Pre-Event Preparation and Setup
Review Relevant Documentation
Pre-event preparation and setup involves reviewing relevant documentation and equipment inventory.
The most important documents include a Banquet Event Order (BEO), a Run of Show (ROS), a rental list, a staff list, and a floor plan.
Banquet Event Order (BEO) and Run of Show (ROS)
A Banquet Event Order (BEO) is a comprehensive document that serves as a blueprint for planning, executing, and evaluating an event. It lists specifications, including details on vendors, setup, and staffing.
The Run of Show (ROS) is a document that provides the chronology of an event (from setup to breakdown). It lists specifications on how an event will proceed, including transitions between service types and service areas. The ROS may be included in the BEO or may be an independent document.
The coat check captain uses these documents to anticipate guest behavior based on:
The location of the event occurring (and whether it is internal and will likely require less checked items, as employees have designated workspaces at which to leave belongings, or external to the organization and will likely require more checked items)
The type of event occuring
The number of guests
The duration of the event for the guests
The timeline of the event
If the equipment and staffing is sufficient
The coat check captain also uses these documents to anticipate setup, execution, and breakdown times, as well as peak service times, based on:
The event setup and start time, focusing on guest arrival
The event breakdown and end time, focusing on guest departure
The guest mode of transportation (and volume of transportation, which will determine guest influx)
The coat check captain should also consider the time of year and the weather forecast in planning to check in and retrieve guest belongings.
Rental List
A rental list is a document that provides the inventory of equipment and materials a given vendor supplies for an event. It lists items including furniture, linens, tableware, station equipment, and décor. It details items, item details and/or descriptions, item quantities, vendor information, delivery details, condition notes, setup and/or usage requirements, and return instructions.
The coat check captain uses this document in conjunction with the BEO and ROS to understand:
The full inventory of the coat check equipment provided
The details related to the sizing of coat check equipment
Staff List
A staff list is a document that provides the names and relevant details of staff (members of the service professional team) working a given event. It lists information including positions, contact information, start and end times, and total hours.
The coat check captain uses this document to understand:
The number of coat check staff members, including coat check attendants
Floor Plan
A floor plan is a document that provides an architectural plan or diagram of a venue from a bird’s-eye view. A floor plan for an event often lists information including the direction for arranging and placing items during setup, including information on BOH and FOH. For BOH, this often includes sanitation and for FOH this often includes table size, quantity, and guest number.
The coat check captain uses this document in conjunction with the others to understand:
The layout of the venue
How the layout of the venue supports coat check operations in terms of the layout and location of equipment and paths for equipment