Catering Day-of Timeline

Turns your event details into one clear schedule for the day, worked backward from the times that cannot move, such as when dinner is served and when the venue lets you in.

CatererFood and Drink✓ Checkedv1.0

Before and after

BEFORE · what the owner typed

need the timeline for saturday. Ford dinner, client is Josephine Ford, 85 guests. venue is 7188 Quarryhill Ave Rushdale, contact there is Julian Frost 267-555-0115, they let us in at 2pm. our kitchen is 6809 Pinehill Rd Rushdale. drive is 25 min. loading the van takes 45 min, van is the red 2012 Ford Expedition, Karim Gray drives it and helps Kai Giles load. Kai is lead cook and needs 2 hrs on site to reheat and finish everything. Keiko Hammond and Karim are serving, I'm Jonah Farley, my number is 267-555-0114. guests show up 5:30 and apps get passed right then till 6:30. dinner is plated at 6:30. cake cutting 7:45 and we plate the dessert, coffee done by 8:30. server briefing is 30 min before guests. breakdown is about an hour and venue wants us out by 10. menu: apps are mushroom tartlets, shrimp skewers, cheese crisps. dinner is braised short rib, roasted carrots, potato gratin, side salad. dessert is the client's cake, we plate it. bringing one Eurodib induction burner for the sauce. client says shellfish allergy at table 4, and 6 vegetarians.

AFTER · what the skill produced

Day-of Timeline: Ford Dinner
Client: Josephine Ford | Guests: 85 | Date: Saturday
Kitchen: 6809 Pinehill Rd, Rushdale
Venue: 7188 Quarryhill Ave, Rushdale

Key contacts

Jonah Farley, owner: 267-555-0114
Julian Frost, venue contact: 267-555-0115

Timeline

12:50 pm: Kai Giles and Karim Gray start loading the red 2012 Ford Expedition at the kitchen. [Departure 1:35 pm minus 45 min loading]
1:35 pm: Van leaves 6809 Pinehill Rd. [Arrival 2:00 pm minus 25 min drive]
2:00 pm: Crew arrives at 7188 Quarryhill Ave. Venue opens to us. Check in with Julian Frost.
2:00 to 4:00 pm: Kai reheats and finishes the food on site. [2 hours on site]
5:00 pm: Server briefing with Keiko Hammond and Karim Gray. [Guests at 5:30 pm minus 30 min]
5:30 pm: Guests arrive. Passed apps begin: mushroom tartlets, shrimp skewers, cheese crisps.
6:30 pm: Apps end. Dinner is plated and served.
7:45 pm: Cake cutting. We plate the dessert from the client's cake.
8:30 pm: Coffee done. Breakdown begins.
9:30 pm: Breakdown done, van leaves. [8:30 pm plus about 1 hour]

Menu

Apps: mushroom tartlets, shrimp skewers, cheese crisps
Dinner: braised short rib, roasted carrots, potato gratin, side salad
Dessert: the client's cake, plated by us

Equipment

One Eurodib induction burner for the sauce

Allergy and dietary notes (as given by the client)

Shellfish allergy at table 4. The shrimp skewers are on the apps menu, so Jonah and Kai need to settle how this is handled with the client before Saturday.
6 vegetarians.
For any food holding time or temperature questions, please confirm with the local health department.

Cushion check
The venue wants us out by 10:00 pm. Breakdown is done at 9:30 pm, which leaves 30 minutes of cushion.

Questions for the owner

How long does table and linen setup take, and who does it? It is not on the timeline yet.
What time does Keiko Hammond arrive? Only Karim's 2:00 pm arrival is known.
Which guest has the shellfish allergy, and do you want to change how the shrimp skewers are passed or prepared?
What is the vegetarian dinner for the 6 guests? The menu lists only the short rib.
Do you want a travel cushion added to the 1:35 pm departure?

What it does

Turns your event details into one clear schedule for the day, worked backward from the times that cannot move, such as when dinner is served and when the venue lets you in. Your crew gets one page showing who does what, where, and when.

Use it when: Use when a caterer needs a minute-by-minute day-of timeline for an event, such as "build the run of show," "make a timeline for Saturday," "when do we load and leave," or "write up the schedule for my crew."