Coordinating and Planning an Event

To coordinate/plan an event, follow the below steps:

Set yourself up to set up the event:

• Print a copy of the contract (first page only)

• Print a copy of Event Prep Checklist

• Confirm catering by 1 week deadline

If you don't have it already, confirm the folllowing with a client:

• headcount

• arrival time to set up

• confirm food drop times

• confirm bar arrangement (package, or if cash bar, who is covering cost, guests or client)

• confirm decor policy (no confetti or balloons with confetti)

• confirm use of card on file or bringing payment for balance.

Send a Server Sheet or Event Info Email:

• For events in Tiny Montgomery/Private Bar, Yard, MB & Y, Studio, or MB & P, create a server sheet with specific set up for each staff member, download a PDF of it, and attach to a general event email. Example here.

• For partial yard or parlor events, all details can be sent in an email format.

• Send email to that event's server, managers, kitchen team (janice, brent, carlos)

• Always cc Anna, Zach, Santina

• Include occasion, general set up instructions (if any), and contact's name

• Outline drink arrangement or refer to Server Sheet

  • • Drink Minimums (drinks on one tab or individual tabs)

    • Hourly Drink Packages (unlimited drinks tracked on a ghost tab - print and void at end)

• Outline food package and service times or refer to Server Sheet

• Outline POS instructions, and if the client will pay with card on file ("close to tripleseat") or on site ('Ask client for payment') or refer to Server Sheet.

  • • Drink Minimums - calculate minimum by subtracting orders from contracted $$, remainder is rung in

    • Drink Packages - depending on package, split values between Event Beer, Event Wine, Event Liquor. This can be rung in at beginning of event and closed out.

• Sidebar additional information by forwarded this email to any individual staff members with further instructions (for example, closing manager for night before to assist with setting up the floor plan at close, etc)