Free Event Menu Planner Template for Caterers (Google Docs Download)
Planning a catering menu sounds exciting—until you’re juggling dietary restrictions, portion sizes, client preferences, and a dozen last-minute requests. If you’ve ever scrambled to figure out how many hors d'oeuvres to make for 120 guests, or forgotten to track vegan options until the week of the event, you know the stress. That’s exactly why we created a free Event Menu Planner Template in Google Docs—designed for caterers, event planners, and even DIY hosts who want to stay organized and look professional.
👉 Click here to download the free Event Menu Planner Template
Why Every Caterer Needs a Menu Planner
Catering isn’t just about food—it’s about logistics, budgeting, and presentation. A good event menu planner keeps all those moving parts in one place:
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Guest counts and portions so you don’t over-spend or run short.
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Dietary and allergen tracking to avoid awkward situations and keep guests safe.
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Cost breakdowns so you know exactly how much profit you’re making.
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Shopping and prep timelines so your team isn’t running in circles the day of the event.
Instead of scribbling notes on a pad or juggling multiple spreadsheets, you can use this one template, duplicate it for every client, and instantly have a professional-looking document ready to share.
What’s Inside the Template
Our Event Menu Planner Template is fully editable in Google Docs and broken into easy-to-use sections:
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Event Overview – capture details like client name, date, type of event, and theme.
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Menu by Course – pre-formatted tables for appetizers, main courses, sides, desserts, and beverages.
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Dietary & Allergen Tracking – dedicated space for vegetarian, vegan, gluten-free, and allergy notes.
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Portion & Cost Estimator – a simple table to help you calculate total portions and cost per plate.
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Shopping & Prep Timeline – reminders for one week before, three days before, and day-of prep.
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Final Notes – a place to capture client requests, setup details, or staffing needs.
It’s structured enough to keep you on track, but flexible enough to customize for weddings, corporate events, or backyard parties.
👉 Download the template free here
Bonus Tips for Using the Planner
To make this resource even more valuable, we included 30 bonus tips and catering resources inside the document. A few highlights:
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Plan 1.5 servings per guest for appetizers—guests always eat more while mingling.
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Label buffet dishes with allergen icons (nuts, gluten, dairy) to build trust and professionalism.
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Offer one signature dish per event—something you’re known for that makes your menu memorable.
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Always prepare 10–15% more food than the guest count for buffets (without overdoing high-cost items).
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Upsell with add-on stations like late-night snacks, a coffee bar, or a dessert table.
These kinds of small adjustments not only improve guest experience but also help increase your profits and make your catering business stand out.
How to Get the Most Value From This Freebie
Here’s how professional caterers can turn this template into a business tool:
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Use it for client consultations. Fill it out during your first meeting so clients feel confident in your process.
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Keep a folder of completed planners. Over time, you’ll build a database of your most popular menus and pricing data.
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Present it as a branded document. Add your logo and contact info so it doubles as a professional handout.
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Train your staff with it. Use the prep timeline to assign tasks and make sure nothing falls through the cracks.
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Stay consistent. Using the same format for every event keeps your systems professional and repeatable.
Start Planning Stress-Free
Whether you’re just starting a catering business or managing dozens of events per year, having a reliable system for planning menus is a game-changer. Instead of scattered notes, endless texts, and last-minute food runs, you’ll have a structured guide that keeps you and your clients on the same page.
Ready to try it?
👉 Download the Event Menu Planner Template (Free Google Docs)
👉 Subscribe to my YouTube Channel for Catering Business Tips
Stop stressing about menu planning. Start organizing like a pro—with one simple, free template.