How to revise a catering quote when the guest count changes
A customer adds ten guests after you send a price. Before you reply, update the quantities that changed and check the costs that did not. Keep a record of both prices so you know which one the customer accepted.
Start with the original estimate
In this sample event, 50 guests at $12 in food per person cost $600 in food. Two staff members work six hours each at a loaded cost of $25 per hour, or $300 in labor. Add $100 in rentals, $50 in transport and a $50 contingency. Estimated cost is $1,100. At a 25% target margin, divide $1,100 by 0.75 for a suggested quote of $1,466.67.
Change the affected costs
The customer now expects 60 guests. Food rises to $720. In this example, staffing, rentals, transport and contingency stay the same. Estimated cost becomes $1,220, and the suggested quote becomes $1,626.67 at the same target margin. Check whether the larger event needs more staff, equipment, delivery time or venue fees before using that price for a real job.
- Original quote
- 50 guests, $1,466.67
- Revised quote
- 60 guests, $1,626.67
Send a new version
Give the revised customer quote its own version number and show the new guest count, service details and total. Keep your food cost, staff rates and margin off the customer PDF. Once the customer confirms the revision, mark that version as accepted. You can then compare final event costs with the price they agreed to.
Sample figures exclude sales tax, service charges and gratuities. Use your own records and terms for a customer quote.