Restaurant Event Planning Checklist

Get the event type, primary contact, date, anticipated headcount, and stated reason for the booking. Note any non-negotiables up front — kosher service, dry event, child-friendly, dietary restrictions — these change the menu and beverage package before any other planning starts.

Build the Banquet Event Order with room, timeline, menu placeholders, bar package, service style (plated, family, buffet, stations), and any AV. Include cancellation terms, F&B minimum, service charge, and tax line items so the client signs the full economic picture.

Do not hold the date past 30 days out without a signed BEO and the deposit cleared. Save the countersigned PDF in the event folder; chargebacks and disputes need the original signature trail.

Lock courses, plate counts, and any tableside elements with the executive chef. Pull the prep list and walk-in plan back from the event date so the line is not double-booked against regular service.

Collect allergen and dietary notes from the client (gluten, dairy, shellfish, tree nuts, peanuts, soy, egg, sesame). Cross-contamination at a plated event is anaphylaxis risk; allergen ticket protocol must be set before the line ever fires the menu.

Choose beer-and-wine, full bar with well, or premium call. Set host-bar vs. cash-bar in writing — surprise switches at the door are a frequent revenue dispute. Confirm a TIPS- or ServSafe Alcohol-certified bartender will be on the event.

Block the private dining room or the relevant section in the reservation system so floor staff do not double-book the space. Add the event tag so the host stand sees it on every shift leading up to the date.

Coordinate with the client on the invite send and RSVP deadline. Keep a running tally in the event sheet; do not rely on the client's memory of who has confirmed.

Cover the captain, servers, runner, and busser ratios for the service style. A plated four-course typically wants one server per 12-15 guests; family-style runs lighter, stations run heavier on runners.

Walk the captain through the BEO timeline — arrival, toasts, course fires, cake or dessert, departure. Flag any VIPs, repeat clients, or guests with dietary holds that need a personal touch.

Confirm DJ, band, or acoustic act with a written rider that lists load-in time, power needs, break schedule, and noise cutoff. The cutoff is municipal and non-negotiable; surprise overage from a wedding band has cost operators their entertainment-license standing.

Coordinate linens, chairs, glassware, or specialty serviceware with the rental house. Stagger the delivery so it does not collide with a regular-service receiving window; have someone on the floor to count and sign for the drop.

The fire marshal's posted occupancy is the cap including staff and entertainment. Going over is a citable violation and a liquor-license exposure in many jurisdictions. Compare to the final guaranteed headcount before doors open.

Every bartender pouring needs a current TIPS, ServSafe Alcohol, or state-equivalent cert. Verify the active liquor license is posted in public view; ABC inspectors do show up at high-visibility events.

Fifteen-minute lineup with FOH and the line: timeline, course fires, VIPs, allergens, host-bar vs. cash-bar boundary, toast cues. Allergen briefing is repeated here even if the line was briefed earlier — repetition is the defense.

Match the BEO against actual covers, bar consumption, and any addendum items. Apply the service charge per the contract and run the tip pool per the house policy and state tip-credit rules.

Send a short follow-up to the client and capture the captain's and sous's notes from service. Staff feedback is where the real lessons live — the client will tell you what went well, the line will tell you what nearly broke.