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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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.