Pre-Event Preparation and Setup
Review Relevant Documentation
Pre-event preparation and setup involve 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, a floor plan, a beverage inventory sheet, and (if separate) a menu.
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 cocktail captain uses these two documents to anticipate guest behavior and guest food and beverage consumption based on:
The type of event occuring
The number of guests
The duration of the event for the guests
These documents, in conjunction with others, also helps the cocktail captain to determine if inventory and staffing are sufficient.
The cocktail captain also uses these documents to anticipate setup, execution, and breakdown times based on:
The duration of time between the event setup and the event start
The duration of time with respect to the event breakdown and the event end
The logistical and operational protocols to consider with respect to service types, service areas, and the transition between them
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 specifications and/or descriptions, item quantities, vendor information, delivery details, condition notes, setup and/or usage requirements, and return instructions.
The cocktail captain uses this document in conjunction with the BEO and ROS to understand:
The full inventory of the equipment provided
The details related to the size of the equipment
If the equipment is sufficient for the type of event, number of guests, duration of the event, the service types, the service areas, and the transitions between these
Because passed hors d’oeuvres and cocktail service is a blended service, and one that often precedes dinner, it is particularly important to be aware of transitions and their timing
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 cocktail captain uses this document to understand:
The number of wait staff and bar staff members
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 cocktail captain uses this document in conjunction with the others to understand:
The layout of the venue
How the layout of the venue supports operations with respect to the location of built-in and temporary bars (if applicable), service and passing stations, inventory and equipment, paths for inventory and equipment, and the planned service types, service areas, and transitions between service types and service areas
Beverage Inventory Sheet
A beverage inventory sheet (sometimes called a pull sheet) is a document managed by the bar staff that details the inventory of alcoholic beverages, non-alcoholic beverages, and (occasionally) garnishes, equipment, and ice. It lists the name of the member of the service professional team who is completing the sheet, the event name, the event date, and the ordered inventory, starting inventory, added inventory, ending inventory, and usage for all beverages, garnishes, equipment, and ice.
The cocktail captain uses this document to understand:
The inventory of alcoholic beverages and non-alcoholic beverages, including
Number of beverages
Brand, type, and/or varietal of beverages
The inventory of bar equipment (if not on the rental list)
The inventory of ice
Menu
A menu lists the food offerings for the event and is often managed by the culinary team. Sometimes the menu is included in or attached to the BEO or ROS.
The cocktail captain uses this document to understand:
The available hors d’oeuvres, their quantities and possible allergens