Catering Request Form Template
Streamline your catering inquiries with a comprehensive form that captures event details, guest counts, dietary needs, and budget information for accurate proposals.
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What is a Catering Request Form?
A catering request form is your first point of contact with potential clients. It collects essential event information needed to prepare accurate proposals and assess whether the event fits your capabilities.
Well-designed catering forms reduce back-and-forth emails by capturing event type, date, guest count, service style, and budget upfront. This enables faster, more accurate proposals that win more business.
The form also serves as a qualification tool. By understanding budget range and event scope, you can prioritize high-value inquiries and set appropriate expectations.
Key Features
Event Details
Date, time, location, and event type for scheduling and logistics
Guest Count
Accurate headcount for menu planning and staffing
Service Style
Buffet, plated, stations, or family style preferences
Dietary Requirements
Allergies, vegetarian, vegan, kosher, halal needs
Budget Range
Per-person or total budget for appropriate menu suggestions
Venue Information
Location details for logistics and equipment planning
Why Use This Template?
Faster Proposals
Complete information enables quick, accurate quotes
Qualified Leads
Budget and scope information helps prioritize inquiries
Better Accuracy
Detailed requirements reduce proposal revisions
Professional Image
Organized intake process impresses potential clients
What's Included in This Template
Contact Name
textDecision-maker identification for follow-up
Event Type
selectWedding, corporate, birthday, etc. for menu suggestions
Event Date
dateCheck availability and seasonal menu planning
Number of Guests
numberCritical for pricing, staffing, and equipment
Service Style
selectBuffet, plated, stations affects pricing and staffing
Dietary Restrictions
checkboxPlan menu options for all guests
Budget Per Person
selectTailor menu suggestions to budget expectations
Perfect For
Wedding Catering
Capture wedding details including venue, theme, and special requests
Corporate Events
Business meetings, conferences, and company celebrations
Private Parties
Birthdays, anniversaries, and milestone celebrations
Non-Profit Galas
Fundraising events with specific budget constraints
Frequently Asked Questions
What budget ranges should I include?
Offer ranges that match your menu tiers: $30-50/person, $50-75/person, $75-100/person, $100+/person. Adjust based on your market and service level.
Should I require all fields?
Make essential fields required (name, email, date, guest count) but keep detailed preferences optional. You can follow up for specifics after initial contact.
How quickly should I respond to inquiries?
Respond within 24 hours with acknowledgment. Provide detailed proposal within 48-72 hours. Faster response rates significantly increase booking likelihood.
How do I handle last-minute requests?
Add a field asking "How soon is your event?" Events within 2 weeks may require expedited response or different minimum orders.
Should I show pricing on the form?
Consider showing starting prices or ranges to qualify leads. Detailed pricing is better in personalized proposals after reviewing event specifics.
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