CATERING PROPOSAL
PREPARED BY:
Daniel Reyes
Acme Climate Co.
P: 07 3123 4568
E: daniel@acmeclimate.com.au
PREPARED FOR:
Sarah Mitchell
REFERENCE:
Q-1048
Page 1 of 11
9 Nov 2026
Dear Sir/Madam:
Acme Climate Co. is pleased to provide you with the attached catering proposal for your [Event Occasion], which is currently scheduled to be held on [Event Date] at [Event Location]. We understand that this is a very important occasion and we are committed to giving our utmost attention to make this a very memorable and stress-free day.
In addition to an assortment of the finest foods and beverages, a knowledgeable and experienced staff, Acme Climate Co. boasts a wide selection of foods and silverware. Furthermore, we have strong relationships with the area’s best vendors for any additional needs. Your dedicated event planner will work with you to design the best possible event which will reflect your own personal tastes and preferences. We are confident we can deliver all of these services while staying within your desired catering budget.
The attached proposal represents Acme Climate Co. ’s formal offer to provide catering services for the event described therein, upon the terms and conditions and pricing provided. As planning begins, some of the details in this document will change to suit your preferences and priorities. Consider this proposal an initial overview of our offerings in conjunction to your needs, and should you have any questions about the possibilities, please do not hesitate to contact me directly at daniel@acmeclimate.com.au or 07 3123 4568 .
Thank you for the opportunity to provide you with this catering proposal. We very much look forward to the opportunity to work with you and to make this occasion a momentous one.
Sincerely,
Daniel Reyes
e: daniel@acmeclimate.com.au
p: 0412 345 678
Who We Are
Reliable, end-to-end event catering
We manage the full catering flow, menu coordination, preparation, transport, setup, service (if required), and clean-up, so the event runs smoothly and on schedule.
Quality-first menus with flexible options
Our menus are built around fresh ingredients and consistent standards, with clear options for dietary needs (e.g., vegetarian, halal, gluten-free) and sensible substitutions when availability changes, always communicated in advance.
We’re a full-service catering team focused on delivering fresh, well-presented food and smooth event execution. From menu planning to on-site coordination, we make hosting easier by handling the details, so you can enjoy a reliable, stress-free experience and guests who leave happy.
About Our Services
We provide full-service catering designed to make your event simple to plan and effortless to host. From the first discussion, we help you shape a menu that matches your occasion, guest preferences, dietary requirements, and budget, whether you need light refreshments, buffet-style service, plated meals, or packaged options. Our team focuses on consistent quality, clear communication, and reliable execution so you feel confident in the plan well before event day.
On the day of the event, we manage the catering flow end-to-end: preparation, packing, transport, setup, service coordination (if required), and clean-up. We work with venue requirements and timing to ensure everything is delivered and presented properly, with minimal disruption to your schedule. The goal is a smooth experience for you and your guests, great food, on time, and professionally handled.
Menu planning & customization
Tailored menu recommendations based on event type, guest count, dietary needs, and budget.
On-time delivery, setup & presentation
Coordinated delivery windows with professional setup so food arrives fresh and looks event ready.
Service crew options
Optional staffing such as servers, chefs, or event leads to support smooth guest service.
Dietary requirements supported
Clear handling of common dietary needs (vegetarian, vegan, halal, gluten-free) with labelling when needed.
Vision & Mission
Why we exist, and what we’re here to deliver
Vision
To be the trusted catering partner clients rely on for memorable events, known for fresh food, thoughtful presentation, and smooth delivery that makes hosting feel effortless.
Mission
To deliver high-quality catering with clear planning, reliable execution, and flexible menu options, ensuring every event runs smoothly, guests are well looked after, and clients feel confident from booking to clean-up.
Our Vision
And Mission
Our vision defines the long-term experience we want every client and guest to associate with our catering, memorable events made effortless through great food and dependable service. Our mission explains how we bring that vision to life day-to-day: with thoughtful menu planning, consistent quality, clear communication, and smooth execution from setup to clean-up. Together, they reflect our commitment to creating events that feel well-hosted, well-timed, and genuinely enjoyable.
Event Information
Attendance – [Number of Guests] people
Event Date – [Event Date]
Event Location – [Event Location]
Event Description – [Event Occasion]
Budget – [Budget]
So What's It Going To Cost?
Service | Quantity | Price | Cost | Tax | Total |
|---|---|---|---|---|---|
Equipment Needed | |||||
Tent | 1 | $500.00 | $500.00 | $50.00 | $550.00 |
This is optional. In case of inclement weather, you may want to have your guests sheltered. | |||||
Dance Floor | 10 | $10.00 | $100.00 | $10.00 | $110.00 |
Price is per square foot, quantity reflects the number of square feet needed. | |||||
Sound Equipment | 1 | $500.00 | $500.00 | $50.00 | $550.00 |
If you plan to have any kind of emcee, the sound equipment would be necessary. | |||||
Linens | 1 | $500.00 | $500.00 | $50.00 | $550.00 |
Set napkins with rings | |||||
Plateware | 225 | $6.00 | $1,350.00 | $135.00 | $1,485.00 |
Price includes set of charger and dinner plate | |||||
Cutlery | 225 | $4.00 | $900.00 | $90.00 | $990.00 |
Price includes standard 5 piece setting. | |||||
Glasses | 225 | $5.00 | $1,125.00 | $112.50 | $1,237.50 |
Price includes a water glass and wine glass. | |||||
Tables & Chairs | 20 | $200.00 | $4,000.00 | $400.00 | $4,400.00 |
Due to your guest count, your event needs about 20 tables. This could change | |||||
| Total (ex Tax) | Tax | Total | |
|---|---|---|---|
| Total | $8,975.00 | $897.50 | $9,872.50 |
Menu & Food
Appetizers – [Cost of Appetizers] per person
Dinner – [Cost of Dinner Entree] per person
Dessert – [Cost of Dessert] per person
Drinks – [Cost of Drinks] per person
Decorations
Centerpieces – pricing in accordance with [Event Planning Company] catalog available online at [Event Planning Website Address]
Flowers – pricing in accordance with [Event Planning Company] catalog available online at [Event Planning Website Address]
Lighting – pricing in accordance with [Event Lighting Company] catalog available online at [Event Lighting Website address]
Tables and Chairs – pricing in accordance with [Catering Company] catalog available online at [Catering Company Website Address]
Event Staff
We pride ourselves with providing you with the absolute best service. This includes ensuring the best staff will be on hand to make your event absolutely incredible. You can sit back and relax and let our professional servers, bartenders, and chefs take care of all the work.
Tip: add a photo of your team here
Staff Member | No. of Staff Needed | Cost per Staff Member |
Servers | [Number Servers to Guests] | [Cost per Server] |
Bartenders | [Number Bartenders to Guests] | [Cost per Bartender] |
Chefs | [Number Chefs to Guests] | [Cost per Chef] |
Event Manager | [Number Mgrs to Guests] | [Cost per Event Manager] |
Event Planner | [Number Planners to Guests] | [Cost per Event Planner] |
Rental Equipment Delivery | 2 | Included |
A designated event planner from [Event Planning Company] will also be provided and will serve as the main point of contact for Template.
Entertainment
Band or DJ – from company that Sarah chooses. Contract will be separate from any agreement with Acme Climate Co. . Please let us know if we can assist in helping you find the perfect entertainment.
Terms & Conditions
Scope of Services
We will provide the catering services, menu, staffing, and equipment as outlined in this proposal. Any changes (e.g., menu substitutions, headcount adjustments, or additional services) must be agreed in writing and may affect pricing.
Payment and Deposit
• A non‐refundable deposit of 25% is due upon acceptance to secure the event date.
• The remaining balance is payable 7 days before the event.
• Late payments incur 1.5% monthly interest on the outstanding balance.
Guest Count and Final Menu
• Client must confirm final guest count and menu selections at least 14 days prior to the event.
• Adjustments made after this date may incur extra fees or cannot be accommodated.
Cancellation Policy
• Cancellations more than 30 days before the event receive a full refund of amounts paid, less the deposit.
• Cancellations 15–30 days prior forfeit the deposit.
• Cancellations within 14 days of the event are responsible for 50% of the total estimated cost.
Client Responsibilities
• Provide access to the event venue at least 2 hours before service time for setup.
• Ensure the event space complies with local health and safety regulations.
• Supply any special dietary or allergy information at least 14 days in advance.
Liability
• We carry standard general liability insurance for our services.
• We are not liable for issues arising from client‐supplied third‐party equipment or unforeseeable venue restrictions.
• Client agrees to indemnify us for any damages resulting from negligence or misconduct by event attendees.
Food Safety and Compliance
All food preparation and service comply with applicable health codes. We reserve the right to refuse service if conditions pose a health or safety risk.
Governing Law
This agreement is governed by the laws of the jurisdiction where the event is held. Any disputes will be resolved through negotiation or, if necessary, binding arbitration in that same jurisdiction.
By signing below, the Client acknowledges and agrees to these Terms and Conditions.
Signed by:
Name: Sarah Mitchell
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About this template
How this proposal works
Use this free catering proposal template to show off your catering and event planning capabilities to sign your next event. The 11 pages cover Cover Page, Cover Letter, Who We Are, About Our Services, Vision and Mission, Event Information, So What's It Going To Cost?, Menu & Food, Decorations, Event Staff and T&C's. Start from this proposal, add your logo, prices and terms, then send it as a live link your client signs online.
Questions
Before you start
Is this catering proposal template free?
Yes. Start a free 14-day QuoteCloud trial, no credit card needed, and the template opens ready to edit with your company details and logo.
Can clients sign it online?
Yes. The template has e-signature fields, so clients sign from any device and you are notified the moment they do.
Can clients choose optional extras?
Yes. Mark any line as optional and clients tick it on or off themselves; totals and tax update instantly.
Can I change the branding and sections?
Everything is editable: colours, fonts, images, page order and every section of text.
