Preparing a quote for large events requires a different approach than smaller assignments. You have to take into account complex logistics, economies of scale, extensive staff planning and more detailed cost calculations. Professional catering quotes for large events include not only menu composition, but also timetables, material lists and comprehensive terms and conditions. The secret lies in systematically gathering all the necessary information and correctly calculating all cost items.
What makes a quote for large events different from regular quotes?
Large events present unique challenges that you don’t encounter with smaller assignments. The complexity increases exponentially as the number of guests grows.
You can improvise when organising a small dinner party for 20 people, but when it comes to a company party for 500 guests, everything has to be planned down to the last detail. You have to deal with logistical puzzles such as multiple cooking teams, refrigerated transport and extensive equipment lists.
Economies of scale play an important role in your pricing. You can purchase ingredients more cheaply in larger quantities, but at the same time you need more staff and more complex planning. This requires a different method of calculation than for small orders.
The risks are also greater. A mistake at a small event is annoying, but at a large event it can have disastrous consequences for your reputation. That is why your quotation must be much more detailed and contain more buffers.
What information do you need before you can prepare a quote?
For an accurate quote, you need much more information than just the number of guests and the date. A thorough intake prevents problems later on.
Start with the basic details: exact date, time, location and number of guests. But go further than that. Ask about the nature of the event, the target audience and the desired atmosphere. A business drinks party requires a different approach to a wedding.
Dietary requirements and allergies are particularly important at large events. Ask about vegetarians, vegans, gluten-free options and specific allergies. With 500 guests, you can be sure that there will be special requests.
Inquire about location-specific matters: available kitchen space, cooling capacity, loading and unloading options, and available equipment. These factors largely determine your logistical approach and costs.
Also ask about the budget. This will help you make realistic proposals and prevent you from wasting time on quotes that are far above the budget.
How do you calculate the costs for catering at large events?
Cost calculation for large events is a step-by-step process in which you systematically go through all cost items. Don’t forget any items, because small errors quickly become expensive when dealing with large numbers.
Start with the ingredient costs. Calculate per person and multiply by the number of guests. Don’t forget to take waste and spoilage into account, especially for fresh products. Apply a safety margin of 5-10%.
Personnel costs are often the largest expense. Calculate how many chefs, waiters and dishwashers you need. For large events, you often need an extra chef for coordination. Also factor in travel time and preparation.
Transport and logistics become more complex during large events. You may need multiple refrigerated trucks, extra equipment and more trips. Calculate these costs realistically.
Overhead costs such as insurance, administration and depreciation of equipment must also be taken into account. Apply a fixed percentage of your total costs, usually between 15-25%.
What are the most important parts of a professional event quote?
A professional quote for large events is much more than a simple price list. It is a comprehensive document that inspires confidence and describes all aspects of your service.
Start with a clear menu layout with detailed descriptions. Customers want to know what they are getting, especially when making large investments. Also provide alternatives for different dietary requirements.
Staff deployment must be clearly defined: how many people, what roles and during what times. This provides transparency and demonstrates your professionalism.
A detailed list of materials shows that you have thought carefully about all the practical aspects. Think about crockery, tables, linen, warming equipment and decoration.
The schedule is crucial for large events. Indicate when you will start setting up, when the food will be served and when you will pack up again. This helps the customer plan the event.
Don’t forget the terms and conditions. Clearly describe your payment terms, cancellation policy and what happens in the event of changes. This prevents misunderstandings afterwards.
How can you avoid undercharging for large events?
Too few inquiries for large events can be disastrous for your cash flow. The scale means that small errors in your calculations can have major financial consequences.
Always build in buffers for unforeseen circumstances. With large events, something always goes differently than planned. Apply a margin of 10-15% to your total costs.
Don’t forget any costs. Make a checklist of all possible costs: transport, extra staff for peak hours, cleaning costs, insurance and any rental of additional equipment.
Calculate realistic profit margins. For large events, you can often apply a lower margin per person due to economies of scale, but the absolute profit must still be healthy. Aim for a gross margin of 20-30%.
Also consider the time you invest in preparation, coordination and follow-up. This time should also be compensated, especially for complex events that require a lot of coordination.
What do you do if a customer finds your quote too expensive?
Price negotiations are part and parcel of large events. Customers often compare multiple quotes and try to get the best deal. Deal with this professionally.
First explain what your price consists of. Many customers have no idea of all the costs involved in catering. Transparency about your cost structure can create understanding.
Offer alternatives instead of simply lowering your price. Consider a simpler menu, fewer staff through buffet service, or other cost-cutting measures that do not compromise quality.
Be clear about your bottom line. Never go below your cost price, because then you are working for nothing. Explain that quality and reliability come at a price.
Sometimes it is better to let a job go than to work at a loss. A poorly performing job can cause more damage to your business than no job at all. If you have any questions about pricing, please feel free to contact us for advice.
Key tips for successful bidding at major events
Successful bidding for large events requires a systematic approach and the right tools. Here are the most important points to remember.
Invest time in a thorough intake. The more you know about the event, the more accurate your quote will be. This prevents problems and additional costs later on.
Use professional templates for your catering quotes. This ensures consistency and prevents you from forgetting important details. A well-designed quote exudes professionalism.
Keep track of what works and what doesn’t. Analyse your successful and unsuccessful quotes to improve your approach. Which pricing works? Which services do customers value most?
Digitise your quotation process. Creating quotations manually is time-consuming and prone to errors. Software can help you automate calculations, generate work lists and keep track of customer data.
Modern tools enable you to work more efficiently and create more professional quotes. At Catermonkey, we see every day how our software helps caterers streamline their quoting process and close more successful deals. From automatic cost calculation to attractive, professional quotes in your own house style.
Ready to take your quotation process to the next level?
Do you have questions about optimising your quotes or would you like to know how Catermonkey can support your catering business? We are happy to help you figure out how our platform can help you create professional quotes, streamline your processes and win more orders. Whether you want to exchange ideas or have specific questions, we are here to help.
Plan your brainstorming session with Catermonkey! Click here to schedule a no-obligation brainstorming session and discover how we can work together to take your catering business to the next level.
