Catering Quote Template: A catering quote template helps event caterers explain per-head pricing, staffing, rentals, delivery, gratuity, and guest-count terms — so a wedding or corporate client can approve confidently and you’re covered when the headcount moves.
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Sample Catering Quote Line Items
| Item | Description | Price |
|---|---|---|
| Food package | Buffet dinner for 80 guests at $42/head | $3,360 |
| Beverages | Non-alcoholic package for 80 guests | $640 |
| Staffing | 4 servers for 6 hours | $600 |
| Equipment rental | Chafing dishes and serving equipment | $180 |
| Delivery and setup | Venue delivery, setup, and breakdown | $185 |
How to Price a Catering Job
Catering is priced per guest, then layered with the services around the food:
- Per head — the anchor number. Drop-off and buffet run lower; plated and full-service run higher — commonly $20–$150 per guest depending on menu and service style. Build it from your food cost at a target food-cost ratio of 28–35%.
- Staffing — servers, bartenders, and chefs billed by headcount × hours (plan one server per 15–25 guests for buffet, more for plated).
- Rentals, delivery, and setup — chafers, linens, delivery, setup and breakdown, each as its own line.
- Service charge and gratuity — an 18–22% service charge is standard; state clearly whether it’s gratuity or an operational fee.
Worked example. A buffet dinner for 80 at $42/head = $3,360 food, plus $640 beverages, $600 staffing, $180 rentals, and $185 delivery/setup — a $4,965 subtotal before service charge and tax. Tie the final invoice to a guaranteed guest count confirmed a set number of days out, so last-minute additions bill at the per-head rate.
What to Include
- Event date, venue, and guest count
- Menu package and service style (drop-off, buffet, plated, full-service)
- Staffing and rentals
- Delivery, setup, and breakdown fees
- Deposit, service charge, gratuity, and cancellation terms
Common Catering Quote Mistakes
- No guaranteed-count deadline. Without a lock date, you’re buying food for guests who never confirm. Set a final-count cutoff.
- Blending food and service into one number. Clients want to see the menu price separate from staffing and rentals so they can adjust scope.
- Service charge mistaken for gratuity. Spell out what the 18–22% covers to avoid disputes and tipping confusion.
- Weak cancellation and deposit terms. Events get canceled; a non-refundable deposit and a sliding cancellation scale protect committed costs.
Recommended Terms
Require a non-refundable deposit to hold the date and a final guaranteed guest count a set number of days before the event — the invoice bills the greater of the guaranteed or actual count. State the service charge amount and whether it includes gratuity, and set a cancellation schedule tied to how close to the date the client cancels. Dietary changes, menu upgrades, and added hours are re-quoted before the event.
Frequently Asked Questions
How much should I charge per person for catering?
Per-head pricing commonly ranges from $20–$150 depending on service style — drop-off and buffet at the lower end, plated and full-service higher. Build the number from your food cost at a 28–35% food-cost ratio, then add staffing and rentals.
What is a guaranteed guest count?
It’s the minimum number of guests the client commits to pay for, confirmed a set number of days before the event. You prepare and bill to that count, and any additions above it bill at the per-head rate.
Is a catering service charge the same as a tip?
Not necessarily. A service charge is an operational fee the business sets; gratuity is optional and goes to staff. State on the quote exactly what your 18–22% covers so there’s no confusion.