I am the catering coordinator at the restaurant I work for. We do lots of weddings and business luncheons. Our weddings typically range in distance from 15 - 35 miles. We had something come up recently 160 miles away. I will need to take probably 5 employees. We will need to take our catering van, and probably one other car. We have figured it will be about $1200 dollars on top of what we would usually charge, I am just trying to figure out a way to explain that when presenting the price to our client. Any suggestions?
Do you have a policy in place in your catering contract that details how far you will travel from the restaurant, and what the charge for travel time outside of the established radius?
When I did outside catering, we worked in a 25 mile radius from our office. Anything outside of the "zone" was charged per mile and per man hour, round trip.
On our catering menu it reads that additional fees will be charged outside of 35 miles. The client seems prepared to hear a pretty high number -- I just am not sure how to explain it to him without saying, "well you have to pay for all our gas, and all our labor" and so on. Am I making sense? I just need help in sounding professional when explaining the fee. I've never had to do it before.
285 miles (less your 35 mile radius) @ $1.25 per mile = 356.25
6 hrs Travel Time @ $x pr hr =? What ever your combined hourly rate is for five employees ....or a flat fee to cover their rate.
Is regular labor for setup, tear down and clean up also included in your bid? I would assume so.
Charge for one vehicle, round trip. The client could care less how many vehicles you need to take. $356 should cover your fuel?
Explain to them your policy is to travel within a 35 mile radius of your restaurant. Set a standard mileage fee and quote anything else that comes up like this on a case by case basis.