Full Service Recipe

Collect event date, start/end times, venue address, estimated guest count, client contact, and event type. Confirm these details in writing and add to the project file.

Schedule an initial planning call with the client to review expectations, high-level budget, and any preferred service style (plated, buffet, passed hors d'oeuvres, stations).

Provide sample menus and receive client preferences. Create a custom menu set (starters, mains, desserts) tailored to event type and budget.

Collect dietary restrictions and allergies; annotate menu with alternatives or modifications. Plan at least 5-10% of total servings as vegetarian/vegan and separate gluten-free options if required.

Confirm beverage package: decide between open, limited, or cash bar. If offering an open bar, estimate alcohol quantities using industry guidelines (for example, 2 drinks per guest for first hour, 1 per guest per subsequent hour) and create a purchase list.

If signature cocktails are requested, develop recipes (2 cocktail options recommended) and list necessary spirits, liqueurs, mixers, and garnishes.

Confirm non-alcoholic options (water, soda, house mocktail) and quantities.

Calculate staffing levels based on guest count and service style using the established ratios. Assign event lead/manager and list staff roles and arrival times.

Reserve required serviceware, tables, chairs, linens, portable bar, hot/cold holding units, cooking equipment, and service stations. Confirm rental orders and delivery/pickup windows.

Prepare a staffing schedule including setup, service, and breakdown times. Provide staff with a detailed run sheet and floor plan.

Confirm POS and payment processing setup; test terminals and ensure wifi/cell coverage at venue or arrange offline processing.

Request COI from the company and send to the venue if required. Secure any alcohol permits and confirm liquor liability coverage with insurer.

Verify health department permitting requirements for the venue and apply if needed. Keep copies of all permits in the event file.

Agree on a delivery and setup window with the venue. Confirm load-in location, elevator/stair access, power sources, and parking instructions with venue contact.

Arrange for generator rental if venue lacks sufficient power for cooking or bar equipment.

Create a procurement list for all food ingredients based on final menu and guest count, including buffer quantities for unexpected guests (typically +5-10%).

Generate an alcohol and mixer purchase list based on the confirmed beverage package and estimated consumption. Order ice quantities (estimate 50 lbs per 50 guests) and schedule delivery to arrive during setup.

Pack disposables, condiments, and service station supplies into labeled kits for easy setup.

Perform a pre-event inventory check 48 hours prior to confirm all items have been procured or reserved.

Arrive during agreed delivery window. Check in with venue contact, confirm load-in point, and stage equipment at the service areas indicated on the floor plan.

Set up bar, hot-holding units, cold holding/coolers, service stations, and POS. Lay out serviceware, linens, centerpieces, menu signage, and waste/recycling bins.

Conduct a pre-service check with the event lead, head chef, and bar lead to walk through the timeline, service cues, and any special requests.

Brief all staff on guest dietary restrictions, allergies, and service standards. Assign server sections and bartending responsibilities.

Begin service according to timeline (cocktail hour, dinner, dessert, toasts). Ensure servers follow plating/portion specifications and maintain clean service stations.

Bartenders should prepare signature cocktails to order, maintain bar cleanliness, and track consumption for inventory and any cash bar reconciliation.

Event lead monitors timing, coordinates with venue for AV or schedule changes, and manages any client requests in real time.

Provide timely clearing of plates and replenishment of service stations. Maintain food safety practices for hot and cold items (temperature checks recorded).

Begin breakdown at agreed time. Pack reusable serviceware and rental items separately from waste. Coordinate with rental company for pickup times.

Collect any client property, leftover food per client instructions, and reconcile bar inventory versus sales if applicable.

Perform a venue walk-through with the venue contact to ensure no damage and confirm waste removal responsibilities.

Complete post-event paperwork: final invoice, tip/out-of-pocket reconciliation, staff timesheets, and a short event report noting successes and areas for improvement.