Catering proposal template

The proposal wins the booking; the BEO runs the event. Here's the proposal structure that converts — and the tool for everything after 'yes'.

The 7 sections of a proposal that converts

  1. Event summary — date, venue, guest count, style. Mirror the client's own words.
  2. Menu options — 2-3 packages with per-person prices (anchor high, sell middle). Name dishes appetizingly, not generically.
  3. Service details — staff count, arrival/departure, what's included (linen? china? bussing?).
  4. Pricing table — per-person × count, labor, service charge %, tax, deposit schedule. No surprises later.
  5. Add-ons — bar packages, late-night snack, cake cutting. This is where margin lives.
  6. Terms — final count deadline (usually 72h), payment schedule, cancellation policy.
  7. Next step — one sentence: sign here / pay deposit here.

Once the client says yes, paste the accepted proposal into the BEO generator — it becomes the operational document your kitchen executes.

Frequently asked questions

Proposal vs BEO — do I need both?

Yes, they do different jobs: the proposal sells (options, packages, upsells), the BEO executes (final counts, timeline, staffing). Paste the accepted proposal into the generator and the BEO is 90% done.

How many menu options should I offer?

Three. One aspirational, one target, one budget floor. A single option gets negotiated; five options stall the decision.