How to use this catering quote generator
- Enter event logistics and guest count.
- Summarize the menu and dietary notes.
- Price packages, staff, and fees; export.
Catering quote checklist
Include guest count assumptions, service style (buffet vs plated), dietary accommodations, staff hours, rentals if any, service fee vs gratuity, tax, tasting policy, and cancellation/deposit rules.
Worked example
60 guests × $28 = $1,680 food, plus staff and delivery. An 18% service fee and 10.25% tax apply to the taxable base; a 40% deposit is calculated from the grand total.
Tips
- Separate food, labor, and rentals so clients can trim scope cleanly.
Common mistakes
- Forgetting overtime staff rates for late events.
- Not locking a final guest-count deadline.
FAQ
Is a catering quote a contract?
Usually not until signed with deposit terms. Convert accepted quotes into a catering agreement covering cancelation and force majeure.
What deposit percentage is typical for catering?
Many caterers take 25–50% to reserve the date, with the balance due about 7–14 days before the event (or on a final guest-count deadline). State the percentage, due dates, and refund rules on the quote.
What is the difference between a service charge and gratuity?
A service charge is often a house fee that may go to the business; gratuity is typically a tip for staff. Label each clearly, say whether tax applies, and note if the service charge is in lieu of tipping.
When is the final headcount due?
A common rule is a guaranteed guest count 7–14 days before the event, with billing on that number (or actual attendance if higher). Put the deadline and overage rate on the quote so food and staffing can scale.
Should I use a catering quote or a full contract?
Use the quote to lock menu, pricing, and deposit math; use a signed catering or event contract for cancellation, force majeure, allergens, and venue rules. Many clients accept the quote, pay the deposit, then sign the agreement.
How totals are calculated
Per-guest or package lines use quantity × rate. Staff and fees are additional lines. Tax and deposit % apply to the computed total.
Sources
- SBA — Marketing and sales. Used for: pricing and sales-plan context for estimates and quotes. Checked .
- SBA — Break-even point. Used for: pricing awareness when building estimates. Checked .
- IRS — Recordkeeping for small businesses. Used for: why keep invoices, estimates, and payment records. Checked .
- U.S. Small Business Administration. Used for: general small-business counseling and compliance starting point. Checked .
Estimates and templates only. Confirm tax rates, payment terms, and local requirements for your job. Not affiliated with the organizations cited above. Found an error? Tell me.
Generator version 1.0 · Changelog
