Quote catering and private events with AI, for restaurants

Writing event quotes pulls you off the line to dig through old emails, menu notes, and past receipts. Hand the host's request and your past event files to AI so it can draft the menu, itemized pricing, and reply for you.

What to gather first

The guest's inquiry email or event form
Your current catering menu and price sheet
Two past accepted event proposals
Your private room fees and minimums

Which app

For this one, a plain AI chat window is enough: ChatGPT, Claude, or Gemini. Open the chat, paste what you gathered, and type the message below. First time? Read how to talk to an AI.

How to do it

Paste your pricing and past quotes. Open a chat window and drop in your current menu prices, room minimums, and two old quotes that worked. AI reads these to match how you price courses and talk to hosts. Keep your notes plain.
Add the guest's inquiry. Paste the note from the host into the same window. Include the headcount, date, food restrictions, and any special requests they mentioned. AI sorts the details against what your kitchen can do.
Ask for the draft package. Tell AI to draft a menu, list the price per person, and write the email back to the host. AI compares the request with your past jobs and builds a first draft of the quote. It writes the numbers and the note together.
Review the kitchen numbers. Read through the menu choices and check the prices against your prep costs. Change any dish that the kitchen cannot run that night. Fix the wording so it sounds like your floor staff.
Copy and send the reply. Paste the final text into your own email program. Add your deposit link or contract attachment. Send the quote to the host yourself.

What to type first

Here is an email from a guest asking about a private dinner, along with our current catering menu and two past event quotes. Draft a reply to the host. Include a suggested three-course menu based on their notes, an itemized price breakdown with our room fee, and next steps to book. Do not invent dishes we do not serve. Do not send anything.

Change the words to match your business. AI follows what you say, so say what done looks like.

Before you trust it

Make sure the headcount matches the room minimums on your price sheet.
Check that the suggested courses do not contain any ingredients the guest flagged for allergies.
Confirm the total math matches your current rates and local tax before you paste it into your email.

Once this feels comfortable, you can paste the host's reply into the chat to draft the follow-up note and prep sheet for the kitchen.

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