Event Timeline Planner
An operations planner that works backwards from guest arrival to tell you when your team actually has to begin, setup start, crew and vehicle arrival, kitchen or warehouse departure, and loading, plus an optional split-dispatch timeline for food that follows the equipment. It accounts for setup scope, crew size with real diminishing returns, travel and traffic, and venue access, so the event is guest-ready on schedule. Built for real catering logistics, not a generic event schedule.
Many caterers send equipment and setup supplies first, then deliver food closer to service to support food quality and temperature management.
Everything works backwards from guest arrival.
- 1:05 PMBegin loading equipment
- 2:05 PMEquipment departs warehouse
- 3:05 PMArrive venue
- 3:25 PMSetup begins
- 3:30 PMBegin loading food
- 4:00 PMFood departs kitchen
- 5:00 PMFood arrives
- 5:30 PMRoom & equipment ready, décor set, sternos lit
- 5:40 PMPre-service staff meeting (lineup)
- 5:55 PMFood to chafers & displays (last, ~5 min before doors)
- 6:00 PMGuests arrive
Setup ~2h 5m with 3 crew (2.5× effective). Estimates, adjust for your team’s real pace and the specifics of the venue.
- Hold a short pre-service staff meeting (lineup) 15-30 minutes before doors to review the timeline, menu, section assignments, and any VIP, allergy, or timing notes, so the whole team starts on the same page.
- Have the room, equipment, décor, and lit sternos ready during the guest-ready buffer, but keep hot and cold food staged and only place it in chafers and on displays right before doors, to protect temperature, freshness, and appearance.
- Second dispatch: many caterers send equipment first and food later, so setup crews focus on venue readiness while food quality is protected until closer to service.
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