Event proposal.
An event proposal is the priced offer a venue or caterer sends a prospective client after an enquiry — it sets out the date, space, menu, services, guest count, total cost and terms, and stays non-binding until the client accepts it and signs a contract.
Also called a quote or estimate, the proposal is the document that wins or loses the booking. It has to be clear about price and persuasive about the event at the same time.
What goes into an event proposal
A proposal answers three questions: what will the event look like, what will it cost, and what happens next. It restates the brief — date, times, guest count, occasion — lays out the room, menu, bar and extras, prices every line, and ends with the terms and how to book. Many venues offer two or three options side by side, such as plated against buffet, so the client can choose without another round of emails.
Unlike the contract, a proposal carries no obligation. But its figures set expectations, so they should already include service charge and tax.
| Section | What it includes | Tip |
|---|---|---|
| Event summary | Date, times, guest count, room | Mirror the client's own brief |
| Menu | Courses or packages, per-guest price, dietary options | Offer options, not one menu |
| Beverages | Bar package or consumption bar, hours | Say what is not included |
| Rentals & services | Linen, AV, décor, staffing | Itemise anything billed separately |
| Pricing summary | Subtotal, service charge, tax, total | Show the all-in total |
| Terms | Validity date, deposit, cancellation | Keep it short; the contract has the detail |
| Next steps | How to accept and pay the deposit | Make accepting one clear action |
How a proposal works
The usual sequence is enquiry, call or site visit, proposal, revisions, acceptance, then contract and deposit. Speed matters: many venues aim to reply within 24 to 48 hours, because the client is often comparing several. Most proposals are valid for a set window — commonly 30 days — and a short room hold often runs alongside.
Few proposals are accepted on the first version. Counts move, menus change after a tasting and budgets get trimmed. Number and date each revision, because the accepted version becomes the basis for the contract and the invoice. For the writing itself, see how to write a catering proposal.
Common mistakes to avoid
- Quoting a per-guest price only, so service charge, tax and room fees surprise the client later.
- No expiry date, so a client accepts an old price after costs have gone up.
- Losing track of versions, so the contract is built from the wrong one.
- Making the client email, print or phone to say yes, instead of accepting in one step.
Related terms
- Full banquet & catering glossary
- Event contract — the signed agreement the accepted proposal becomes
- How to write a catering proposal — a step-by-step writing guide
- How to price a catering event — where the per-guest numbers come from
- Room hold — how the date is held while the client decides
- Menu tasting — the step that often triggers a revision
Event proposal — common questions.
What is the difference between a quote and an event proposal?
Is an event proposal legally binding?
How long is an event proposal valid?
How quickly should a proposal be sent after an enquiry?
From enquiry to accepted proposal.
In LightCater proposals are built from your own menus and packages, branded, sent and accepted online with built-in e-signature, and a deposit can be paid by card on the spot. The contract and invoice follow with the same figures. Try it free for 14 days, no credit card to start.