Catering inquiry guide
How to Request a Catering Quotation for Your Event
You do not need to have every detail final before asking for a catering quotation.
Share what is already decided, label the estimates clearly and tell us which parts still need guidance. This page will help you build the request and understand what to check before booking.
A useful starting point
A catering quotation begins with the event picture
Two events may both have 50 guests but need very different food, equipment, staffing, access and setup. Begin with the six details below, then build from there.
Event date
Confirmed date or likely timeframe.
Venue or area
Exact address, city or locations being considered.
Guest estimate
A number or realistic range is enough to begin.
Event type
Meeting, seminar, wedding, birthday or company event.
Serving time
The actual meal time, not only the event start.
Service format
Packed meals, trays, buffet, cocktails or still deciding.
Interactive catering inquiry
Build your request from the details you already know
Every field is optional. Add what is useful, label estimates clearly and leave unfinished decisions for the discussion with Jojie’s.
Catering inquiry builder
The indicator measures how much context is available. It does not block you from sending the inquiry.
A starting inquiry
Packed-meal details that may help
- Number of meals by meal period
- Distribution by room, floor or shift
- Number of menu choices
- Special-meal labels
- Preferred arrival window
Food-tray details that may help
- Group size
- Serving table availability
- Plates and utensils
- Dishes or ready-made sets being considered
- Preferred delivery time
Buffet details that may help
- Cuisine collection
- Buffet equipment
- Dinnerware
- Service staff
- Guest tables and chairs
- Setup window and collection deadline
Cocktail-event details that may help
- Standing or seated guests
- Guest movement
- Cocktail tables
- Service staff
- Program duration
- Drinks arrangement
Questions that can help you choose
- Will guests have a dedicated meal break?
- Is there room for a buffet?
- Will your office or venue handle serving and cleanup?
- Does every guest need one assigned portion?
Your generated message
Review, edit and copy your catering inquiry
Early planning is acceptable
You may request a quotation before everything is final
A realistic estimate is more useful than waiting without making contact. Clearly show which details may still change.
Guest count
Send a realistic range and the date when registration or attendance will be final.
Venue
Share the likely city, venue type and locations being considered.
Menu
Tell us the cuisines, dishes or service formats you would like to compare.
Budget
Provide a working range or ask for options at different service levels.
Why totals can differ
What can change a catering quotation?
Two events with the same number of guests can have different totals because the food, service, equipment, staffing and logistics are not the same.
Food
- Number of dishes
- Type of protein
- Menu style
- Dessert and drinks
- Special meals
Service format
- Packed meals
- Food trays
- Buffet
- Cocktail service
- Several meal periods
Equipment
- Buffet equipment
- Dinnerware
- Tables and chairs
- Linens
- Serving stations
Staffing
- Setup team
- Buffet attendants
- Waiters
- Station attendants
- Longer service period
Venue logistics
- Distance
- Security
- Loading
- Elevators
- Several rooms or floors
Schedule and billing
- Early or late service
- Short lead time
- Purchase orders
- Invoice documents
- Quotation validity
Annotated example
What a useful catering inquiry looks like
Click each highlighted line to see why the detail helps Jojie’s understand the event.
Sample client request
Look beyond the final total
How to read a catering quotation
Menu and quantity
- Exact dishes
- Number of servings
- Drinks and dessert
- Special meals
- Quantity assumptions
Equipment and rentals
- Buffet equipment
- Serving utensils
- Dinnerware
- Tables and chairs
- Equipment collection
Staffing
- Number and type of staff
- Setup support
- Service period
- Overtime
- Clearing responsibility
Logistics
- Delivery address
- Arrival time
- Setup
- Collection
- Venue assumptions
Fees and terms
- Service charge
- Delivery
- Down payment
- Balance schedule
- Quotation validity
Compare like with like
Quotation comparison checker
Use the same event details for every supplier, then compare the menu, equipment, staffing, logistics, fees and responsibilities—not only the bottom-line price.
| Item | Quotation A | Quotation B | Quotation C |
|---|---|---|---|
| Guest count used | |||
| Menu and number of dishes | |||
| Drinks and dessert | |||
| Buffet equipment | |||
| Plates and cutlery | |||
| Tables, chairs and linens | |||
| Service staff | |||
| Delivery, setup and collection | |||
| Service charge and other fees | |||
| Payment schedule | |||
| Quotation validity | |||
| Client responsibilities |
Companies and institutions
A note for formal RFQs and procurement
Some organisations use an official request-for-quotation document with fixed specifications, approved budgets, supplier requirements, submission rules and evaluation deadlines.
The inquiry builder above can help summarise the event, but it does not replace your organisation’s procurement document. Send the official RFQ and complete submission requirements to Jojie’s.
Catering quotation questions
Before you send the inquiry
Can I ask for a quotation before the guest count is final?
Yes. Send a realistic estimate or range and explain when the final count is expected. The quotation may be updated when the quantity is confirmed.
Can I request a quotation before choosing a venue?
Yes. Share the likely city, type of venue and any locations you are considering. Final delivery, access and setup requirements may change after the venue is selected.
Do I need to choose the complete menu first?
No. Tell us the cuisine, dishes or service style you are considering. We can help you explore suitable options based on the event, schedule, guests and budget.
Should I include my budget?
A working budget or range helps us suggest options that are closer to what you can approve. You can provide a per-person target or a total-event budget.
What should be included in a catering quotation?
Review the menu, quantities, equipment, rentals, staffing, delivery, setup, collection, service charges, other fees, payment schedule, quotation validity and the responsibilities of the client or venue.
Why can two quotations for the same guest count be different?
The menus, number of dishes, service style, equipment, staffing, venue access, delivery schedule and collection requirements may be different.
How do I compare several catering quotations?
Make sure each supplier received the same event details, then compare the inclusions, exclusions, quantities, staffing, equipment, logistics, fees and responsibilities—not only the final total.
Is a catering quotation already a confirmed booking?
No. Review the quotation and reservation instructions. Your date is secured only after the required booking steps have been completed and confirmed.
What should I send for a formal company RFQ?
Follow your organisation’s official procurement document and submission requirements. Send the complete RFQ to Jojie’s so the required specifications and documents can be reviewed.
Can Jojie’s help when some details are still undecided?
Yes. Send what you already know and clearly mark the estimates and unknowns. We can help you work through the menu, service format and setup options that still need discussion.
Tell us about your event
Request a clearer catering quotation
Begin with the date, venue or area, estimated guest count, event type, serving time, menu direction, service format, equipment, staffing, access, working budget and billing requirements. We’ll help you identify the details that still need discussion.