Function Set-up and Delivery Procedure

Purpose. This procedure sets the standard sequence for preparing, running and closing a function so that every event is delivered as sold and as agreed with the client.

1.Function sheet

No function is set up without a signed function sheet from the functions system. The sheet must show the client, timings, room layout, menu, beverage package, dietary requirements, audiovisual needs, staffing and any special conditions. The Events Coordinator must distribute the sheet to the kitchen, the bar, housekeeping and the front office at least 72 hours before the event.

2.Day before

Confirm final numbers with the client, update the function sheet and run sheet, check that hired equipment has arrived and inspect the room for hazards. Brief the kitchen on dietary requirements and the bar on the beverage package and any responsible service conditions.

3.Set-up

Set the room to the floor plan, test all audiovisual equipment, check emergency exits are unobstructed and signage is visible, and complete the pre-function checklist on the run sheet template. Furniture must be moved with trolleys and by two people for tables and staging.

• Room set to floor plan and photographed
• Audiovisual tested with the client's content
• Exits, extinguishers and lighting checked
• Allergen cards placed on the buffet or with the kitchen
• Staff briefed on timings and service style

4.During the event

The event supervisor runs the room from the run sheet, keeps in radio contact with the kitchen and bar, monitors guest behaviour for responsible service of alcohol and crowd safety, and records any changes requested by the client with the time and the person who requested them.

5.Close and reset

At the end of the event count and secure any client property, record beverage consumption for billing, reset or clear the room and note any damage or maintenance issues in the WHS register. The run sheet must be completed and filed with the function record.

6.Debrief and billing

The Events Coordinator will prepare the final invoice within two business days from the function record and hold a debrief with the client within a week. Feedback and lessons are recorded on the function record.