Chapter 6 - Logistics Logistics is the planning and execution of the off premise catered event 5 “P”s of planning Proper planning prevents poor performance

Proper Planning - Investigate new and unique sites Inspecting and keeping notes on site Planning and designing the event Packing List Delivering and unloading The Party Post event Review

Unique Party Locations Develop lists of fun and unusual locations available for rent – Public museums Gardens Parks Private Homes Art Galleries Wildlife sanctuaries, Zoos Outdoor venues – team building

Site Inspections For all sites, especially new venues – Make a File Take a camera Take notes Know – Costs Rules Utilities Facilities Permits Ordinances (noise, parking, etc) Pests (especially outdoors) Restrooms Insurance

Critical Items Electricity- Know the power requirements of your own equipment Water – Is there enough available and is it conveniently located Trash Where does it go? are there enough bins? Can you use dumpster? Staging area Covered Well lit Easy and Safe for guests and staff Convenient Out of view

Using Existing Facilities Understand limitations of the site Existing Home Kitchens – may be too small Garages and Carports Cook Tents (know where the power is!!!) Empty rooms/offices Kitchens on wheels HAVE A RAIN PLAN !!!!

Insurance Liquor Liability - Professional Liability Protects from claims that you did not deliver what was agreed General Liability Coverage Protects in case of personal injury, bodily injury and propert damage – makes sure it covers rental equipment

Crucial Elements Timing VIPS – how they are treated Permits and regulations Party layout Training and briefing the staff Execution of delivery

Planning and Designing Use available tools to layout the event – new computer applications What is the guest flow Where and when will they arrive Planned activities – dancing, speeches, etc Style of service will affect layout of room(s)

Back of House Use planning software to layout back of house as well Food holders Kitchen Storage Cleaning Work Tables Keep flow such that only kitchen staff are behind the line

Lists, Lists and more Lists Have lists for all events – Develop a master list for all events to include: All Components and who is responsible (Dates!) Front of House equipment Back of House equipment Food Preparation and Production lists Loading & Off Loading Lists – First on / First Off

Preview Event with Key Players Use lists to review the event with all key players – can develop a “resume” Involve the client and key staff (including venue staff) Go over the event set by step, moment by moment Make sure people ask questions Everyone should understand the event and objectives of the clients

Post Event Review Very useful with client What went well and not so well Quality and Quantity of food and staff What foods were popular or not If the party went well, the post event review provides and opportunity to develop the relationship and seek more business opportunities.