Event Catering Budget Planner

For caterers whose customers know roughly how many people are coming but need help understanding what feeding and serving them will cost.

This landing page lets hosts combine a menu, guest count, service format, and extras into an estimated event budget. They see the total, cost per guest, and what still needs confirming before requesting a proposal.

• Two-step event planner covering the occasion, guest count, service format, menu, staffing time, and extras
• Independent menu and service choices pairing three sample menus with delivery only, a hosted buffet, or table service
• Staffing estimates calculated from the service format, guest count, and time on site, with no staffing charge for delivery-only events
• Itemised budget separating food, minimum-spend adjustments, drinks, dessert, staff, place settings, and delivery
• Total and per-guest pricing helping hosts assess the overall spend alongside the cost of each place at the table
• Separate planning cushion showing an optional contingency amount clearly distinguished from the catering estimate
• Relevant preparation notes explaining what to discuss for the selected occasion and service, from building access to buffet space and serving arrangements
• Proposal request after the result carrying the estimate into a form for contact details, preferred timing, venue or area, and dietary requirements

A food-only menu price leaves part of the buying question unanswered. Bringing service and extras into the same estimate helps hosts choose a workable plan and gives your team a clearer starting point for the proposal.

Gather is a fictional brand. Replace the sample menus, USD rates, photography, and policies with your own. Adapt the template with the ConvertSite AI assistant, or connect Claude or ChatGPT.

1. Replace the Gather branding and photography. Add your business identity, contact details, service area, and images of your own food and events.
2. Build your menu options. Replace the three sample menus, per-guest prices, dish descriptions, and portion assumptions. Keep the displayed menus and calculator choices consistent.
3. Set guest limits and minimum spend. Review the sample range of 20 to 250 guests and the USD 900 food minimum. Define how you handle smaller events, larger events, and any different guest-rate categories.
4. Configure staffing rules. The sample allows one team member per 30 guests for buffets and per 15 guests for table service, rounded up, at USD 35 per hour with a four-hour minimum. Replace these assumptions with your operating model.
5. Price extras and delivery. Update the drinks, dessert, place-setting, and delivery allowances. State what each includes and which venue or equipment costs need a separate quote.
6. Review the total and planning cushion. Set your currency and treatment of tax, gratuity, and other charges. Keep the optional 10% cushion separate from the estimated fee.
7. Adapt the preparation guidance. Rewrite the occasion-specific and service-specific notes around the information your team needs to plan an event.
8. Replace policy placeholders. Complete the FAQs covering service area, lead times, dietary requirements, venue facilities, guest-count changes, payment, and cancellation. Add your actual response window.
9. Configure enquiry handling. The template states that enquiries are stored in the app and no automatic email is configured. Confirm who receives or reviews requests, add any notifications or acknowledgements, and supply your privacy notice.
10. Test the full journey. Check all service formats, minimum-spend adjustments, staffing thresholds, and extras. Verify that submitted enquiries preserve the selections and cost breakdown before accepting real requests.