Quote templates for catering
Practical catering quote examples with menus, per-guest pricing, and detailed services.
Wedding buffet quote
Weddings are the highest-value catering jobs. Example for 100 guests:
- Reception drinks reception (6 varieties of hot and cold canapés), 100 guests at €12/person
- Full buffet dinner:
- Cold starter (Irish cheese and charcuterie board), 100 guests at €7/person
- Fish course (baked salmon or hake), 100 guests at €14/person
- Meat course (roast beef or slow-cooked pork), 100 guests at €16/person
- Side dishes (potatoes, rice, vegetables), included
- Dessert (assorted dessert table), 100 guests at €6/person
- Drinks (prosecco, wine, soft drinks, juices), 100 guests at €14/person
- 3-tier wedding cake, 1 unit at €420
- Table and kitchen service, 10 staff x 7 hrs at €18/hr
- Crockery, cutlery, and glassware hire, 100 sets at €4.50 each
Food total: €6,900 | Service: €1,260 | Hire: €450 | Cake: €420 | Total: €9,030
With Prummo, dictate: "wedding 100 guests, drinks reception at 12 euro per person, full buffet with fish at 14, meat at 16, dessert at 6, drinks at 14..." and the quote is organised.
Corporate event quote
Corporate events are recurring jobs with good margins. Example for a coffee break plus lunch for 50 people:
- Morning coffee break (coffee, tea, juices, croissants, mini pastries), 50 people at €9/person
- Executive buffet lunch:
- Assorted salads (3 types), 50 people at €5/person
- Main course (2 options: meat and fish), 50 people at €17/person
- Dessert (fruit and dessert of the day), 50 people at €4/person
- Drinks (water, soft drinks, coffee), 50 people at €5.50/person
- Afternoon coffee break (coffee, tea, tray bakes), 50 people at €7/person
- Table and kitchen service, 4 staff x 8 hrs at €16/hr
- Transport and setup, 1 service at €170
Food total: €2,375 | Service: €512 | Transport: €170 | Total: €3,057
Companies pay on time and repeat events. A professional quote opens the door to regular contracts.
Birthday party quote
Smaller parties that fill the calendar:
- Party menu (mixed finger food: sausage rolls, cocktail sandwiches, mini quiches), 30 guests at €14/person
- Drinks (water, soft drinks, natural juices), 30 guests at €4.50/person
- Dessert table (birthday cake plus 4 varieties of traybakes), 30 guests at €7/person
- Table and kitchen service, 2 staff x 5 hrs at €16/hr
- Transport, 1 service at €70
Total: €960
For parties of €500 to €1,000, a professional quote sets you apart from someone who sends a price by text. The client feels confident when they see everything itemised.
Tips for catering quotes
Always quote per person. It's the language the client understands. "12 euro per person for the drinks reception" is clear. "1,200 euro for drinks" forces the client to do the maths.
Separate food, drinks, service, and logistics. Each has different margins and the client may want to adjust (e.g. reduce drinks, increase dessert).
For weddings, include a "menu tasting" line (€120 to €160 for 2 people). It's common practice and shows professionalism. You can deduct it from the total if they confirm.
For events above €2,000, a deposit and balance structure helps couples confirm sooner. A wedding at €9,000 split into a €3,000 deposit on booking and the balance a week before the event removes the pressure of one large transfer. You've your deposit secured well before the big spend on ingredients and staff.
Frequently asked questions
Should I charge for a menu tasting?
Yes, especially for weddings. A tasting for 2 people at €120 to €160 is standard practice. You can deduct it from the final amount if the client confirms the booking.
How do I handle last-minute changes in guest numbers?
Define a margin in the quote (e.g. "final number confirmed 7 days before the event") and state the cost per additional person. This protects you from surprises.
Should I include equipment hire in the quote?
Always. Crockery, cutlery, glasses, and linen are real costs. If you own the equipment, charge a usage fee. If you subcontract it, pass the cost to the client as a separate line.