Give the team the current run sheet with its own duties and cues marked clearly. Arrival, setup, service, pauses, filming and clearance should have named times and contacts, rather than being hidden inside a general event timetable.
One current brief beats several conflicting versions
Include the guest count, selected drinks, stock responsibility, access route and any restricted areas. Identify who can authorise a timing or service change on the day.
Keep campaign tasks distinct from ordinary bar duties. Product presentation, talent service, filming and reporting each need an agreed requirement if they are included. Circulate changes through the event lead and tell the bar team what they affect. A moved speech can also move the busiest order wave, so the update matters beyond the stage schedule.
- Mark the bar's actual actions and decision contacts.
- Replace superseded schedules rather than leaving several versions in use.