Form · Business
Catering inquiry form template
Written the way a caterer runs a first planning call, with the logistics a quote depends on. It asks about the event, the guests, the venue and whether food is served indoors or out, then the service style decides what comes next: a drop-off order skips the staffing questions, while a staffed event is asked about the venue kitchen and what equipment you need to bring. Dietary needs and a ranked list of priorities help you pitch the right menu.
Try it live
Try it as a respondent
Every question, and where it leads
The conversation
What a respondent is asked, in order.
Hello! Walk us through your event and we'll build a menu and quote around it.
What's the occasion?
When is it, and roughly what time should food be served?
How many guests are you expecting?
Where is the event?
Will food be served indoors, outdoors or both?
What kind of service are you picturing?
Is there a kitchen at the venue we can use?
Should we bring or provide any of these?
What sort of food would suit the event?
Which dietary needs should the menu cover?
Put these in order of what matters most to you
Roughly what's your budget per guest?
Where should we send the proposal?
Anything else we should know?
Ends with
Thanks, this is plenty to start 🍽️
The flow
Where each answer leads. Every route here is editable once the form is yours.
Single select
Date
Number
Address
Single select
Single select
Single select
Multi select
Multi select
Multi select
Ranking
Number
Contact info
Long text
What this template uses
- Single select
- Date
- Number
- Address
- Multi select
- Ranking
- Contact info
- Long text
- 5 branches
Questions to consider
- What's the smallest and largest guest count you'll cater, and should the form say so?
- Which service styles do you actually offer?
- Do you need the venue address to price travel, and does an outdoor event change your equipment list?
- Would a tasting session be part of your process for bigger events?
How to use the responses
Check the date and guest count first, since those decide whether you can take the job at all. Use the service style, kitchen answer and equipment list to work out staffing and what goes in the van. The ranking tells you how to pitch the proposal: someone who put budget first wants two clear price options, someone who put presentation first wants photos. Reply quickly, because people planning events often ask several caterers at once.
How to customize and share it
- 1Swap the food styles for the cuisines and menus you're known for.
- 2Set the serving time window on the date question to the hours you work.
- 3Link to the form from your menu page, or embed it on your website's catering page.
Frequently asked questions
What should a catering inquiry form include?
The occasion, date and time, guest count, venue, service style, dietary needs and a budget. With those you can write a proposal without a long phone call first.
Why ask for budget per guest rather than a total?
Per guest is how most caterers price, and it's easier for a client to estimate. You can still multiply it by the guest count.
How do I handle allergies on a catering form?
Ask which needs apply, then confirm the exact numbers and severity when you follow up. The notes field is there for anything serious.
Can I skip questions that don't apply?
Yes. This template already skips the kitchen and equipment questions for drop-off orders, and you can edit or add branches to suit your service.