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Catering Quote Template

Prepared by:

[Sender.Company]

[Sender.StreetAddress]
[Sender.City], [Sender.State][Sender.PostalCode]

[SalesRepresentative.FirstName][SalesRepresentative.LastName]

[Sender.Phone]
[Sender.Email]

Prepared for:

[Customer.FirstName]
[Customer.LastName]

[Customer.StreetAddress]
[Customer.City], [Customer.State][Customer.PostalCode]

[Customer.Phone]
[Customer.Email]

This quote, effective [Document.CreatedDate], by [Sender.Company], is valid until [Document.ExpirationDate].

  • Event Date:
  • Event Venue:
  • Estimated Guest Count:

Terms & conditions for all conditions for all catering orders

Ordering

Event ordering policy

Due to the time it takes to acquire and prepare food, all orders must be received ten (10) days before your event. (Please note that some menu selections may require additional notice, or substitution may be necessary).

Cancellations

A 25% non-refundable deposit is due upon signing the catering agreement, which will be applied to the event. Booking is not complete without deposit payment.
[Sender.Company]will return the deposit to the client for any cancellation up to 30 days before the event, less a 25% handling charge.[Sender.Company] will give no refund on the deposit for cancellations less than 30 days from the event.
[Sender.Company] will give no refund on the deposit for cancellations less than 10 days from the event, and your credit card will be charged the total amount of the event.

Final guest count

Final count for all food and beverage orders is due 10 DAYS before the event. [Sender.Company] reserves the right to require a minimum number of guests per menu or per event.

Order changes/additions

Any additional add-on cost from the day of the event is due no later than three days after the event. Any changes within 24 hours of the event will be subject to a rush order fee.

Payment policies

Event reservation

A non-refundable deposit of 25% of the total cost is required to hold all event dates. (applied to event).

Forms of payment accepted

Cash, check, Visa, Mastercard, American Express, Venmo, PayPal.

Price changes

All costs are based on current market prices of food ingredients: menu prices, menu items, and other services provided by [Sender.Company] are subject to change at any time without notice, based on resources, availability, and other factors. Once the deposit is paid, prices are firm for events held within one year of the contract date, unless market prices change by more than 10%.

Sales tax

[Sender.Company] will charge the customer for all state and local taxes. Tax-exempt organizations must provide documentation to retain on file.

Payment terms

All events are required to be paid in full ten days before your event. Any charges for additions or changes shall be due within three days of the event. Any past unpaid balances are due immediately and shall be considered overdue seven days after the event. Interest shall accrue at the legal rate according to state law. Delinquent accounts over 45 days will not be able to order until the account is current.

Collections

Clients will be responsible for paying all expenses, including any reasonable attorney fees, in bringing any action to enforce any of the terms of this agreement.

Certificates of insurance

[Sender.Company] maintains general liability and automobile insurance at appropriate limits.

General policies

Liability

The client agrees to irrevocably and unconditionally release [Sender.Company] from any liabilities or claims related to any loss, damage, illness, injury, or death related to any food, beverages, services, personnel, or rental items. [Sender.Company] will charge for any lost, stolen, or damaged equipment at replacement cost.

Field kitchens & trucks

Cases of food, food in the catering trucks, and large food displays are not the client’s property. Clients are not allowed to go through catering field kitchens and catering trucks. Likewise, cases of beverages in field kitchens and trucks are not the property of the client.

Leftover food policy

We do not recommend serving leftover food as we cannot ensure safety; however, at the client’s request, the client may take any leftovers not able to be reused by [Sender.Company]. Unless agreed upon in the contract, the client will provide containers for packaging leftover for guests. The client will assume full responsibility and liability for any leftover food served and consumed, with or without [Sender.Company]‘s knowledge.

Permits

If the event location requires any license or permit, the client will be responsible for obtaining them and paying any applicable fees.

NamePriceQtySubtotal
MEALS$$0
Appetizers$01$0
Entrees$01$0
Sides$01$0
Desserts$01$0
BEVERAGES$$0
Water$01$0
Non-alcoholic Beverages$01$0
Alcoholic Beverages$01$0
ADDITIONAL FOOD SERVICE FEES$$0
Linens$01$0
Place Settings$01$0
Flatware$01$0
Utensils$01$0
Stemware$01$0
Chafing Dishes$01$0
Tables$01$0
Chairs$01$0
Cake Cutting Fee$01$0
Other: (fill in description)$01$0
STAFF$$0
Server(s)$01$0
Bartender(s)$01$0
Chef(s)$01$0
Event Manager$01$0
Event Planner$01$0
EXTRAS$$0
Tent(s)$01$0
Table Centerpieces$01$0
Dance Floor$01$0
Sound Equipment$01$0
Band$01$0
Subtotal$0.00
Discount$0.00
Tax$0.00
Total$0.00

A 25% deposit is due on or before (insert date). The remaining balance is due ten (10) days prior to the event.

Agreed and accepted

[Client.Company]
Signature
MM/DD/YYYY
[Client.FirstName][Client.LastName]

Catering Quote Template

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