It's important that you do more in the proposal than merely repeat what the client asked for. Remember, you're being hired for your creative flair in addition to your efficiency and logistical abilities. Creativity and an effort to make the client's event truly special translates into a proposal that is easily distinguished from the competition and makes the client happy and loyal to you. You'll be hard to replace with another local caterer if you deliver comprehensive and creative proposals to your clients. Make sure to write proposals when you have the time to focus on them to ensure that they're your best work.

In your proposal, recap the client's key requests or parameters in a paragraph or in bullet points. Follow that with a section entitled “Suggestions.” Build on the client's desires and show how you can make the event unique. After seeing the event space, let the client know how you envision the setup and how the event will flow around it. If the client wants a chic, casual atmosphere, for example, suggest where to seat the guests, where to set up the bar, and where to place the buffet. Suggest specific décor elements to help reinforce the mood of the party. If you think it appropriate, suggest floral decorations, rearranging furniture, or using another room to serve cocktails and hors d'oeuvres if you need more space.

All of your proposals should have a standard design and have the same subheadings. Design a proposal and use the blank template for all proposals. You can refer to previous proposals, but using a blank template ensures that you won't inadvertently include components from an old proposal in a new one. If you're e-mailing a proposal, make sure it prints out properly formatted and looks professional.

Creative Menu Suggestions

Clients will look to you to create and execute an exciting menu for their event. Many clients want to offer their guests something new and unique. Be creative in the food choices and pairings and in serving them. If the event is buffet style, describe how your buffet will have distinctiveness and drama and will be more than a boring line of stainless steel chafing dishes. Include a photo or two of similar buffets you've designed. Maybe you can suggest a theme for the buffet that will tie the event together.

If your client wants a poultry entrée for her dinner, think beyond the typical roast chicken. Suggest a Thai chicken breast with coconut milk and star anise if you like cooking Thai, or a red wine poached duck breast served with a piece of crisp honey-and-herb-roasted chicken on the same plate.

Clever Table Seating and Décor

If a client is having a seated dinner, think of a distinct way to decorate the table and seat the guests. If it's a Thanksgiving dinner, turn small, colorful squash into place-card holders by making a slit at the top of each one. They'll be easier to see than if they are laying flat on the table. Serve your soup in hollowed-out squash gourds, and decorate the table with whole chestnuts and other nuts with their shells on. Roast the nuts and make them part of the dessert by offering guests bowls and nutcrackers. Serve chocolate dipping sauce and spiced sugars so that guests can coat their nuts and can enjoy them with their tea and coffee.

Make sure that each of your suggestions has a price or price range associated with it. This way the client can pick and choose from your list of suggestions and can easily understand how each one will affect his budget. For example, if the client only wanted a simple crudités platter and assorted nuts for arriving guests, and you think that passed hors d'oeuvres would be a worthwhile addition, let the client know your reasoning and give him a couple of pricing options. Let him choose between four different room-temperature hors d'oeuvres, or eight different hot and cold hors d'oeuvres for a slightly higher price.