Fig and Fennel Catering for Hana and Elliot
Catering proposal presentation with menus priced per head
A catering proposal presentation has to let a couple compare menus at a price per head, show that the evening will run to time, and prove that guests with allergies will be fed safely. Fig and Fennel Catering, an invented caterer in regional New South Wales, proposes a long table dinner for a 180 guest barn wedding in nine slides that end in a quote with every staffing line shown.
Every slide, in order
The whole deck as it renders, one slide after another. Read it the way the audience would.
The structure
What each slide is doing, so you can reuse the order even with different content.
- Slide 1cover
- Names the couple, the date and the guest count, so the proposal is clearly for their wedding.
- Slide 2intro
- The brief as the couple gave it, so each menu choice traces back to something they asked for.
- Slide 3comparison
- Three menu options in one table, priced per head, so the couple choose a style before they choose dishes.
- Slide 4metrics
- How many weddings and guests the caterer has served, so the couple trust a field kitchen for 180.
- Slide 5checklist
- How dietary needs are collected, cooked and served, because one wrong plate is what couples worry about most.
- Slide 6timeline
- The service run sheet from canapes to pack down, so the couple and the venue can line it up with speeches and music.
- Slide 7metrics
- The full quote for the recommended menu, with staffing lines shown, so the per head budget can be checked.
- Slide 8testimonial
- A recent couple on the night itself, for reassurance in the couple's own terms.
- Slide 9closing
- The deposit and tasting date that lock in the menu.
Slide by slide
Slide one names the couple, the date and the venue. Slide two plays back the brief: long tables, canapes on the lawn, a barn with no kitchen and a budget of around 190 dollars a head. Slide three compares the three menus. Slide four shows the caterer has fed 418 weddings and 61,000 guests. Slide five is dietary handling. Slide six is the run sheet from 4.30 pm canapes to a midnight pack down. Slide seven is the quote. Slide eight is a past couple on how coeliac guests were served. Slide nine holds the date with a 20 percent deposit and books the tasting.
How to adapt this deck
A corporate catering proposal should swap the run sheet for a delivery schedule, show the menu as a rotating weekly table and price per person per day rather than per event. A venue with its own kitchen does not need the field kitchen line, but should add the venue's kitchen rules and access times. A proposal for a cocktail style event should replace the three plated menus with canape counts per hour and the number of substantial pieces, since guests standing for five hours need more food than a table menu suggests.
What food safety rules mean for caterers
Food Standards Australia New Zealand sets the food safety standards caterers work under, including Standard 3.2.2A, which requires businesses such as caterers to have a certified food safety supervisor, trained food handlers and records that show key risks are controlled. The National Allergy Council's free food allergen training is written for food service staff, and Allergy and Anaphylaxis Australia explains the risks from the guest's side. Slide five turns those requirements into three steps a couple can follow.
What makes this deck work
Menus compared course by course
Slide three sets Garden Table, Coastal and Long Table Feast against each other from canapes to dessert, with service style and a price per head of 92, 118 and 108 dollars. The couple choose a style of evening first, then fine tune dishes at the tasting.
Dietary needs have a process
Slide five counts the 28 guests with dietary needs, down to one coeliac and two nut allergies, then shows how meals are collected by name, cooked apart and served by name. That is the worry couples raise most, answered before they ask.
Staffing is on the quote
Slide seven lists four chefs for nine hours, twelve wait staff for eight and a supervisor for ten, beside 19,440 dollars of food, hire and a field kitchen. The total of 34,727 dollars works out at about 193 dollars a head, close to the 190 the couple set.
Questions people ask
What should a catering proposal presentation include?
The client's brief and budget, menu options with a price per head, your experience with similar events, how dietary needs are handled, the service run sheet, a full quote including staff, hire and GST, a reference and how to confirm. This example covers each of those in nine slides.
How do I present menu options to a client?
In one table with a column per menu and a row per course, ending in the price per head and the service style. Clients compare across a row, so keep dishes short and parallel. Leave detailed descriptions and wine pairings for the tasting or a printed menu.
Should staff costs be shown separately?
Yes. Listing chefs, wait staff and a supervisor with their hours and rates shows the client what the service involves and why a per head food price is not the whole cost. It also makes it easy to adjust if the timings change after the run sheet is agreed.
How do I show allergy handling without scaring the couple?
Describe the steps rather than the risks: how needs are collected with the guest list, how meals are prepared separately, and how they reach the right person. A count of how many guests are expected to need a special meal shows you have planned for them.
What is a catering run sheet?
A timed list of every service point in the event, from the first canape to pack down, shared with the venue, the planner and the band. It lets everyone time speeches and music around the food. Five to eight entries is usually enough for a wedding dinner.
Can I send this as a PDF the couple can print?
Yes. The PDF export is on every plan at about 1 credit per 10 slides and renders the saved deck, tables included. Save after your final edits to the quote, then export and attach it to your email, or share a view only link to the deck instead.
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