Catering quote template
Event catering quote template with per head pricing
Catering is priced per guest and finalised a week out. This event catering quote template does both: the menu at a price per head, staff by the hour, equipment and delivery as flat lines, and a final numbers clause that lets guest counts rise but not fall after the cut off.
4 sections, 5 priced items (1 optional), AUD with GST, 30% deposit, valid 14 days
Opens the quote generator with this template chosen. Describe the job and the AI writes it in this section order, or choose Open as is to start from the template's own text and sample prices.
The template, in full
Text in square brackets is what you replace. Prices are the template's sample prices in AUD.
Catering quote for [event name] on [date]
- Reference:
- [Q-0001]
- Date:
- [Date]
- Valid until:
- [Date plus 14 days]
- Prepared for:
- [Client name], [Client company]
Scope
Catering for [number] guests at [venue] on [date] from [time]. The menu below is served [style: grazing, plated, canapes], with dietary requirements catered for from the final numbers confirmed seven days before the event.
- Menu as listed, prepared fresh on the day
- Dietary alternatives for confirmed requirements
- Service staff for the hours shown
- Platters, serving equipment and linen
- Delivery, setup and pack down
Investment
Food is priced per head on the confirmed numbers. Staff and equipment are listed separately.
| Item | Qty | Unit price | Tax | Amount |
|---|---|---|---|---|
| Menu per guest[Describe the menu.]60 guest at $65.00, tax 10% | 60 guest | $65.00 | 10% | $3,900.00 |
| Service staffTwo staff for the event, per hour each.10 hour at $55.00, tax 10% | 10 hour | $55.00 | 10% | $550.00 |
| Equipment and linenPlatters, serving ware, linen and cleaning.1 at $280.00, tax 10% | 1 | $280.00 | 10% | $280.00 |
| Delivery and setupDelivery within [area], setup and pack down.1 at $150.00, tax 10% | 1 | $150.00 | 10% | $150.00 |
| Beverage packageOptionalSuggested: Soft drinks, juice, tea and coffee per guest.60 guest at $12.00, tax 10% | 60 guest | $12.00 | 10% | $720.00 |
- Subtotal
- $4,880.00
- GST
- $488.00
- Total
- $5,368.00
- Deposit due now
- $1,610.40
- Balance
- $3,757.60
Optional items show their price but stay out of the total until the client ticks them.
Terms
1. Payment. A 30 percent deposit confirms the booking. The balance is invoiced on the final numbers and due three days before the event.
2. Final numbers. Final guest numbers and dietary requirements are due seven days before the event. Numbers can go up after that where we can source supplies, but not down.
3. Cancellation. Cancellations more than 14 days before the event forfeit the deposit. Inside 14 days the full amount is payable.
4. Food safety. Food is prepared in a registered kitchen and transported chilled. Leftover food is left at the client's risk and should be eaten within two hours.
5. Validity. This quote is valid for 14 days and is subject to availability on the date.
Next steps and acceptance
To accept this quote, sign below or click Accept on the online version and we will confirm the booking date within one business day.
Signature: Accepted for [Client company] (name and date).
Signature: For [Your company] (name and date).
Questions people ask
How is the menu priced?
Per guest: 60 guests at $65, plus ten hours of service staff at $55, equipment and linen at $280, and delivery and setup at $150. The sample comes to $5,368 with GST. A beverage package at $12 a guest is optional and stays out of the total until the client chooses it.
When are final guest numbers due?
Seven days before the event, along with dietary requirements. After that, numbers can go up where supplies can be sourced but not down. The payment clause invoices the balance on the final numbers and makes it due three days before the event.
What deposit does the catering quote take?
Thirty percent, $1,610.40 on the sample, which confirms the booking. The cancellation clause forfeits the deposit for cancellations more than 14 days out and makes the full amount payable inside 14 days. The quote itself is valid for 14 days and subject to availability on the date.
Does the template cover food safety?
Yes. A food safety clause says food is prepared in a registered kitchen and transported chilled, and leftover food is left at the client's risk and should be eaten within two hours. Adjust it to your own food safety plan and local requirements before sending.
Can the client change guest numbers on the quote link?
Not in this template. The menu line is a fixed quantity, so the client can tick the optional beverage package but not edit the head count. You can allow it by switching on quantity editable for that line in the Pricing panel and setting a minimum and maximum number of guests.