Pricing Inquiry Response Scripts for Caterers
In the catering world, being the first to answer the phone often means the difference between booking a $10,000 wedding or losing it to the kitchen down the street. These scripts help you provide professional, transparent pricing even when you are elbow-deep in prep work or managing a busy event floor.
The Standard 'How Much?' Inquiry
Use this when a caller asks for a general price without providing guest counts or menu preferences.
I would love to help you with your event! Our pricing generally depends on the style of service and the menu. For a standard catered party with 20 guests, most clients invest between $500 and $1,500 depending on the ingredients. To give you an accurate number, I just need to know your guest count and if you are looking for a simple drop-off or a full-service experience with servers. Does one of those styles sound like what you had in mind?
Tips for this scenario
- -Always give a range rather than a single number to protect your margins.
- -Ask about the 'style of service' immediately to determine labor costs.
Common Mistakes to Avoid
Pro Tips
- 1.Use 'starting at' pricing to give yourself a buffer for rising meat and produce costs.
- 2.If you are in the kitchen, use SkipCalls to answer and screen inquiries so you don't have to wash your hands every time the phone rings.
- 3.Always ask 'How did you hear about us?' to track which marketing or referrals are working.
- 4.Keep a digital 'Price Sheet' PDF on your phone to text to customers immediately after a call.
- 5.Record guest count and venue location before discussing specific menu items.
Frequently Asked Questions
Should I put my full menu pricing on my website?
It is better to provide 'starting at' ranges. This prevents you from being locked into a price if food costs spike or if the event requires extra staffing labor.
How do I handle callers who want a discount for a large group?
Explain that while food costs scale, labor costs for prep, plating, and serving also increase with group size. Offer to simplify the menu rather than discounting your labor.
What is the best way to handle 'last minute' emergency calls?
Have a 'short notice' menu ready with items you always have in stock. Charge a 20 percent rush fee to cover the extra stress on your kitchen staff.
How do I tell a customer I am already booked for their date?
Be direct but helpful. Say, 'We are fully committed for that date to ensure our current clients get 100 percent of our attention, but I would love to help you with your next event!'
Never miss another catering lead while you're in the kitchen.
SkipCalls uses AI to answer your phone 24/7, booking consultations and screening price shoppers for just $19.99/month. Let us handle the phone while you handle the food.
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