Event Catering Proposal Template

Introduction

Engagement Letter

Dear [Client.FirstName][Client.LastName],

We know how demanding setting up an event or a function can be! That is why we at [Sender.Company] give each Client our personalized service. We can serve 20 guests or more than 2,000 guests efficiently and with elegance and style.

All successful events have 3 important ingredients: the Occasion, the attention to Details, and the Food that romances the palate. Our Chef has created a variety of Hors D’oeuvres, Salads, Entrees, Desserts, Side Dishes, and Snacks, all culinary masterpieces, from which you can create a memorable meal for your guests.

We incorporate style into every food we serve. The appearance, the sensation, and the taste of the menu items creates a unique experience for each event. Simply tell us your preference, the quantity of each, and the services you want us to provide. We will do the rest.

We will present you a detailed plan and total invoice two weeks before the event for your final approval.

We take care of all the details including cleanup. We will make your event/function pleasurable and memorable, so that you can just relax and enjoy the experience!

Sincerely,

​[Sender.Company]​

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

​[Sender.Phone]​

Company Profile

Type in information about your employees, past and present clients, awards and recognitions earned, licenses and permits, etc.​

Executive Summary

In order to ensure superior communication during all phases of the project, we propose working in the following phases:

Phase 1: Schematic Design

Goals

​[Sender.Company] – Serving Culinary Masterpieces to Make Your Events Truly Unique and Memorable. We make your event/function a successful and unforgettable experience every time.

​[Sender.Company] aims to provide their clientele custom made world class cuisine delivered with high quality service at very competitive prices that will fit every budget.

Our goals are:

1. To surpass and satisfy client requested cuisine by creating authentic regional food, when we say African or Chinese we mean Moroccan or Shanghainese.

2. To serve organic whenever possible for healthier food.

3. To ensure clients satisfaction always.

4. To continuously give quality service each and every time.

At [Sender.Company] we have written procedures and contingency plans that can be implemented immediately by our creative management team, to combat each and every problem that arises. Our command and control setup ensures clear communication and logistics to instantly implement prepared, not just one but three to five, different solutions for every catering and/or event/function difficulty that might possibly arise.

Our Company has been in this business for number years. Our Management team collectively has number years experience between themselves. Our Chef has studied under name and is a master of the culinary arts on his own. The list of our satisfied clients speaks for itself. We are here to stay, and we aim to be a force in this industry for many years to come!

It will be our pleasure to serve in your next event/function.

Pricing

Financials and Status

Although our costs are comparable with industry standards we never stint on the quality of our food and services.

Our Cost:

Industry Standard: 

We can only accept number projects per week, and number small catering jobs involving offices and organizations daily, to ensure the quality of our food and service.

Overview of Items and Pricing

Catering Agreement

General Agreement

THIS CATERING AGREEMENT is entered into on date by and between: [Client.Company] hereinafter referred to as the “CLIENT” and [Sender.Company] hereinafter referred to as the “CATERER.”

WHEREAS The CLIENT will have an event/function described as follows:

Event/Function:

Location: 

Date: 

Time: 

Guest Count: 

WHEREAS the CATERER is a duly and registered licensed catering company.

WHEREAS the CATERER agrees to provide catering service for CLIENT’S above stated event/function. NOW THEREFORE both parties bind themselves and agree as follows:

1. DEPOSIT

Fifty percent (50%) of the estimated contract cost of total, is due and demandable at the time of booking, to be deducted from the Total Final Payment, unless other prior arrangements have been made.

2. FINAL PAYMENT

Final Payment will be due and demandable five (5) days prior to the event date. Payment terms are available upon request.

3. COST

Due to the fluctuating cost of food items, menu prices are subject to change within fourteen (14) days of the event. When a drastic change in the menu ingredient cost occurs, CLIENT has two options.

3.1. CLIENT will pay the additional cost based on the current adjusted price, or

​3.2. Substitute other menu items to maintain the agreed upon per person/platter menu.

4. PAYMENT METHOD

All prices quoted are based on cash payments.

4.1 Payment by Managers Check or Credit Card will be subject to a service charge of three percent (3%) per the amount of transaction.

4.2 Check payments are due seven (7) days before the event date.

5. SERVICE CHARGE

There will be an eighteen percent (18%) Service Charge for all event/function, unless otherwise specified. At the CLIENT’s discretion, any extra gratuity will go directly to the service staff.

6. GUEST COUNT

Final Guest Count, not subject to reduction, is due five (5) days prior to the event date. Any additional Guest after the stated period is subject to extra charges as may be imposed by the CATERER.

7. GUEST COUNT OVERAGE

CLIENT will only be charged for the guaranteed number of guests served. If there is more guest attending than the guaranteed guest count, the CATERER will charge the CLIENT accordingly.

8. CHILDREN

Children under the age of five (5) are free of charge, unless CLIENT wishes to provide service/seating for them. Children six-twelve (6-12) years of age will be charged at half price on the agreed upon cost per person.

9. FOOD QUANTITY

CATERER will prepare between five- ten percent (5%-10%) overage based on the final number of guest count registered by CLIENT. Part of this overage is to include food for the staff and/or service providers. CLIENT will not be charged for this.

10. LEFTOVERS

In accordance with appropriate Health Codes, CATERER reserves the right to discard any leftover food items, after the agreed upon event timetable, where there is a reasonable risk for food borne illness to occur.

11. BEVERAGES

CLIENT assumes the right to provide all or part of the bar/beverage supplies as needed. CATERER may also provide beverage service or Bar Support as previously agreed upon in writing.

12. TIME

CLIENT will be billed for additional staff hours for any time extension beyond the prior agreed upon time.

13. CHANGE OF EVENT DATE or VENUE

CATERER will apply the entire balance of CLIENT’s deposits and prepayments (less $), towards another event, subject to CATERER’s availability. All costs are subject to change.

14. RENTALS

CATERER may provide all or part the rental items for the event. However, certain items may incur restocking & cancellation fees. If CATERER arranges rentals, for the CLIENT, through a rental company, CLIENT will have to pay the rental company directly. Any loss or damage to any rentals will be billed to CLIENT after the event.

15. STORAGE

Prior approval from CATERER is required for any storage service before or after the event/function.

16. ASSIGNABILITY

This contract is not assignable without the prior written consent from the CATERER.

17. CANCELLATION BY CLIENT / VENUE / ACTS OF GOD

All prepayments and deposits are returned in full (less $) if the event is cancelled by CLIENT, the venue or by an act of God, 180 days or more, from the event date.

17.1. If the event is canceled, between ninety (90) days and one hundred seventy nine (179) days from the event date, all prepayments and deposits are returned to CLIENT in full ( less Fifty percent (50%) of the service deposit amount up to but no more than $.

17.2. If the event is canceled, within eighty nine (89) days of the event date, all deposits and prepayments are forfeited in full.

​17.3. If CATERER is able to re-book the date with a similar event, all prepayments and deposits are returned in full (less $ service fee).

18. CANCELLATION BY CATERER

18.1. IF CATERER terminates this contract before thirty (30) day period prior to the event date, all deposits and prepayments will be returned in full within ten (10) days.

​18.2. IF CATERER terminates this contract within the thirty (30) day period prior to the event date, all deposits and prepayments will be returned in full within ten (10) days as well as an additional $ as penalty.

19. DAMAGE

19.1. CATERER assumes no responsibility for ANY damage or loss of merchandise, alcohol, equipment, furniture, clothing or other valuables prior to, during or after the event. CATERER will do everything possible to ensure that all of CLIENT’s supplies, rentals and equipment are cared for and maintained in good working order and without damage.

19.2. When providing the location for the event/function, the CLIENT, understands that accidents/breakage and/or damage may sometimes occur. CATERER will not be liable for any damage or loss, unless specifically caused by the willful negligent actions or conduct of CATERER or its employees.

20. CATERER LIABILITY

CLIENT absolves CATERER from any third party claims, except for actions caused by CATERER and/or negligence of its employees. Such claims to amount to a maximum amount of USD two hundred ($200.00) only.

21. INSURANCE

CATERER maintains and Alcohol/Liquor Liability Insurance.

22. TAXES

CLIENT will be charged the applicable current rate for all services rendered as determined by the concerned government body.

23. UNLAWFUL ACTIVITIES

The CLIENT will comply with all the laws of the United States of America and the State of, all municipal ordinances and all lawful orders of police and fire departments, and will not do anything on the event/function premises in violation of any laws, ordinances, rules or orders. If unlawful activities should occur on the premises, and the event is cancelled, there will be no refund of any kind from CATERER to CLIENT.

24. AMENDMENT AND SUPPLEMENT

Any amendment and supplement to this Agreement shall come into force only after a written agreement is signed by both parties five (5) days before the event/function date. The amendment and supplement duly executed by both parties shall be part of this Agreement and shall have the same legal effect as this Agreement.

25. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the USA.

IN WITNESS THEREOF the parties hereto have caused this Agreement to be duly executed on their behalf by a duly authorized representative as of the date first set forth above.