Event Vendor Proposal Letter

[YOUR NAME]

[YOUR COMPANY NAME]

[YOUR COMPANY ADDRESS]

[YOUR COMPANY EMAIL]

[YOUR COMPANY WEBSITE]

Date: July 15, 2055

Ms. Jolie Cassin
WinGroup
Seattle, WA 98101

Subject: Proposal for Catering Services for the Annual Corporate Gala

Dear Ms. Cassin,

I hope this message finds you well. On behalf of [YOUR COMPANY NAME] I am excited to submit this proposal for catering services for the Annual Corporate Gala, scheduled for October 1, 2055, at The Grand Pavilion. With our extensive experience in providing exceptional culinary experiences for high-end corporate events, we are confident that our team can deliver a seamless dining experience for your guests.

1. Menu Proposal

We have crafted a tailored menu designed to delight your guests and meet the needs of this elegant event. Below is a sample menu that reflects seasonal ingredients and a balance of flavors:

Appetizers:

• Mini Lobster Rolls with Citrus Aioli

• Truffle Mushroom Crostini

• Shrimp Ceviche on Plantain Chips

Main Course (Plated):

• Grilled Filet Mignon with Red Wine Reduction, served with Herb-Roasted Potatoes and Asparagus

• Seared Sea Bass with Lemon Caper Sauce, served with Wild Rice Pilaf and Grilled Vegetables

• Vegetarian Option: Stuffed Eggplant with Quinoa, Spinach, and Roasted Red Pepper Coulis

Sides:

• Heirloom Tomato and Mozzarella Salad with Balsamic Glaze

• Saffron Risotto with Parmesan

• Freshly Baked Artisan Bread

Desserts:

• Decadent Chocolate Mousse with Fresh Berries

• Vanilla Bean Crème Brûlée

• Assorted French Macarons

Beverage Options:

• Sparkling and Still Water, Soft Drinks, and Freshly Squeezed Lemonade

• Specialty Coffee and Organic Tea Selection

• Full Bar with Signature Cocktails, Fine Wines, and Premium Spirits

We recommend scheduling a tasting session on August 10, 2050, to finalize your menu choices and ensure everything is to your satisfaction.

2. Pricing

Based on 150 guests, we have outlined the estimated costs below:

• Appetizers: $15 per person

• Main Course: $45 per person

• Desserts: $12 per person

• Beverages: $10 per person

• Service & Staff Charges: $2,500 (includes chefs, waitstaff, and event coordination)

• Total Estimated Cost: $12,750

The final cost will depend on the confirmed number of guests and any adjustments to the menu or services.

3. Logistics & Additional Services

Our team will arrive at 2:00 PM on the event day for full setup, ensuring everything is prepared by 6:00 PM when guests are expected to arrive. We will manage all aspects of service throughout the event, including:

• Table setup with linens, glassware, and cutlery (provided upon request).

• Continuous food service until 10:00 PM, followed by cleanup and teardown, which will be completed by 11:30 PM.

We also offer additional services such as:

• Customized Food Stations: A live-action pasta or carving station to add a unique touch.

• On-Site Coordination: A dedicated event manager to oversee catering logistics and guest experience.

4. Why Choose [YOUR COMPANY NAME]?

At [YOUR COMPANY NAME], we take pride in delivering more than just food—we create experiences. With over 20 years in the catering industry, we have worked with top-tier clients, including:

• Fortune 500 Gala (Corporate Dinner, Year 2054)

• The Williams Wedding (Luxury Wedding, Year 2052)

• Citywide Charity Event (Benefit Gala, Year 2050)

Our commitment to excellence, attention to detail, and ability to create tailored menus ensure that your event will be as unique and sophisticated as your vision.

5. Next Steps

We look forward to the opportunity to collaborate with you on the Annual Corporate Gala. Should you have any questions or require modifications to the proposal, please do not hesitate to reach out at 222 555 7777 or [YOUR COMPANY EMAIL]. If you wish to proceed, we kindly ask that you confirm your booking by August 20, 2055, to secure your date.

Thank you for considering [YOUR COMPANY NAME] for your event. We are excited to help create an unforgettable dining experience for your guests.

Warm regards,

[YOUR NAME]
Director of Catering

Enclosures:

• Sample Menu

• Terms and Conditions

• Client Testimonials Available Upon Request

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