---
name: catering-proposal
description: "Writes catering proposals with menu options, pricing tiers, service descriptions, and logistics details. Use when bidding on catering jobs or formalizing catering offers."
allowed-tools: Read Write Glob
metadata:
  author: matthewhitcham
  version: "1.0"
---

# Catering Proposal

## When to Use This Skill

Use this skill when you need to:
- Write a professional catering proposal for an event
- Create tiered menu options with per-person pricing
- Detail service levels, staffing, and logistics for a catering job
- Present a polished bid that wins catering contracts

**DO NOT** use this skill for restaurant menu design, event planning, or food truck business plans. This is for catering-specific proposals and bids.

---

## Core Principle

A CATERING PROPOSAL SELLS CONFIDENCE — THE CLIENT IS NOT JUST BUYING FOOD, THEY ARE BUYING THE PEACE OF MIND THAT THEIR EVENT WILL BE HANDLED FLAWLESSLY.

---

## Phase 1: Brief

### Required Inputs

| Input | What to Ask | Default |
|-------|------------|---------|
| **Event type** | "What is the event? Wedding, corporate, party, fundraiser?" | No default — must be provided |
| **Guest count** | "How many guests are expected?" | No default — must be provided |
| **Event date and time** | "When is the event?" | No default — must be provided |
| **Venue** | "Where is the event? Does the venue have a kitchen?" | No default — must be provided |
| **Budget range** | "What is the client's budget per person or total?" | No specific budget shared |
| **Dietary requirements** | "Any dietary restrictions? Vegetarian, vegan, gluten-free, allergies?" | Standard mix |
| **Service style** | "Buffet, plated, family-style, cocktail reception, or stations?" | Buffet |
| **Cuisine preference** | "Any cuisine preference or theme?" | Flexible |

**GATE: Confirm the brief before building the proposal.**

---

## Phase 2: Structure

### Proposal Outline

1. **Cover page** — Business name, event name, date, client name
2. **Introduction** — Brief about your catering business and approach
3. **Event Summary** — Confirmed details (date, venue, guest count, style)
4. **Menu Options** — 2-3 tiered packages
5. **Service Details** — Staff, equipment, setup, timeline
6. **Pricing** — Per-person and total, itemized
7. **Terms and Conditions** — Deposits, cancellations, final count deadline
8. **Next Steps** — How to confirm and deposit instructions

### Menu Tier Strategy

Offer 2-3 tiers:

| Tier | Name | Per Person | Positioning |
|------|------|-----------|-------------|
| Tier 1 | Essential | $[X] | Covers the basics beautifully |
| Tier 2 | Premium | $[X] | Upgraded proteins, additional courses |
| Tier 3 | Signature | $[X] | Full experience, top ingredients, premium service |

**GATE: Confirm the proposal structure and tier strategy before writing.**

---

## Phase 3: Write

### Introduction

"[Business Name] specializes in [cuisine/style] catering for [event types]. We bring [X] years of experience and a passion for creating memorable dining experiences. Every event is customized — from menu development to day-of execution — so you can focus on your guests while we handle the food."

### Menu Option Format

```
## [Tier Name] — $[X] per person

### Appetizers (select 2)
- [Item 1] — [brief description]
- [Item 2] — [brief description]
- [Item 3] — [brief description]
- [Item 4] — [brief description]

### Entrees (select 2)
- [Item 1] — [brief description]
- [Item 2] — [brief description]
- [Item 3] — [brief description]

### Sides (included)
- [Side 1]
- [Side 2]
- [Side 3]

### Dessert (select 1)
- [Item 1] — [brief description]
- [Item 2] — [brief description]

### Beverages
- [What is included: water, iced tea, coffee, lemonade]

*Dietary modifications available for all menu items. Please inform us of any allergies.*
```

### Service Details

```
## Service Details

**Service style:** [Buffet/Plated/Stations]
**Staff provided:** [X] servers, [X] bartenders, [X] kitchen staff
**Equipment included:** Chafing dishes, serving utensils, plates, napkins, flatware
**Setup time:** [X] hours before event start
**Breakdown time:** [X] hours after event end
**Tastings:** Complimentary tasting for events over [X] guests

**Event Timeline:**
- [Time]: Catering team arrives, begins setup
- [Time]: Food preparation and plating begins
- [Time]: Appetizer service
- [Time]: Main course service
- [Time]: Dessert service
- [Time]: Breakdown and cleanup complete
```

### Pricing Section

```
## Pricing Summary

| Item | Per Person | Quantity | Total |
|------|-----------|----------|-------|
| [Tier Name] menu | $[X] | [guests] | $[total] |
| Bar service (if applicable) | $[X] | [guests] | $[total] |
| Staffing | Included | | — |
| Equipment rental (if applicable) | — | — | $[total] |
| Travel/delivery fee | — | — | $[total] |
| **Subtotal** | | | **$[total]** |
| Tax ([X]%) | | | $[total] |
| Service charge ([X]%) | | | $[total] |
| **Total** | | | **$[total]** |
```

### Terms and Conditions

- **Deposit:** [X]% due upon booking to confirm the date
- **Final count:** Due [X] days before the event
- **Final payment:** Due [X] days before the event
- **Cancellation:** Full refund if cancelled [X]+ days out. Deposit non-refundable within [X] days.
- **Minimum guest count:** [X] guests (bill is based on confirmed count or actual attendance, whichever is higher)
- **Leftovers:** Client may take leftover food. Caterer is not responsible for food safety after event.

---

## Phase 4: Polish

### 1. Proposal Presentation

- Format as a clean PDF with your branding (logo, colors, fonts)
- Include 3-5 high-quality photos of your food and past events
- Keep the total document under 5 pages
- Use consistent formatting: same fonts, spacing, and table styles throughout

### 2. Follow-Up Plan

- Send proposal within 24 hours of the inquiry
- Follow up 3 days later if no response
- Offer a tasting if the client is deciding between caterers
- Be prepared to customize the menu based on feedback

### 3. Quality Checklist

```
## Catering Proposal Checklist

- [ ] Event details confirmed (date, venue, guest count, style)
- [ ] 2-3 menu tiers presented with clear pricing
- [ ] Menu descriptions are appetizing and specific
- [ ] Dietary modification options mentioned
- [ ] Service details include staff count, equipment, and timeline
- [ ] Pricing is fully itemized (no hidden fees)
- [ ] Terms cover deposit, final count deadline, cancellation, and payment
- [ ] Proposal is professionally formatted (PDF with branding)
- [ ] Photos of past work included
- [ ] Clear next step and contact information provided
```

---

## Example

**Event:** Corporate holiday party, 75 guests, cocktail reception + dinner stations

**Tier 2 (Premium) excerpt:**
```
## Premium Package — $65 per person

### Passed Appetizers (select 3)
- Bacon-wrapped dates with goat cheese and honey
- Shrimp cocktail shooters with horseradish cream
- Bruschetta trio: tomato basil, mushroom, and roasted pepper
- Mini crab cakes with remoulade

### Dinner Stations
**Carving Station:** Herb-crusted prime rib with au jus and horseradish cream
**Pasta Station:** Made-to-order penne with choice of marinara, alfredo, or pesto
**Seasonal Station:** Roasted vegetable display with grains, greens, and vinaigrettes

### Dessert
Assorted mini dessert display: chocolate truffles, fruit tarts, and tiramisu cups

### Beverages
Coffee, tea, sparkling water, and lemonade station (bar service quoted separately)
```

---

## Anti-Patterns

- **One option, take it or leave it** — always offer 2-3 tiers. Clients want to feel they have a choice and control over budget.
- **Vague pricing** — "Starting at $50 per person" without details creates suspicion. Itemize everything.
- **No timeline** — clients worry about logistics. A detailed event day timeline shows you have planned every detail.
- **Generic descriptions** — "Chicken entree" loses to "Pan-seared airline chicken breast with lemon herb butter and roasted asparagus."
- **Missing terms** — proposals without cancellation and payment terms lead to disputes. Always include.

---

## Recovery

- **Budget is lower than your tiers:** Offer a simplified menu — fewer appetizer choices, simpler proteins, buffet instead of plated. Do not compromise on quality.
- **Client wants items not on any tier:** Build a custom package. Price individual items and add 10% for customization.
- **Competing against a lower bid:** Emphasize what is included (staff, equipment, setup, cleanup) that competitors may charge extra for. Detail your experience and references.
- **Client is non-responsive after proposal:** Follow up twice (Day 3 and Day 7). After that, send a final "closing the file" email — this often prompts a response.
