A quote for a dinner, wedding or corporate event often has many variables: number of guests, menu, times, venue and extras. That calls for a structure that moves along.
What is fixed and what is variable
- Fixed: venue, date, times, base package.
- Variable: number of guests, drinks, extras, staff.
Separate the two. Give a price per person for the variable part, with a minimum or a range.
Structure of the quote
- Summary of the request. Type of event, atmosphere, date and number of guests.
- The offer. Menu or package, described per part.
- Number and price per person, with a total and a range.
- Extras. For example drinks package, decoration, music and staff.
- Terms. Payment schedule, cancellation rules, final date for confirmed numbers.
- Next step. For example a tasting or a date to fix the numbers.
Common misunderstandings
- The number of guests changes. Record until when the number may still change and what that does to the price.
- What is included? Think of service, set-up, take-down and waste.
- Dietary requirements. Note them in the conversation so you do not forget them.
Respond quickly
Hospitality customers often compare several providers. Whoever sends a clear proposal first has a head start.
Record the conversation, let Dealnote summarise the wishes and send a proposal with a customer link straight away. See Dealnote for salespeople.