Free Caterer Quote Template
Caterers quote before events because food costs, staffing levels, and equipment requirements all depend on guest count and menu choice. A detailed quote prevents the caterer from absorbing food wastage or unexpected staffing needs when the guest list grows after the contract is signed.
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What should a caterer put on a quote?
A catering quote sets out the planned menu, staffing, and price before the event, such as a three-course wedding dinner for eighty guests. List the menu, equipment hire, and serving staff per head or per hour, and note that final numbers can shift the figure. It stays an estimate until accepted.
Typical line items
- Wedding catering (3-course dinner, 80 guests)
- Catering equipment hire and linen
- Serving staff (4 hours, 4 staff)
- Menu tasting session
- Crockery, glassware, and cutlery hire
- Drinks and bar service
- Delivery, setup, and clearing
- Estimated final guest count
How the work is charged
Caterers usually quote a price per head for food, with staff, equipment hire, and drinks itemised separately. The figure assumes a guest count that is confirmed nearer the date.
Payment terms and deposits
A quote commonly proposes a deposit to secure the date, a further payment before the event, and the balance once final numbers are confirmed. The price holds for a stated period and is an estimate until accepted.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Food and drink tax treatment varies by jurisdiction, so confirm what applies to the event.
Frequently asked questions
How much does catering cost per head?
Catering costs per head range from €25 for a buffet to €120 or more for a formal 3-course meal with wine service. Wedding catering with full service averages €60 to €100 per head for food, with staffing and equipment adding €15 to €40 per head. Corporate buffet lunches run €18 to €45 per person.
What should a catering quote separate into line items?
Quote food costs, beverage costs, staffing, equipment hire (crockery, linen, glassware, marquee furniture), delivery, setup and breakdown, and any venue supplier requirements. Clients who receive a blended per-head rate can't see where their money is going and often try to negotiate on the wrong line item.
What happens if guest numbers change after a catering quote is accepted?
Include a guest number clause: the price is fixed up to an agreed headcount, with a per-head rate for additional guests notified before a specified date (typically 21 days before the event). Decreases in guest numbers after a cutoff may not result in a reduced cost because food and staff have been arranged.
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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