Catering quotation

Preparation guide

Use the event schedule and attendance to distinguish preparation, on-site operation and removal.

Deliverables and line items

Event menu preparation, Serving staff, Tableware rental: specify the planned quantity and delivery scope for each item.

Event details and time

Record the date, venue, attendance, and setup, rehearsal, operating and removal times.

Staffing and supplies

Specify staff counts and hours, supplied items and the responsibilities of external vendors.

Scope to agree

Define menus and guaranteed guest counts, serving hours, tableware quantities and return and cleaning arrangements.

• Agree when attendance and schedules are finalized and how later changes are charged.
• Check whether overtime, transport, setup and removal are included.
• Check quote validity, the customer approval method and payment milestones.

1. Confirm scope and quantities

   Example: start with "Event menu preparation", confirm the required quantity and client inputs, then agree completion criteria for each item.

2. Review and approve the quotation

   Confirm acceptance evidence for "Tableware rental", all line quantities, exclusions and quote validity with the customer, and retain the approved version.

3. Deliver and prepare billing

   Confirm actual operating hours and supplied quantities with the event contact and record approved extras. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.

• DJ performance invoice

  Invoice for Performance playlist preparation, Live DJ performance, DJ equipment rental.

• Florist invoice

  Invoice for Table floral arrangements, Entrance floral arch, Floral installation.

• Interpretation invoice

  Invoice for Meeting consecutive interpretation, Briefing material review, Interpreter travel.