Pre-Event Preparation and Setup
Review Relevant Documentation and Equipment Inventory in Conjunction with the Event Captain
Pre-event preparation and setup involves reviewing relevant documentation and equipment inventory in conjunction with the event captain.
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. A manager is responsible for creating and circulating the BEO to all relevant departments.
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 buffet captain uses these documents to anticipate guest behavior and consumption by identifying:
The type of event occurring (and so the service type)
The number of guests
The duration of the event for guests
The buffet captain also uses these documents to anticipate setup, execution, and breakdown times with respect to food timing 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 details and/or descriptions, item quantities, vendor information, delivery details, condition notes, setup and/or usage requirements, and return instructions.
The buffet captain uses this document in conjunction with the BEO and ROS to understand:
The full inventory of the buffet equipment provided
The details related to the sizing of buffet equipment
If the buffet 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
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 buffet captain uses this document (in conjunction with others) to understand:
The number of buffet staff members, including attendants and runners
If the number of staff members is sufficient for the event
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 buffet captain uses this document in conjunction with the others to understand:
The layout of the venue
How the layout of the venue supports buffet operations with respect to the location of buffets and stations, inventory and equipment, paths for inventory and equipment, and the planned service types, service areas, and transitions between service types and service areas