• Food menu and timing

  • All dietary restrictions clearly outlined in BEO for Chef

• Beverage menu and timing

  • Beverage package or on-consumption // details written out for event staff to properly tally drinks

  • Any specific beverage requests to be confirmed with House Manager

  • All non-alc offerings confirmed with host

• Room rental

• Guest count

• Timeline of event with vendor arrivals + host arrivals

• Set-up specifics + floor plan

• A/V and tech needs

• Host bringing in any outside items (tech, decor, etc.)

• Point of contact leading up to the event

• Point of contact during the event

• VIPs names and any special instructions regarding them

• Any other miscellaneous host expectations, comments, etc.

• This email will prompt the host to answer most initial questions and get the ball rolling on talking about their event details/expectations (example email template found here)

• Set a reminder for yourself to follow up with the host if they don’t respond in three days

• This email prompts the host to confirm all the details listed are correct and/or lets them know of any outstanding details left to be confirmed

• This email should be sent a minimum of 3-5 days before final confirmations are due (~18 days before the event) in order to give you and the host time to connect and get all the details together

• You must confirm details with an e-signature on the BEO. This will ensure that everyone is going off the same information and is on the same page.

• You will also add additional notes to ‘Internal’ and ‘Kitchen Notes’ (items that the host can not see) for specific information for the Common House teams

• At this point, guest count + menu changes can no longer be approved.

• Speak directly with the host about guaranteed guest count numbers at the 10 day mark.

• This allows the MOD/event captains to staff accordingly and order supplies needed as well as gives you time to prepare for the BEO meeting with CH internal teams

• Greet Chef, MOD, event captain + bartender to make sure they are set for the event or have any last minute questions

• Touch on any important notes from the BEO with Chef and event captain

• Confirm the floor plan and general set-up is correct

  • Correct number of tables, chairs, misc. tables

  • Place settings match menu selections on the BEO

  • All alcohol + non alc on bar matches the BEO

• All A/V is on and ready for clients ease of use

• Confirm any signage and printed materials are out (printed in events book at Concierge)

  • Table menus, bar signs, etc.

• Confirm the bartender knows what type of bar (on-consumption, package, cash bar, etc.)

  • If the event has chosen a bar package, then a note should be added to ‘Internal’ to get a guest count throughout the evening to make sure they do not exceed the number on the BEO. If they do, the MOD/bartender is responsible for communicating that with the Director of Events so they can charge the client appropriately during close-out.

  • This is especially important for events that do not have a seated dinner as it is easier to figure out guest count for a sit-down dinner.

• Touch base with concierge about the event to ensure they know VIPs and where to direct guests

• Candles are out and light 15 minutes prior to event start time (event captain)

• Director of Events should find the host/main contact for the event and introduce yourself

• Make all VIPs feel comfortable and welcomed

• Remind the host that they can come to you for anything they need throughout the night (or to the event person in charge for the entire evening; if not the Director of Events, introduce them to the MOD or Event Captain)

• Confirm the room set-up is correct to them and they are pleased with everything (music too loud, too soft?)

• Be sure to have a greeter when appropriate; someone on CH staff to welcome guests while taking coats, passing wine, etc.

Visit the FOH Hourly + FOH Management private event sections to under Common House service standards and training.