Function packages priced per head
Canapé, buffet and sit-down packages, beverage packages by the hour and add-ons in one price table, with quantities from the guest count and extras the guest chooses.
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In QuoteCloud a function package is a price-table line priced per guest, with the guest count as its quantity. Offer packages as a single-choice group, beverages by the hour, add-ons as fixed lines and extras as optional rows the guest ticks. Totals, tax and the deposit recalculate, and your costs and margins stay hidden.
Pick a package and the per-head line follows
Sophie's 40th for 65 guests. Choose Party Buffet or Jetty Dinner, tick the photo booth, and watch the package line, tax, the total and the deposit recalculate.
Choose your food package
Your 40th · 65 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Food & beverages | |||
Sunset Canapé packagePer guest, quantity from your guest count
|
65 guests | $52 | $3,380.00 |
Classic beverages · 4 hoursBeer, house wine, sparkling, soft drinks
|
65 guests | $45 | $2,925.00 |
| Your celebration | $1,230 | ||
DJ · 5 hoursYour playlist plus requests
|
1 lot | $990 | $990.00 |
Celebration cake · two tiersServes 70, or bring your own: no cakeage
|
1 lot | $240 | $240.00 |
| Extras Tick to add | |||
| 1 lot | $450 | $450.00 | |
| 65 guests | $9 | $585.00 | |
| 1 lot | $890 | $890.00 | |
- Subtotal
- $8,120.00
- Tax (10%)
- $812.00
- Total
- $8,932.00
- Plus, monthly
- $0.00/mo
- Deposit to confirm your date (20%)
- $1,786.40
Minimum spend The Jetty Room · Saturday evening
Minimum spend$4,000Food and beverages, before tax
Your selections$6,890Food and beverages in this proposal
Minimum spend met: no room hire to pay
One price book for menus, drinks and add-ons
Keep every package, beverage tier and add-on in the product catalogue with its price, its cost and a category such as Food, Beverages or Production. Your team adds them to a proposal in one action, and the line notes and images come with them.
Costs and margins stay with your team and are hidden from the client. Set a default quantity, choose whether the recipient can change it, and mark last season's menus Inactive so nobody quotes them by mistake. Import the lot from a spreadsheet with CSV column mapping.
- Price and cost, with profit and margin calculated
- Active, Draft and Inactive products
- Role permissions for who edits prices
Product catalogue and price tables: Essentials and up
Pricing tablesYour end-of-year function · 150 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Food & beverages | $16,212 | ||
Harbour Canapé package10 canapés per guest over the evening
|
150 guests | $58 | $8,700.00 |
Substantial items2 per guest: sliders, bao, risotto cups
|
150 guests | $16 | $2,400.00 |
Bar tab · beer, wine, soft drinksPre-set limit, reviewed with you on the night
|
1 lot | $6,000 | $6,000.00 |
Corporate rate8% off food, for a December Friday booking
|
1 lot | -$888 | -$888.00 |
| Production | $1,640 | ||
AV packageLectern microphone, projector, screen and technician
|
1 lot | $650 | $650.00 |
DJ · 4 hoursFrom 8.30 pm
|
1 lot | $990 | $990.00 |
| Extras Tick to add | |||
| 150 guests | $12 | $1,800.00 | |
| 1 lot | $890 | $890.00 | |
- Subtotal
- $17,852.00
- Tax (10%)
- $1,785.20
- Total
- $19,637.20
- Plus, monthly
- $0.00/mo
- Deposit to confirm the booking (25%)
- $4,909.30
Put your function packages into QuoteCloud
Free for 14 days, no credit card required. Send us your function pack and we'll convert one template, packages and all, during the trial.
Numbers change. The total keeps up
Guest counts move until final numbers. With quantity editing enabled, the client can change the number of guests on a per-head line, and the amount, tax and deposit recalculate in the proposal.
A minimum spend is your rule, shown as content beside the food and beverage lines. When a selection falls short, your automation or your team adds a 'Minimum spend balance' line, as the enquiry demo does when you drop the numbers. Tax is added in the totals, and the deposit is a percentage or a fixed amount.
- Enable Quantity Editing on the lines you choose
- Tax column and totals
- Discount column for a corporate rate
Price tables: Essentials and up
Minimum spend, deposits & signingYour reception · 96 guests
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Food & beverages | |||
Waterside Classic packagePer guest, quantity from your guest count
|
96 guests | $118 | $11,328.00 |
Premium beverages · 5 hoursSparkling, premium wine, beer, soft drinks
|
96 guests | $62 | $5,952.00 |
| Ceremony, styling & music | $3,750 | ||
Ceremony on the lawn60 chairs, arbour, signing table, wet-weather plan
|
1 lot | $1,400 | $1,400.00 |
Theming & stylingCentrepieces for 10 tables, candles and linen
|
1 lot | $1,250 | $1,250.00 |
DJ · 5 hoursCeremony music, first dance and dance floor
|
1 lot | $1,100 | $1,100.00 |
| Extras Tick to add | |||
| 96 guests | $12 | $1,152.00 | |
| 96 guests | $14 | $1,344.00 | |
| 1 lot | $890 | $890.00 | |
- Subtotal
- $22,374.00
- Tax (10%)
- $2,237.40
- Total
- $24,611.40
- Plus, monthly
- $0.00/mo
- Deposit to confirm your date (20%)
- $4,922.28
Minimum spend The Boathouse Terrace · Saturday evening
Minimum spend$10,000Food and beverages, before tax
Your selections$18,624Food and beverages in this proposal
Minimum spend met: no room hire to pay
From a function pack PDF to a live price table
What changes for the functions team when packages and prices move into QuoteCloud.
Set up your function packages
The implementation, in the order most venues do it. One template conversion is free during the trial.
Import the price book
Upload packages, drinks and add-ons from a spreadsheet with CSV column mapping, each with a price, a cost and a category.
Build the package group
Put canapé, buffet and dinner packages in a single-choice group, and extras in optional rows.
Set the quantities
Per-head lines take the guest count; choose which ones the client can change.
Save menus and terms
Menus and drinks lists in the content library, booking terms as a locked block (Business).
Connect the guest count
Your website or a Zapier or Make scenario adds the chosen package as a price-table row, with the number of guests as its quantity.
Function package and pricing questions
Can a package price multiply by the number of guests?
Yes. Add the package as a price-table line priced per guest and set its quantity to the guest count. With quantity editing enabled the guest can change numbers themselves, and the total, tax and deposit recalculate. Price tables are on the Essentials plan and above.
Can guests choose between packages?
Yes. Put the packages in a single-choice group so the guest picks one, and add extras such as a welcome cocktail or a photo booth as optional rows they can tick. Costs and margins can stay hidden from the guest.
How do we show a minimum spend?
As content. State the minimum spend for the space and day in the proposal, beside the food and beverage lines, and add a 'Minimum spend balance' line when a selection falls short, either by hand or from your automation. QuoteCloud shows what you put in the proposal; it does not apply or enforce a minimum spend.
Is tax shown in the proposal?
Yes. Price tables have a tax column and show tax in the totals, so the guest sees the amount before tax, the tax and the total including tax. You can remove or hide the tax column, and set the deposit as a percentage of the total or a fixed amount.
Can prices change automatically for bigger groups or busy dates?
Not by a rule inside QuoteCloud. Price packages per guest and let the quantity follow the guest count. If you charge differently by day or season, keep separate products or templates, or let your website or automation choose which package row and price to add when it creates the proposal.
Where do our menus and drinks lists go?
Save each menu and beverage list as a block in the content library, in folders per event type, and drag it into a template or proposal. The prices sit in the product catalogue. On the Business plan, terms and allergen notes can be locked company blocks.
Where packages show up next
Minimum spends, deposits and spaces, and the proposals these packages go into.
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Minimum spend, deposits & signingThe minimum spend set out clearly, the proposal signed online and the deposit that confirms the date paid on signing.Explore
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Venue spaces & capacitiesEvery room with its seated and cocktail capacity, photos and features, so the proposal shows the right space.Explore
- Website enquiry to proposalGuests choose on your website; a proposal styled for their event comes back, ready to sign and pay the deposit.
- Wedding reception proposalsCeremony, reception packages, a run sheet and both partners' signatures, with the deposit that holds the date.
- Corporate functions & conferencesEnd-of-year functions, Christmas parties and day delegate packages, with AV, approvals and the company's sign-off.
- Birthdays, engagements & private parties21sts to 80ths, engagements and milestones: cocktail packages, a DJ, the cake and a quick yes from the host.
- Event planners & caterersOff-site catering quotes, styling and hire, and planners' proposals that bring venue, suppliers and run sheet together.
- Booking system, CRM & accounting integrationsYour enquiry form or booking system into QuoteCloud through the API, Zapier or Make, and signed bookings out to your CRM and accounts.
- Event & function templatesReal QuoteCloud templates for venues, function rooms, hotels, catering and wedding planning, ready to make your own.
- QuoteCloud implementation for venuesA template per event type, your packages in the catalogue, the website connected and your functions team trained.
- FAQAnswers to the questions venues, function centres and event businesses ask most.
Your packages, priced per head and signed
Free for 14 days. No credit card required.