provided items or décor.
Thank you for considering [[Company Name]] for your event. We look forward to creating an exceptional experience for you and your guests.
Catering Proposal and Event Planning Guide - sample professional template. Not legal or financial advice. Customize all pricing, terms, staffing ratios, menu language, and compliance requirements to your operation, local health codes, liquor laws, and insurance. Verify current sales tax rates, tip pooling rules, and venue requirements before issuing proposals. Current as of 2026-06.
As of: 2026-06-30
End of Catering Proposal and Event Planning Guide
