How to write a bid for a catering event

Catering Proposal Template

If these costs are not included, break them out separately by the hour or by the task, whichever method makes the most sense. Do not write an event planning proposal that reads like a formal letter.

Initial Meeting Even if you have an idea of what the client wants or you have planned hundreds of similar events before, the first step is having a one on one conversation with the client to find out what she wants or what she would like to accomplish during the event.

The Purpose of an Event Proposal The document may be viewed by many different potential stakeholders in the event.

If the client expressed concerns about the budget, include multiple pricing options showing what you can do for a bare minimum price and what you can do for a little extra money. The proposal should speak directly to the client needs that you observed during your meeting.

Video of the Day Brought to you by Techwalla Brought to you by Techwalla Labor Costs Your labor costs should equal no more than 33 percent of the price you quote to the customer. Approach your writing from a client-oriented perspective, addressing the needs and requirements of the company before describing your qualifications or company history.

A well-written proposal helps you stand out in a sea of event management companies and shows potential clients that you understand the ins and outs of the business. Your client gets a branded, interactive proposal they can sign off electronically.

How to Write an Event Proposal

The attached proposal represents [Sender. A city council The event proposal may be used as the basis of an application for funding to government agencies. The cover letter is one of the most important elements of your proposal.

The purpose of this discussion isn't to settle on a final menu or arrangement, but rather to learn as much as you can about the potential client's needs so you can address them in your proposal. Schedule a tasting with your caterer before finalizing the menu. Qualifications of persons in the event management team may also prove useful to mention.

How to Write a Corporate Catering Services Bid

In each category, state specifically what your company will do. For example, if the bid is for a single event, include the type and date of the event, the time and location and client-provided guest count. A NSO may receive requests from more than one organisation wishing to organise a National Championship.

It is important for the reader of the proposal to feel that the event team have the capability to run the event and to be able to do what they say they will do. Next, provide suggestions as to catering, music, venue or decor that you feel would mesh well with the customer's suggestions.

You may choose to provide these at cost or you may add a markup. Estimated summary of costs Taste This. Either way, be transparent and make sure to include extra labor hours for handling the dishes, based on whether you have to scrape or wash them. You can present this information as possible menu packages, or as a no-frills meal with possible add-ons.

One of the most significant benefits a contract provides is the opportunity for ongoing or repeat business. State explicitly in your proposal whether the price of the suggested menu also includes the cost of setup, breakdown and service.

Present menu items, pricing information and additional fee information in a list or table format and outline your business policies using a bulleted list. The cost for each item should be the total amount you will charge the client. For example, a client might not know the use of a sterno it helps to keep food warm throughout the day so if you list that in the proposal make sure you define it.

All of our templates are completely customizable. A corporate catering services proposal fully addresses the breakdown of food items and services to be provided and details the costs. Planning an event requires a lot of attention to detail, scheduling, organization and follow up. It is important to consider that except for intra-club competitions, events are not "owned" by any one organisation.

The more closely your experience aligns with the needs of the customer, the greater the chance they will see your value and hire you. It can also help to provide any perceived discounts such as discounts for early booking or discounts for multiple bookings at the same time. The first task is to develop a bid proposal and to submit the document to the selecting authority by the required date.

She will be available from 8am to 6pm, 7 days a week for meetings until the event. Be mindful that the quality of the proposal is significantly more important than its length.

How to Write a Corporate Catering Services Bid

The NSO must therefore decide which organisation has the right to organise the event. After the client accepts the proposal, the caterer schedules another meeting to discuss the decor and layout and to plan a detailed timeline of the event. This is also a good opportunity to clarify what you can't do, so if the customer wants something outside of the scope of your services such as a chocolate fountain or ice sculpture, you can save both of you the time and effort of spending time on a proposal that's clearly a non-starter.

For outdoor events, the level of maintenance on turf, seating and shading for spectators, fencing, drainage and floodlighting is worthy of mention. A catering is a business that is composed of a group of individuals that provide food service for an event or an occasion. If you are in the catering business, below are sample letters you should really be.

If the event is canceled, within eighty nine (89) days of the event date, all deposits and prepayments are forfeited in full.

How Catering Works

If CATERER is able to re-book the date with a similar event, all prepayments and deposits are returned in full (less $ _____ service fee). Event Name: Pro Football Hall of Fame Private Events Catering Services *RFP For: Pro Football Hall of Fame Page 2 of 12 *Respond To: Gail McLaughlin, CMP, CMM a (C)3 non-profit organization established ininvites you to bid on the catered events.

In addition, listen to her/his ideas for the catering, color scheme, theme and other visual elements they would like for the event. Do not write an event planning proposal that reads like a formal letter. How to Write a Proposal for an Event. Since planning an event is so heavily based on organization and careful planning, an event proposal that illustrates your foresight and ability to outline the event’s specifics in detail can win you the job.

Preparing a Catering Proposal - The catering proposal outlines the menu and total cost of the services. Find out how the catering proposal is created and what is included in the catering .

How to write a bid for a catering event
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