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Event Bar SOP (Studio) (TBD
Managing A Private Event - MOD Expectations
Managing A Private Event - MOD Expectations
what we'll ask of you
manage the event staff to ensure they're following the instructions laid out for them on the server sheet
double check the event staff have completed their work to set up the space
complete any tasks assigned to you on the server sheet (usually just music and setting up tabs to account for the event)
welcome the client, show them to the space, and review the food & drink plan (ex: "You have a cash bar from 8-11pm, and your catering will be served at 9pm. I'll check in periodically to ensure service is running smoothly!")
check in periodically, and ensure food is being served on time (and assist if you're able, or if needed)
how we'll prepare you
At the weekly event ops meeting, the team will agree upon a manager plan for the upcoming events. If a MOD is assigned to an event, Angie will tailor her server sheet to be as detailed as possible, as well as follow up with that manager prior to the event to ensure all the instructions are clear.
This means you will need to read the server sheet ahead of time. Please do that, and air any questions about the event in advance with the events team. We can't help you if you don't take the time to prepare yourself!
what to do when
a client asks for something
Simply put, try to help them. If it's a clear no ("I want to set up an ice sculpture!"), feel free to kindly say no. We can't do everything.
If it's reasonable ("Could we stay for 30 more minutes so everyone can have another drink toward the minimum?"), and possible (there's not an event booked right after), say yes!
Remember, they have signed a contract that very clearly outlines what is provided, what is not provided, what is or isn't allowed, and we can always rely on that.
a client challenges the minimum spend calculation
You can use this exact language or a variation of it
"We track all drinks ordered carefully through your dedicated server/bar, and I can assure you this math is correct. I'm happy to double check it again for you. That said, your final charges will be processed [NEXT BUSINESS DAY aka Monday] so if you have concerns, you may reach out to the events team and they can assist you further."
a client asks for a discount
Generally, there aren't discounts available that haven't been arranged in advance. Any billing or payment negotiation should be handled by the events team, so direct them to events@ or Kelly/Gretchen.
a client asks for more food
If the client has a catering package, and the kitchen has confirmed that all the items in their package have been served, let the client know that. More platters may be available for purchase, but otherwise, direct them to the kitchen for a la carte items.
Managing Event Staff
Managing Event Staff
On the server sheet will be a list of to-dos for each staff member or contributor to the party. After reading the server sheet, please check in with the staff to ensure they've completed these to-dos before the event begins.
Checking in on the staff, or letting them know to find you if they need you is all that should need to happen during an event. Periodic check ins to make sure enough bussing is being done, and no one is standing around is helpful.
In closing an event, staff will have a breakdown checklist. Please read it and check in to ensure all the tasks are completed before cutting them.
POS Instructions
POS Instructions
How to enter them
For most events, you'll find there are two tabs that need plugging in. Tab 1 is often the room rental fee and admin fee (a small % fee charged to coordinate an event). The second event will have other things, like catering, drinks, auto-gratuity, etc.
Server sheets will have POS instructions outlined exactly as they should be plugged into the POS, like this:
TAB 1 (ADMIN TAB)
Event Rental Fee: $500.00
Admin Fee: $70.70
Close out to Tripleseat
TAB 2 (TM 1st BIRTHDAY PARTY)
Event Remainder of Beverage Minimum <$500.00
Here's how to calculate a minimum
Event Food: $414.00
Gratuity: Auto-20%
Apply deposit of $988.29 and close out to Tripleseat.
Close remainder out to Tripleseat.
Sometimes a deposit is paid in advance of the event, as listed above. To apply a deposit, go to "Payments" --> Split Check --> Custom Amount --> $$$, and then type in "Tripleseat" as the payment method.
Why they are entered this way
Rental fees and admin fees are not included in the total on which gratuity is calculated. That is why we enter them separately from food and drink in Square.
Food, drink, and associated remainders of minimums are entered separately so that auto-grat (20%) can be applied to those items.
Both tabs, unless specifically noted, will auto-calculate taxes.
When in doubt, double check your math! And remember:
Totals on contracts won't match what's in Square, particularly when a party is having guests pay individually toward the beverage minimum. You are also splitting it up into two tabs (as seen above) so do some quick math to make sure it's right:
For example, the total (with tax) from Tab 1, total with tax from Tab 2, and the total drink revenue you calculated against the minimum should be about the total listed on the contract.
Event Glossary of Terms + Quick Info
Event Glossary of Terms + Quick Info
Beverage Minimum Spend
A beverage minimum spend is the minimum requirement a party needs to meet with beverage orders (before tax, gratuity, etc). Food or catering does not contribute to a beverage minimum spend. The host of the party can cover the cost of all the drinks (all drinks rung in onto one tab), or they can opt to have guests order and pay for their drinks (separate tabs).
A beverage minimum is essentially a cash bar. When we arrange this, most/all drinks we offer are available to order (including things like rounds of shots), so we'll use regular bar menus with pricing and charge per drink.
At the end of a party with a beverage minimum, the event manager or MOD will tally the drinks ordered (gross) and subtract that from the contracted minimum. For example, if a drink minimum is $1,000 and only $750 in drinks were ordered during the party, that means there's a $250 remainder. The POS instructions will further outline how/where to charge the remainder. Step by step instructions for this process can be found here.
Terms of a minimum spend:
all drinks we serve are eligible to contribute to a beverage minimum spend (beer, wine, cocktails, third party, non alcoholic beverages)
retail beer cannot be purchased to satisfy a minimum spend (it says so in their event contract)
we reserve the right to limit consumption or cut someone off even if they are far from their minimum.
Unlimited Bar Packages
We offer a select number of beverage packages that are priced per person, per hour for unlimited quantities of the package contents. For example, an unlimited beer and wine package costs $35 per person for three hours, and in that three hours, the guests can order beer and wine to their hearts content.
While the package is unlimited, we keep track of the drinks ordered on a ghost tab to ensure we account for inventory on the back end. At the end of an event, we void the ghost tab but record the value of it for accounting purposes.
Shots are not included in unlimited bar packages, but can be purchased separately. More on that below!
Shots
Shots are always on the menu, as long as the person or people ordering them are not too drunk to have them. However, in an event setting, shots may or may not be included in the package selected, so to know when they are or aren't, please review the examples below.
A party has arranged an unlimited standard bar package (that's beer, wine, and basic standard cocktails - and all drinks being ordered are tallied on a ghost tab). This is a flat rate package per guest paid for by the client. In this setting, shots are NOT INCLUDED in the bar package. However, a guest can order shots and pay for them**.
A party has arranged a cash bar with a beverage minimum of $1,000. This means our full menu is available for each guest to order from and pay for (like normal bar service). In this case, shots are available for guests to purchase. Shots are a drink we offer and all drinks count toward the minimum. The only scenario where shots may not be included is if a client is covering the drinks and specifically requests that shots not be served at their party (this is uncommon).
**The service of a shot or any drink is dependent upon the bartender and/or manager's judgement. The safe service of alcohol is our responsibility and priority.
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