FREE 9+ Sample Catering Proposal Forms in PDF | MS Word | Excel

Being a caterer gives you the capacity to make or break an event. Caterers are a much-needed vendor, especially during big events, and create a huge impact on the reputation of the host and the success of the event itself. As a caterer, it is necessary to provide an impeccable and tasteful Catering Proposal that suits your client’s needs.

Catering Proposals are synonymous with Business Proposals. A Business Proposal is a type of suggested plan that is presented in written or oral form for your clients to consider. There are a hundred downloadable templates for Business Proposal Forms that can be found on the internet, but not all of them cover the most critical aspects of a Business Proposal Form or a Business Proposal Sample. Our Proposal Forms offer variety, flexibility, and effectiveness, which are crucial points to consider when using a template design for a proposal.

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Catering Proposal Form Example

A Catering Proposal Form is generally a type of Business Proposal. The contents of a Catering Proposal will vary according to the type of event being held, the theme of the event, the specifications of the client, the number of expected guests, and the type of food being served.

Caterers are usually called for when hosting big events such as weddings or graduation parties. When drafting a proposal for a catering business, it is important to be thorough and to clearly express or state the ideas and facts pertaining to the event. Below is a list of the contents that are critical to a Catering Proposal.

Provide a Title Page

Providing a title page for your proposal gives you an edge among other stiffly presented proposals. Title pages allow you to showcase the creative side of you and your company. Make sure you indicate your name and your client’s name on your title page for that organized feel.

Cover Letter

Cover letters make your Business Proposal more personalized. Indicate in your cover letter your company name and your client’s name once again. If your client is an organization, provide a quick overview of the company’s service and products and your aim to be able to deliver a type of service that adheres to their expectations. State the date of the event and provide a quick overview of what your catering company boasts, a quick summary of how you plan to present the event, and include a short message of thanks for taking the time to let you present your proposal to them.

Biography

Provide a short description of your company and your vision toward providing excellence to your customers. This way, your client will be able to determine if your company goals coincide with the type of service they are looking for.

Generic Catering Proposal Form

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Catering Proposal Form in PDF

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Standard Catering Proposal Form

General Information

This portion of your Catering Proposal should list down direct and necessary details pertaining to the event such as the date, the venue, the number of guests expected, the description of the event, and the client’s budget.

Rental Equipment

List down on this page the equipment that needs to be rented such as tents, the reception venue, sound system, linens, utensils, stemware, tables, and chairs. Also include the price of each item, the quantity needed, and the total price.

Menu and Food

Indicate on this page the menu you have set up for this particular event. Indicate the options for appetizers, entrée, dessert, and drinks. Itemize the cost of each menu and the total cost for the number of expected guests.

Event Stuff

Give your clients an idea of the kind of service you offer with the staff that you have such as personal servers, bartenders, and chefs. It would also be a great idea to provide a table that lists down the type of staff needed for the event, the number of staff needed to guarantee quick and reliable service, and the cost for every staff member.

Decorations

In some occasions, caterers are also tasked to take care of providing decorations for an event. When a client prefers a caterer to handle aesthetics for the party, the caterer should also include a list of the items needed to beautify the place and the cost for each one such as centerpieces, lighting, candles, linens, table, and chairs.

Entertainment

Some hosts also prefer to hire a band or a DJ for their events. Whether or not they specify the need to have one, it is always best to provide options for them in your Catering Proposal as well as the cost of the suggested band or DJ. You may also want to specify that the contract for hiring a band or a DJ will be separate but that you can assist them in contacting or finding the perfect entertainment.

Pricing and Terms

This section of your proposal should indicate the total cost of catering for the event along with the breakdown of all the items mentioned in the proposal. If the payment is to be done in installments, provide a table that indicates the payment schedules and your preferred mode of payment. Also indicate the amount needed for deposit in order for the client to create a reservation for the event date.