← Library
Checklist
Event Captain Pre-Event Checklist
Two stages in one printable set. Work the Prepare list in the days before the event, then the Brief list at the venue before guests arrive. Print it, mark it up, and bring it with you.
Event Captain Pre-Event Checklist
Prepare + Brief
Prepare: before you arrive
Documents and information
- BEO reviewed in full (date, headcount, timeline, service style, menu)
- Floor plan reviewed, know the layout before you walk in
- Staff roster confirmed: names, roles, call times, section assignments
- Dietary restrictions and VIP notes pulled from the BEO and flagged
- Client contact name and number saved
- Venue contact name and number saved
- Kitchen contact confirmed (who you communicate with on timing)
- Rental and vendor delivery windows noted
Staff communication
- Call times confirmed and sent to all staff
- Section assignments communicated ahead of arrival where possible
- Event-specific instructions relayed: dress code, parking, entry point
- New or unfamiliar staff identified, plan to shadow or pair them
Equipment and supplies
- Printed floor plan, BEO, and staff call sheet in your bag
- Pen, marker, and any personal tools you rely on at load-in
- Walkie-talkies or communication plan confirmed (if applicable)
Brief: at the venue, before guests arrive
Load-in and setup verification
- All staff checked in and accounted for at call time
- Venue walkthrough complete: entry, exits, kitchen path, bar, bathrooms
- Tables set and confirmed against the floor plan (count, placement, linen)
- Place settings checked: flatware, glassware, napkins, centerpieces
- Specialty items in place: candles, menus, escort cards, signage
- Bar setup confirmed: quantities, ice, garnish, glassware
- Buffet or station setup confirmed: equipment, chafing fuel, labels
- Kitchen walkthrough done: timing and first-course readiness with the chef
Staff briefing
- Full staff gathered and briefed before doors open
- Menu walked through, including pronunciation of dish names
- Dietary restrictions and allergen flags communicated to all staff
- VIP guests or tables identified by name and seat
- Section assignments confirmed and questions answered
- Service sequence explained: when courses go, how they are called, how staff are cued
- Emergency protocol covered: who to come to, where the first aid kit is
- Client expectations communicated: anything specific to this event
- Zone captains briefed on their zones and check-in protocol (if applicable)
Final pre-open checks
- All staff in position before doors open
- Yourself: composed, briefed, and ready to receive the client
- Client or event contact greeted on arrival
- Kitchen notified: doors are open, service is starting
Notes
A starting point, adjust to your event and your operation. Not every item applies to every format. When service ends, close the night with the breakdown and closeout checklist (coming soon).