FINAL WALKTHROUGH. Final Headcount: Verify all vendor information captured Verify Caterer approval process complete Caterer Notes:

Transcription

1 Initial Sale create hard folder & attach blank Operations Plan (pgs 1-6) scan in contract package & save in client computer folder (incl check) Move over info sheet, Event Profile and other client files from "Leads" folder Update Event Profile reflecting payment and date file Create Event on Event Calendar Update Lead Tracking Sheet (update event date if necessary) Add event to Event Tracker Create folder and pull in all past correspondence client copy of Contract, Event Profile, Pricing Sheets & Event Checklist Send out caterer approval process for non-preferred caterers Quickbooks: Add customer & Create Sales Receipt (prepayments) Put payment in Deposit Wallet 2nd Payment (120 days prior to event) Update Event Profile in Excel showing payment & reflect current date at end of file name Save a PDF copy to send to client scan check into client, record pre-pmt in Quickbooks and place check in Deposit Wallet Send client updated copy of PDF Event Profile and request latest vendor list Very status of non-preferred caterer approval Assign Coordinator: 1) Event Tracker, 2) Google Calendar Reminder to coordinator to schedule Final Walkthrough FINAL WALKTHROUGH Coordinator: Final Headcount: Verify all vendor information captured Verify Caterer approval process complete Caterer Notes: Facility Mgr: Verify Vendor Instructions Sent by Coordinator to Vendors Vendor Setup Start: Ceremony Start: Location A B: Cocktail Hour Begins: Location A B: 2nd Bar: Reception Begins: Location: Toast: Who Pours & how many? Departure Time: Location: Sparklers? Departure Item: *sparklers 15-20" Venue 92 bev:

2 Alcohol Types: Glassware: Tip Jar OK? Table Service: Seats for Ceremony on Front row: Floorplan Notes: Rental Items/Quote/Payment (linens, bar, cake platter.) Draping Options: Uplighting Color Gobo Image TV Images Reminder Schedule Rehearsal & beverage delivery LINEN WORKSHEET # Linen Size Color & Style $/LINEN COST NOTES Subtotal: Tax: Total: Post Vendor Meeting or 30 Day final payment Make Adjustments and Take Final Payment Update Event Profile in Excel showing payment & reflect current date at end of file name Update existing printed copy in folder or print out latest and put in folder scan check into client, record pre-pmt in Quickbooks and place check in Deposit Wallet Send client updated copy of PDF Event Profile and request latest vendor list Upload floorplan into computer folder and print out a copy for client folder Place orders: cake linens tables/chairs other Send Linen Invoice to caterer for their linens if part of Venue 92 order

3 Schedule & Confirm Staff Coordinator Bar Security Setup Crew Police Cleaning Draping Update Event Tracker with event details Update Event Profile and send out if needed Make gobo template Purchase beverages Day Before Check appliances operate correctly Verify linen quantities and other rental items were delivered Fill ice chest with ice if event is over 150 or if necessary Verify setup labor and bar staff Gobo pickup and image verification Bar Iventory and purchase additional supplies Arrange tables and linens if no event Make congratulations sign Rehearsal and alcohol drop-off by wedding party (stock refrigerator & turn on) * If event that night, put behind bar if hidden or in catering kitchen with sign Day of: start 2-4 hours before event Unlock Emergency Exit Doors - both sides Unlock catering door Set thermostat: Summer (2N 73, 2S 74, 1N 70, 1S -front door 72) Print/Prepare Setup Staff Worksheet Log time that setup crew arrives Turn on lights as necessary (keep lights off as much as possible during prep) Mop floor where necessary and put mop and bucket in kitchen for the caterer Arrange Tables (inside and out) per plan if not done already Put out 2 plastic 6' tables in catering kitchen for caterer prep Install Linens if rented from Venue 92 Install Draping and other rented items Clean and fill fountain with water Verify Bar Supplies an purchase if necessary Put out ceremony chairs Windex glass doors where needed. Especially front door Clean toilets if needed - all 4 bathrooms Restock toilet paper and towels in all 4 bathrooms Empty bathroom garbage cans & cleaning trash in catering kitchen Fill soap dispenser if needed Print/Prepare Bartender Worksheet Install gobo Install uplight filters - color per customer Open gate doors on street side and secure with stone

4 Vendor Setup Bar team arrives, and log time: Beverages for Bridal Party: Beverages for Groom's Party: Go over catering responsibilities with the caterer Befriend photographer so we can get pictures later - get card Setup 2nd bar w/ topper & skirting (if required) Prefill glasses on table (if purchased) Turn on 60" TV and install images thumb drive into DVD player Put out umbrella bucket at front door if raining Put out sand buckets for smokers (front preferred and side) Put out parking signs (sometimes have to wait until last minute) No Parking sign for Sierra Piedmont lot Venue 92 Parking Signs: Daycare center (primary) & Kauffman Tire after 5:30 ** For Friday Events, do not put out signs at daycare until after 6:00 Let chair setup crew go (strike should be 1 hr) Remind vendors to move their vehicles offsite One final sweep of event space after setup Put out stanchions and signage at front door Put stanchions at bottom of stairs to block off if requested ** guests should not enter reception area for most events except to restroom Take pictures of event spaces prior to event start Identify items used by client/vendors: Event beginning and start Staff managed parking if over 180 guests Turn on fountain Close ceremony area gate when ceremony starts Close gate near street after drinks are served Turn on gobo and uplights 15 minutes prior to entering reception area Put out Congratulations sign in bridal/wedding party area upstairs Turn on fountain light and terrace lighting at dusk Pick up stanchions and signage from front door and unlock After Ceremony Pickup (staff to arrive 1 hr after ceremony start time) Pick up parking signage Pick up ceremony chairs Pick up ceremony décor Log final time for setup team During Event (clean, clean, clean) Check bathrooms for paper and cleanliness every hour and resolve

5 Make rounds checking for issues Take Pictures during event Post to social media Help bus tables when bar slow - don't stand idle if event space needs servicing Table beverage service (if purchased by client): water, tea, wine Bus upstairs spaces including wedding party areas and top of stairs lounge Event Strike 1 bartender starts cleaning the bar & 2nd bartender removed linens remove any flowers and décor from tables if florist not there & put on buffet table Put linens in bags (if rented from Venue 92) and place under covered patio near gate * If event next day, store linens in bar closet Wipe chairs & when dry stack chairs on top of tables cushion to cushion Make sure any borrowed items are returned and documented Disconnect Fountain Sweep & mop event area (caterer unless stated). No food/bev on floor Clean bar and put inventory back in bar closet Check parking and perimeter areas for trash (incl daycare and Kauffman lots) Put LINENS, Glassware and rented items under covered patio near rear gate clean out bar refrigerator and turn off (if no event next day) - leave door open Shut off gobo Perform Caterer Checkout Inspection & return catering security deposit if taken Pick up sand buckets and clean prior to putting in catering kitchen Put trash inside trash fence area the way you would at your house Turn off TV, radio, amplifier, DVD player Look for Damages and document (give notice to client) Place forgotten items in the bar cabinet Turn off air conditioner - listen for quiet Shut off all lights (for sliding, push down until it clicks; if button, press button on slide) Outside above doors (front and rear), fountain, string lights Verify upstairs bathrooms are off as well Lock upstairs back door Lock downstairs doors including catering kitchen must lock inside of double door first before bolt Check gate locks Let staff go and sign timesheet (include coordinator name) Turn on alarm and lock both front doors - make sure lights are off Drive through neighbors parking lots with car headlights looking for missed trash Caterer Performance (give details)

6 Staff Performance (overview/highs/lows) Post Event - Manager Review venue for damage & notify client if necessary Send to customer verifying who to make check out to, address and ask for feedback For qualified clients, ask for reviews (weddingwire, the knot, facebook, yelp, google) Upload setup and event pictures to computer Get professional pictures from photographer Accounting Facility Inspection Refund SD Verify all vendor pmts are made and make copies of check for files Quickbooks: 0 balance Invoice.

7 BARTENDER WORKSHEET Bride: Groom: Guests: Alcohol: Lead Bartender: Tip Jar: Beverages: Event times: SETUP Day of: start 2-4 hours before event Mop floor where necessary and put mop and bucket in kitchen for the caterer Arrange Tables (inside and out) per plan if not done already Put out 2 plastic 6' tables in catering kitchen for caterer prep Install Linens if rented from Venue 92 Install Draping and other rented items Clean and fill fountain with water Verify Bar Supplies an purchase if necessary Put out ceremony chairs Windex glass doors where needed. Especially front door Clean toilets if needed - all 4 bathrooms Restock toilet paper and towels in all 4 bathrooms Empty bathroom garbage cans & cleaning trash in catering kitchen Fill soap dispenser if needed Install gobo Install uplight filters - color per customer Open gate doors on street side and secure with stone Vendor Setup Bar team arrives, and log time: Beverages for Bridal Party: Beverages for Groom's Party: Setup 2nd bar w/ topper & skirting (if required) Prefill glasses on table (if purchased) Turn on 60" TV and install images thumb drive into DVD player Put out umbrella bucket at front door if raining Put out sand buckets for smokers (front preferred and side) Put out parking signs (sometimes have to wait until last minute) No Parking sign for Sierra Piedmont lot

8 Venue 92 Parking Signs: Daycare center (primary) & Kauffman Tire after 5:30 ** For Friday Events, do not put out signs at daycare until after 6:00 Remind vendors to move their vehicles offsite One final sweep of event space after setup Put out stanchions and signage at front door Put stanchions at bottom of stairs to block off if requested ** guests should not enter reception area for most events except to restroom Identify items used by client/vendors: Event beginning and start Staff managed parking if over 180 guests Turn on fountain Turn on gobo and uplights 15 minutes prior to entering reception area Turn on fountain light and terrace lighting at dusk Pick up stanchions and signage from front door and unlock After Ceremony Pickup (staff to arrive 1 hr after ceremony start time) Pick up parking signage Pick up ceremony chairs Pick up ceremony décor Log final time for setup team During Event (clean, clean, clean) Check bathrooms for paper and cleanliness every hour and resolve Make rounds checking for issues Help bus tables when bar slow - don't stand idle if event space needs servicing Table beverage service (if purchased by client): water, tea, wine Bus upstairs spaces including wedding party areas and top of stairs lounge Event Strike 1 bartender starts cleaning the bar & 2nd bartender removed linens remove any flowers and décor from tables if florist not there & put on buffet table Put linens in bags (if rented from Venue 92) and place under covered patio near gate * If event next day, store linens in bar closet Wipe chairs & when dry stack chairs on top of tables cushion to cushion Make sure any borrowed items are returned and documented Disconnect Fountain Sweep & mop event area (caterer unless stated). No food/bev on floor Clean bar and put inventory back in bar closet Check parking and perimeter areas for trash (incl daycare and Kauffman lots) Put LINENS, Glassware and rented items under covered patio near rear gate clean out bar refrigerator and turn off (if no event next day) - leave door open

9 Shut off gobo Pick up sand buckets and clean prior to putting in catering kitchen Put trash inside trash fence area the way you would at your house Turn off TV, radio, amplifier, DVD player Place forgotten items in the bar cabinet Turn off air conditioner - listen for quiet Shut off all lights (for sliding, push down until it clicks; if button, press button on slide) Outside above doors (front and rear), fountain, string lights Verify upstairs bathrooms are off as well Lock upstairs back door Lock downstairs doors including catering kitchen must lock inside of double door first before bolt Check gate locks Turn on alarm and lock both front doors - make sure lights are off Drive through neighbors parking lots with car headlights looking for missed trash

10 SETUP STAFF WORKSHEET Ceremony Diagram