• Identify the basic information: read and memorize event name, date, start/end time, client name, guest count, location and backup location.

• What type of bar is it?

  • Consumption – Client pays for exactly what was consumed.

  • Open Bar – Client pays dollar amount per person per hour.

• What types of service are offered – action, buffet, canapés, family style, butlered.

• What’s the timeline?

• What is on the menu for food and beverage?

The below are general guidelines. Teamwork attitude is always expected of every person!

Manager: setup sheet emailed to staff early if possible, print food labels, print bar count sheet and decide how much to pull from storage, final walkthrough from client POV, designate staff for events, designate point person, wear headset.

Events Director: provides all info on BEO, including add-ons like coffee station, water station, number of mobile bars, rental/return information, decoration details, diagram with table numbers, types of plates and utensils, rain plan details, client and point person contact info, vendor contact info, special billing instructions, introduce client to point person.

Bartender: Setup bar sufficiently,

Server: Serve, clear, mark, wine service.

Barback: Restock, swap trash, clear dirty glasses.

Point Person: Read BEO and setup sheet and memorize, communicate with kitchen at least one hour before, meet the client or host, communicate guest arrival time, headcounts, last minute changes to guest count/timeline/etc. Wear headset, direct staff on when to serve, clear, mark, breakdown. Prevents clustering, promotes sense of urgency, minimizes time spent without eyes on the room.

Back Waiter: Pour water, help clear, expedite dish pit area.

• Come up with system for table numbers and position numbers.

• Review diagram, memorize table numbers and position numbers, if applicable.

• Ideally the room will be set-up the night before (for daytime event) or hours in advance of event start.

• Must be mindful of co-work hours, but be creative and use the wall to hide setup.

• Broken down tables and chairs stored in alley if weather allows or pod otherwise.

• Floors swept clean. Server stations as neat and tidy as possible. Printer stored in VHS closet.

• Room should be set up 60 minutes before event start time.

SET-UP:

• Power strips and outlet for appliances.

• Linen to protect surfaces.

• Sanitizer bucket and rag.

• Trash can.

• Mobile heat lamps or sternos if needed.

• Stacks of plates, inspected to make sure each one is clean and dry.

• Table setting

ACTION STATION MAINTENANCE:

• Point person gives kitchen warning when an item has 25% remaining or when food quality has deteriorated over time.

• Food and plates are kept replenished during specified time window.

• FOH ensures cleanliness of table.

• Monitors heat sources (lamp or sterno) to make sure food stays hot.

ACTION STATION BREAKDOWN:

• Food is returned to the kitchen. Chef decides whether to save/trash/feed staff.

• Equipment is cleaned by BOH and returned to proper storage location.

• Clean plates returned to line. Table is sanitized by FOH.

RECEPTION SET-UP:

Must have enough staff to pass all canapé selections. Communicate with kitchen if understaffed and not possible.

Staff memorizes names of hors d’ouevres, ingredients, preparation methods.

If guest count is over 25 (or maybe 50?), manager should select beverages to be butlered on a tray with beverage napkins.

RECEPTION MAINTENANCE:

Pass canapés with beverage napkin spiral on B&B and circle back to collect trash. Communicate with one another to make sure no guest is neglected or underserved.

Always move around the room, engage with guests if they seem receptive, don’t stand still. Take trays back to kitchen to be replenished.

Point person observes rates of consumption for food and beverage; tells staff when to stop butlering; tells kitchen when to fire more canapés or slow down.

Staff should constantly sweep the room for dirty glasses and trash to be bussed.

RECEPTION BREAKDOWN:

Canapé trays returned to kitchen. Chef decides whether to save/trash/feed staff.

Beverage napkins returned to cabinet under server station.

FAMILY STYLE DINNER SET-UP:

Place setting: gold speckle plate, napkin on plate, app silverware on napkin, CH water glass at top right of plate, 2 wine glasses (if applicable) above and to left of water glass. Centered in front of chair, one inch from table edge. Need photo.

Table setting: salt/pepper, chair backs in one line. Decoration TBD by event manager on BEO.

Marking trays with correct silverware and plates for subsequent courses set up in server station.

Staff defines landing zones for plates during setup keeping size of platters in mind.

Pre-water table 10-15 min. before guests sit down.

FAMILY STYLE DINNER MAINTENANCE:

Maintain water and wine service.

Platters set in middle of table at predetermined landing zones.

Marking silverware for subsequent course: entrée fork on left, entrée knife on right; dessert fork on left, dessert spoon on right, coffee spoon on saucer with handles at 5 o’clock.

CH plates are always used for entrees. Depending on size of dessert, speckle plates or pink B&B plates should be for dessert.

Serving utensils should be brought out on food platter.

When clearing, always start with plate and utensils, then B&Bs, then empty wine/cocktail glasses.

When marking, start with wine glass (if applicable), then plate, then silverware.

Walking direction: always move counter clockwise and spaced out evenly from other servers. Practice before.

BUFFET SET-UP:

Serving utensils always have under liners and face the same direction. Handle at 3 o’clock.

All food should have a printed sign on stand or folded as a table tent.

Stacks of plates, inspected to make sure each one is clean and dry.

BUFFET MAINTENANCE:

Point person gives kitchen warning when an item has 25% remaining or when food quality has deteriorated over time.

Food and plates are kept replenished during specified time window.

FOH ensures cleanliness of table, replaces utensils and underliners as needed.

Monitors heat sources (lamp or sterno) to make sure food stays hot.

BAR SET-UP:

Mobile Bar is set up

Count alcohol out and back in, using tenths as increments for liquor bottles.

Display of wine and beer bottles on corner of bar.

Back table has glassware lined up or use server station shelves if floorplan allows.

• Standard sodas: club soda, tonic, ginger ale, coke, diet coke.

• Standard juices: orange, cranberry, grapefruit.

• Standard garnishes: lemon/lime wedge

• Beer and Wine Bar: Beer, AP wine, flute, water, highball.

• Full Bar: Beer, AP wine, flute, water, highball, rocks.

  • Standard: New Amsterdam Gin, Luksosowa Vodka, Bacardi Rum, House of Stuart Scotch, Jim Beam Bourbon, Cazadores Tequila.

  • Premium: Tito’s Vodka, Beefeater Gin, Mount Gay Eclipse Rum, Dewar’s Scotch, Four Roses Bourbon, Espolon Tequila.

Trash can with liner. Dump bucket for liquids

Alcohol iced down one hour before start.

Bus tubs underneath hold beer on ice.

Liquor bottles in well with speed pours. Save caps.

Round steel tub for chilling wine. Order another.

Beverage napkins, tall/short straws, jiggers,

Water pitchers, wine key, beer opener, jigger, shaker tin (if serving specialty cocktails), c-folds, bar towels.

EVENT BAR MAINTENANCE:

Don’t open more booze than is necessary. The result is that you charge the client too much (for consumption bar) or decrease the profit margin for the event (open bar).

Be conscious of over-pouring or butlering too much with open bars. Wasted product is not paid for in this situation and costs the club money.

Drinks without stems should come with beverage napkin.

Always pour beer into a glass unless otherwise specified by guest.

Dirty glasses: bussed directly to kitchen for small events. Put into glass rack for large events.

Bar top is wiped down periodically to remove any wet or sticky spots.

Trash can is swapped out as needed.

Glasses, ice, soda, juices, water, and alcohol restocked as needed.

EVENT BAR BREAKDOWN:

Alcohol is dried off, counted on the bar sheet, put away properly. Open bottles go to upstairs bar or to kitchen (ask a manager).

Sodas returned to closet. Open juices saved for next day event or given to staff at family meal – do not use in restaurant.

When it is time to have guests start taking a seat for their meal, follow this standard of procedure:

• Fill waters prior to inviting guests to sit

• Invite all to sit by saying, “Dinner will be served shortly, please begin making your way to the table.”

• Pull chairs out, ladies first when possible

• Note the location of any VIPs and guests with dietary restrictions.

• Offer drink refills, then clear empty glasses and place cards.

• Now the table is ready to serve!

As soon as you arrive to CH for your shift and know you’ll be working a private event, grab a copy of the BEO either at the concierge desk or from the MOD to review all details.

Pay close attention to:

• Location: Is it clear of guests and ready for setup?

• Floor plan: tables, soft seating, screen/projector, PA system, mics, etc.

• Menu style: is it stations, family style, passed canapes, etc.?

  • Memorize menu selections for the event!

• Bar style: is it on-consumption, a package, or cash bar?

  • Memorize bar selections for the event!

• What is the occasion? A wedding or retirement party, etc.

• Try to identify key people prior to the event start. These could be the event host, wedding planner, guest of honor, etc.

• Carefully review the event timeline and know when guests are due to arrive, the official start time, when food is to be served, etc.

• Ensure the room is set correctly per the floorplan within the BEO or given to you by the MOD.

• Stock bar with all necessary items, ice, polish glassware, etc.

• Set tables per food service style.

  FAMILY STYLE SERVICE

  • Check that each platter has serving utensils (collect a pile to be placed in the kitchen for easy access)

  • Create a landing zone for each platter on the tables

  • Know what you are serving & be aware of allergens

  STATIONARY SERVICE

  • Collect printed food signs from the Event Binder at the concierge desk and place out on food tables prior to guest arrival

  • Polish serving utensils and place on tables

  • Arrange risers low-high-low-high

  • Arrange in the sequence: plate, salad, entree, dessert, silverware

• A designated member of the staff should be positioned near the door to welcome and direct the guests.

• A great greeting could be, “Welcome to Common House! The bar is to the right and we are passing some canapes around the room. May I take your coat?”

• All staff should be able to identify the key people in the room. The event planner, the bride and groom, the CEO, etc.

• Ensure you have memorized the wine + beer selections for the event!

• If you are bartending, please discuss the event bar payment methods with the MOD prior to guest arrival.

  • If the bar is on-consumption, have a pad & pen ready to tally how many of each type of drink is served throughout the evening.

• Depending on the size of the event, we will always have a bartender stationed at the bar and float servers to assist with pre-poured drinks passed on a tray. This is helpful at the start of the event to avoid a long line at the bar.

• If you find yourself circulating the room and see a guest with an empty glass, always offer to bring a new drink by saying, “may I bring you a fresh one of those?”

• Over radio, please let Chef and the kitchen team know when guests have begun to arrive.

• Signal over radio when 25 guests are in the room, as that is when passed canapes and/or stationary platters will be brought into the venue.

• If it’s a seated meal and we’re nearing the designated food service time, notify the kitchen via radio if guests are starting to take a seat (aka kitchen will put final touches on the dish) or if guests are still mingling (aka kitchen to be on standby).

• Never be afraid to overly communicate with the kitchen via radio when you see platters getting low, or if a particular passed canape is very popular! This will help the team operate smoothly and efficiently during the event.

• Before exiting the kitchen with your tray, know the ingredients + allergens of the dish you’re carrying.

• Have at least one piece per person in the group you are approaching.

• Be sure to cover the entire floor and not just serve people near the kitchen entryway.

• Always have cocktail napkins with you to offer.

• Remember to smile!

• When circulating the room, use this as an opportunity to gather information for the chef (eating pace, guest count).

• If there are toothpicks, forks, or spoons with the item, there must be a “housekeeping” server following you with a tray, cup or bowl to collect the accessory and all used cocktail napkins. Look for the crumbled up ones in people’s hands and ask for them, they will be very impressed.

• All event staff should be maintaining the room at all times.

• When not actively serving food, you should be circulating with an empty tray and clearing cocktail napkins, empty glassware, plates, etc.

• Always offer to take crumpled cocktail napkins out of someone’s hands.

When it is time to have guests start taking a seat for their meal, follow this standard of procedure:

• Fill waters prior to inviting guests to sit

• Invite all to sit by saying, “Dinner will be served shortly, please begin making your way to the table.”

• Pull chairs out, ladies first when possible

• Note the location of any VIPs and guests with dietary restrictions.

• Offer drink refills, then clear empty glasses and place cards.

• Now the table is ready to serve!

• Have marking tray and wine glasses (if applicable) staged before you begin clearing

• Alert dishwasher in advance

• Communicate to kitchen that you are about to begin clearing tables, then:

  • Clear

  • Reset wine glass

  • Mark

  • Pour

  • Table is now ready for next course

• Anticipate coat check needs and allocate extra staff if necessary

• Hold the door and personally thank the host and other important guests as they are leaving

• Once guests have exited the building, calculate consumption for package and “on consumption” arrangements

• Ring in to the pos & transfer to event revenue (this process is specific to always do this with an MOD)!

• Manager will comp and communicate with Director of Events for final billing purposes

After the private event:

• Discuss the reset plan with the team. Sometimes you’ll need to set the room up for another private event if it is scheduled for later that day or early the next morning. If not, the room should be set back to the regular co-working layout.

• Put all A/V equipment back exactly as it should be.

• If you aren’t sure how to reset something, always ask an MOD!