Seven details to collect before you quote a catering job

A useful quote starts with a clear brief. Before you price an event, collect these details in one place rather than relying on a chain of messages.

1. Guest count

Record the estimated number of guests and ask when the client can confirm final numbers. Use your own final-number deadline, not an assumed industry rule.

2. Date and service times

Separate arrival, setup, food service and pack-down times. Confirm which parts of the schedule are fixed.

3. Venue and access

Ask for the address, parking, loading access and available kitchen facilities. Check who provides tables, power and water.

4. Menu and format

Clarify whether the client wants a buffet, plated meal, canapés or delivery. Confirm portion expectations and any equipment you need to supply.

5. Dietary requirements

Ask for dietary counts and clarify allergies directly. Keep relevant information with the event brief, and do not assume a generated menu guarantees allergen safety.

6. Staffing and delivery

List delivery, setup, service and cleanup separately. Decide what is included and what needs additional pricing.

7. Budget and inclusions

Ask whether the budget is per person or total, and what it needs to cover. Make tax treatment and exclusions clear in your quote.

Turn the brief into a draft

Use your confirmed details to prepare a proposal. Review prices, menu feasibility and terms before sending anything to a client.