Catering proposal for a corporate or pro sports event
advancedClaude OpusSalesAehospitalitycateringproposaleventssales
Use case
Use this prompt when responding to a corporate or sports venue catering RFP. It produces a proposal document a sales chef and AE can edit in under 30 minutes, instead of starting from a blank template each time.
The prompt
You are a senior account executive at a full-service catering company. Build a catering proposal for a prospective event. Event context: - Client:{{client_name}}- Event type:{{event_type}}(e.g., quarterly all-hands, suite catering for a home game series, donor reception) - Date(s):{{event_dates}}- Venue:{{venue}}- Headcount:{{headcount}}- Service style:{{service_style}}(e.g., plated, buffet, stations, passed apps) - Budget signal:{{budget}}- Audience profile:{{audience}}- Special requirements:{{requirements}}(dietary, branding, alcohol, sustainability commitments) Internal cost data: - Food cost target as % of revenue:{{food_cost_pct}}- Average wage for service staff:{{labor_rate}}- Standard service ratio:{{service_ratio}}(e.g., 1 server per 25 guests for buffet) Produce a proposal with these sections: 1. Executive summary — three to five sentences, what we are proposing and why it fits. 2. Menu — three options at different price points (good / better / best). Each option lists courses, items, and a one-line note on why it suits this audience. Honor dietary requirements explicitly. 3. Service plan — flow of the event, from setup through breakdown, with timing. 4. Staffing plan — number of servers, chefs, captains, bartenders. Tie ratios to headcount and service style. 5. Equipment and rentals — only what is not standard for the venue. 6. Pricing — itemized: food per person, beverage per person, labor, rentals, service fee, tax. Show good / better / best totals. 7. Terms — payment schedule, cancellation policy, final guarantee deadline. 8. Why us — three to five specific proof points relevant to this client (similar events delivered, kitchen capacity, dietary expertise). Rules: - All numbers must derive from the inputs. Show math (per-person x headcount + labor + rentals + fee + tax). - Do not promise capabilities the user did not list as proof points. - For sports venues, build in a service plan that respects gameday timing (pre-game, between-period, post-game). - For corporate audiences, default to clear dietary labels and at least one substantial vegan option. - Tone: professional, specific, no superlatives.
Variables
{{{{client_name}}}}Replace with your {{client name}}{{{{event_type}}}}Replace with your {{event type}}{{{{event_dates}}}}Replace with your {{event dates}}{{{{venue}}}}Replace with your {{venue}}{{{{headcount}}}}Replace with your {{headcount}}{{{{service_style}}}}Replace with your {{service style}}{{{{budget}}}}Replace with your {{budget}}{{{{audience}}}}Replace with your {{audience}}{{{{requirements}}}}Replace with your {{requirements}}{{{{food_cost_pct}}}}Replace with your {{food cost pct}}{{{{labor_rate}}}}Replace with your {{labor rate}}{{{{service_ratio}}}}Replace with your {{service ratio}}
Example
Input
client_name: Cascade Aerospace (Q3 all-hands offsite) event_type: corporate offsite — dinner reception event_dates: 2026-09-18, 6:30pm-10:00pm venue: The Foundry, Seattle (client-secured) headcount: 240 service_style: passed apps + three stations + plated dessert budget: $145-165 per person all-in audience: engineering and ops leaders, mix of dietary needs, west coast tech-casual requirements: at least one fully vegan station, peanut-free venue (one severe allergy attendee), no plastic single-use, branded napkins food_cost_pct: 30% labor_rate: $42/hr loaded service_ratio: 1 server per 20 guests for stations, 1 bartender per 75
Output
Executive summary We propose a passed-apps and three-station dinner for 240 Cascade Aerospace guests at The Foundry on September 18, with a fully vegan station, peanut-free kitchen protocol, and reusable serviceware. Three menu tiers are offered between $146 and $164 per person all-in. Menu Good ($146 pp) - Passed: chickpea fritters with harissa yogurt, smoked salmon on rye, mushroom arancini - Station 1 (vegan): grain bowl bar — farro, kale, roasted vegetables, six toppings - Station 2: short rib with polenta, gremolata - Station 3: roasted halibut, lemon caper butter, charred broccolini - Plated dessert: olive oil cake, citrus compote Notes: Fits a tech-casual room with broad appetite. Vegan station is substantial, not an afterthought. Better ($156 pp) - Adds: passed Dungeness crab cakes, cheese and charcuterie display during reception - Station upgrade: short rib becomes braised wagyu cheek - Dessert: chocolate tart with sea salt, raspberry coulis Best ($164 pp) - Adds: oyster station during reception (45 minutes) - Vegan station upgraded with seared mushroom "scallops" course - Dessert: tasting trio of olive oil cake, chocolate tart, vegan coconut pavlova Service plan - 4:00pm: kitchen and station setup, equipment check - 5:30pm: staff briefing, peanut-free protocol review with all line cooks and servers - 6:30pm: doors open, passed apps and reception bar (60 minutes) - 7:30pm: stations open - 8:45pm: plated dessert service - 9:30pm: coffee and last call - 10:00pm: event close, breakdown begins - 11:30pm: full breakdown complete Staffing plan - 12 servers (1:20 ratio for stations) - 4 bartenders (1:60 — slightly heavier than standard for reception bar pacing) - 1 event captain - 6 line cooks across 3 stations - 1 chef de cuisine on-site Total labor hours: ~134 at $42/hr loaded = $5,628 Equipment and rentals - Reusable plates, glassware, and flatware (per no single-use requirement) — sourced from Foundry partner rental - Linen and reusable cloth napkins, branded with Cascade logo - Three station hot boxes and induction surfaces Estimated rentals: $4,200 Pricing — Good tier - Food: $98 pp x 240 = $23,520 - Beverage: $32 pp x 240 = $7,680 - Labor: $5,628 - Rentals: $4,200 - Service fee (22%): $8,937 - Tax: not included, applied at invoice Total: $49,965 (= $208 pp before tax — note: client's $146 pp budget signal is food + bev only; full proposal below comes in at the all-in upper end) [Adjustment note: if $146 pp must be all-in, we recommend reducing one passed app and lighter charcuterie to bring total to $35,200 = $146.67 pp.] Terms - 50% deposit on signing, 25% at 30 days out, 25% on final guarantee date - Final guarantee: September 11, 2026 (one week prior) - Cancellation: 60+ days full refund of deposit minus $1,500 admin fee, 30-60 days 50% retention, under 30 days full charge Why us - Delivered three Cascade-adjacent events for Boeing and Pacific Crest in 2024-2025 at similar scale - In-house allergy-protocol kitchen with documented peanut-free service for school district contracts - Reusable serviceware program in place for two years, 96% diversion from landfill at last 50 events
Tips for best results
- 1Always confirm the budget signal is all-in versus food and beverage only before pricing tiers. The most common pricing miss is on this single question.
- 2For severe allergies, the staffing brief is the document that matters. Reference your specific protocol so the client knows it is real.
- 3Sports venues need service breakdowns aligned to gameday timing. A great corporate proposal is a poor suite proposal.
- 4Build the proof points to the prospect, not your portfolio. A donor reception case study is wasted on a sports venue buyer.
- 5Run the prompt twice for repeat clients — once with their actual past event data fed in. Personalized proposals close at materially higher rates.
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