How do I quote event catering priced per guest?

The structure of the quote

• A line for each menu at its price: adults, and children if they have a different price.
• A fixed line with a quantity of 1 for service: staff, tableware, setup and cleaning.
• Notes: the deadline for confirming final numbers, and what happens if more or fewer turn up on the day.

Why service is a fixed line

Spread the staff cost across the per-person price and every change in numbers shifts your service income for no reason, even though the team does not change for one guest or ten. Keeping it separate protects you: if numbers drop to 120, service stays at 750 and only the food line moves. It also helps the client understand why fewer guests do not cut the price in the same proportion.

When the headcount changes

The client confirms 180 guests instead of 150. In the Quotation generator change only the quantity: the food line becomes 15,300.00, the subtotal 16,050.00, tax 2,407.50 and the total 18,457.50 SAR. Give the revised quote a new number and today's date so nobody works from the old version.

A children's menu as its own line

If there are 30 children at 45 each, add them as a third line. The subtotal becomes 14,850.00, tax 2,227.50 and the total 17,077.50. Listing them separately is clearer than folding them into the adult count at an averaged price, and it prevents arguments at invoice time.

1. Use a short event name and date in the quote number, such as WED-1015-R1.
2. Describe each menu by what it contains: number of mains, desserts and drinks.
3. Set the confirmation deadline in the notes, such as ‘five days before the event’.
4. State your minimum number of guests if you have one.
5. Create the file and send it with a message stating the headcount it is based on.

Before you settle on a per-person price in the first place, work it out from ingredient, labour and margin figures in the Selling-price calculator, then use the result here.