Client: Client name
Date: TBC
Venue: TBC
Guests: 100
Service: Buffet service
Lead: Event lead
Contacts
Client: Client contact and phone
Venue: Venue contact and phone
Emergency: Emergency contact and phone
Timeline
Kitchen call: TBC
Load: TBC
Depart: TBC
Venue access: TBC
Setup complete: TBC
Service: TBC to TBC
Site clear: TBC
Menu, quantities, and replenishment
List menu items, planned quantities, portion assumptions, service vessels, garnish, and replenishment sequence.
Dietary requests and allergen communication
List confirmed dietary requests, known allergens, separate items, labels, utensils, and the team member responsible for communication.
Staff assignments and ownership
Event lead:
Kitchen and prep:
Driver and load lead:
Setup:
Service:
Breakdown and return:
Equipment, rentals, and load list
Hot holding, cold holding, serviceware, tables, linens, utensils, labels, sanitation, handwashing, fire safety, lighting, extension cables, tools, backup supplies.
Venue, layout, utilities, and restrictions
Document loading route, parking, service position, guest flow, power, water, waste, weather exposure, stairs, elevators, security, and venue restrictions.
Food safety and sanitation
Record transport controls, holding method, monitoring responsibility, corrective action, allergen controls, handwashing, cleaning, and leftover disposition.
Client and venue deliverables
Final guest count, final menu approval, venue approval, access credentials, floor plan, dietary information, payment status, rental approval, and day-of contact.
Contingency plan
Late access:
Power failure:
Weather change:
Equipment failure:
Staff absence:
Traffic delay:
Guest count variance:
Post-event close
Count returned equipment and rentals, record waste and leftovers, capture temperatures and incidents, reconcile labor, note client feedback, and assign follow-up.
Readiness checks: 0/10
□Load-in route and access confirmed
□Truck, trailer, or delivery parking confirmed
□Power source, outlets, load, and cable route confirmed
□Potable water source or onboard supply confirmed
□Wastewater, trash, oil, and cleanup plan confirmed
□Weather, wind, rain, heat, and shelter plan confirmed
□Open-flame, fire, hood, and extinguisher requirements confirmed
□Handwashing setup and supplies confirmed
□Cold and hot holding capacity confirmed
□Day-of venue decision maker confirmed
This brief coordinates the team. It does not replace the signed catering agreement, local permits, venue rules, food safety plan, emergency procedures, or instructions from the responsible regulatory authority.