event order

1. PREPARATION OF AN EVENT ORDER
THE EVENT ORDER IS A DOCUMENT THAT IS DESIGNED
TO FAMILIARIZE ALL CONCERNED UNITS ABOUT THE
DETAILS OF THE EVENT. IT ALSO CONTAINS
INSTRUCTIONS TO ALL UNITS/ INDIVIDUALS AS TO THEIR
PARTICIPATION IN THE EVENT

2. • AFTER FINALIZING NEGOTIATIONS FOR THE PARTY, PREPARE
AN EVENT ORDER (EO)
• IN PREPARING AN EVENT ORDER, WRITE ALL DETAILS
REGARDING THE EVENT PARTICULARY:
• NAME OF ORGANIZER, ADDRESS AND TELEPHONE NUMBER
• TYPE/ NAME OF FUNCTION, DATE, TIME AND VENUE
• MINIMUM GUARANTEE WITH 10-20% ALLOWANCE FOR
OVERFLOW
• MENU AND PACKAGE RATES
• AMENITIES COVERED BY THE PACKAGE.

3. • CHARGES –RATE PER PERSON; OTHER CHARGES
• BILLING ARRANGEMENT AND AMOUNT OF DEPOSIT
MADE, INDICATE ALSO THE DATE OF DEPOSIT.

4. INDICATE SPECIFIC INSTRUCTIONS TO CONCERNED
UNITS OR INDIVIDUALS LIKE:
• REQUIRED FACILITIES TO BE SET UP, EX: REGISTRATION TABLE, DANCE
FLOOR ETC.
• WHETHER ONE WAY OR TWO WAY BUFFET WILL BE SET UP
• SET UP OF PRESIDENTIAL TABLE, NUMBER OF PERSONS TO BE SEATED
AND THEIR NAMES
• WHAT AUDIO VISUAL FACILITIES WILL BE SET UP
• TIME FOR SERVING MEALS
• WHETHER BEVERAGE WILL BE HOSTED OR A CASH BAR

5. CIRCULATE THE EVENT ORDER TO ALL
CONCERNED UNITS/STAFF
• MAIN KITCHEN
• SUPERVISOR/ CAPTAIN INCHARGE OF THE FUNCTION
• OPERATION/ BANQUET MANAGER
• FINANCE
• OUTLET SUPERVISOR IF THE EVENT WILL BE IN THE OUTLET
• FILE

6. • MAKE SURE THAT ALL RECEIVING PARTIES WILL
ACKNOWLEDGE AND SIGN UPON RECEIPT OF THE
EVENT ORDER.