Quote templates for catering
Practical catering quote examples with menus, per-guest pricing, and detailed services, in rand.
Wedding buffet quote
Weddings are the highest-value catering jobs. Example for 100 guests:
- Reception cocktail snacks (6 varieties of hot and cold canapés), 100 guests at R95/person
- Full buffet dinner:
- Cold starter (cheese and cold meat platter), 100 guests at R55/person
- Fish course (line fish or hake), 100 guests at R110/person
- Meat course (roast beef or spit-roast lamb), 100 guests at R135/person
- Side dishes (rice, potatoes, vegetables), included
- Dessert (assorted dessert table), 100 guests at R48/person
- Drinks (soft drinks, water, juices, non-alcoholic), 100 guests at R60/person
- 3-tier wedding cake, 1 unit at R3,600
- Table and kitchen service, 10 staff x 7 hrs at R140/hr
- Crockery, cutlery, and glassware hire, 100 sets at R38 each
Food total: R50,300 | Service: R9,800 | Hire: R3,800 | Cake: R3,600 | Total: R67,500
With Prummo, dictate: "wedding 100 guests, cocktail snacks at 95 rand per person, full buffet with fish at 110, meat at 135, dessert at 48, drinks at 60..." 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, mini pastries), 50 people at R70/person
- Executive buffet lunch:
- Assorted salads (3 types), 50 people at R40/person
- Main course (2 options: meat and fish), 50 people at R140/person
- Dessert (fruit and dessert of the day), 50 people at R30/person
- Drinks (water, soft drinks, coffee), 50 people at R45/person
- Afternoon coffee break (coffee, tea, dry snacks), 50 people at R55/person
- Table and kitchen service, 4 staff x 8 hrs at R130/hr
- Transport and setup, 1 service at R1,300
Food total: R19,000 | Service: R4,160 | Transport: R1,300 | Total: R24,460
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: savoury pastries, mini pizzas, chicken skewers), 30 guests at R110/person
- Drinks (soft drinks, natural juices), 30 guests at R38/person
- Dessert table (birthday cake plus 4 varieties of sweet treats), 30 guests at R55/person
- Table and kitchen service, 2 staff x 5 hrs at R130/hr
- Transport, 1 service at R550
Total: R7,690
For parties of R5,000 to R10,000, 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. "R95 per person for cocktail snacks" is clear. "R9,500 for cocktail snacks" 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 (R950 to R1,400 for 2 people). It's common practice and shows professionalism. You can deduct it from the total if they confirm.
For events above R20,000, a staged payment structure makes sense. A wedding at R67,500 split into a deposit on confirmation, a progress payment closer to the date, and the balance on the day helps the couple confirm sooner, and each payment lands via PayShap or EFT as it's due.
Frequently asked questions
Should I charge for a menu tasting?
Yes, especially for weddings. A tasting for 2 people at R950 to R1,400 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 numbers confirmed 7 days before the event") and indicate 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.