The written brief should remove every avoidable assumption.
A luxury hotel planner needs more than a price and a promise that a bar team will arrive. The written record should define the event schedule, the exact service being supplied, the boundary between hotel and supplier responsibilities, the working route through the building and the person authorised to approve changes.
Event and access schedule
- Event date, room, guest count and service start and finish times.
- Supplier arrival, loading access, parking, lift use and setup deadline.
- Speeches, room turns, photography or programme periods that affect service.
- De-rig access, waste route and the time equipment must leave the venue.
Exact service requirements
The document should say whether the booking is for staff only, a staffed mobile bar or an all-in-one service. It should list the drinks selected from the existing Cocktailhire menu and identify any alcohol-free options. If a bar is included, record the chosen style, approximate footprint and the agreed position in the room. Compare the routes for mobile bar hire and the all-in-one cocktail package rather than leaving the phrase bar service open to interpretation.
Responsibility schedule
- Who supplies staff, bar equipment, ingredients, ice, glassware and consumables.
- Who provides power, potable water, refrigeration, glass collection and waste handling.
- Who owns licensing, venue permissions and any hotel-specific induction.
- Who is the operational contact for the hotel, planner and supplier on the day.
Hotel standards and evidence
Record the dress code, guest-facing standards, restricted areas, floor protection and any noise or photography rules. The hotel should also state which insurance, risk, method or equipment documents it requires and the deadline for receiving them. Requirements vary by property, so they should be confirmed rather than assumed.
Finally, keep revisions in one written chain. A changed guest count, room, service time or access route can alter staffing and equipment, so the accepted version should be clear to everyone. See the luxury hotel event service and proof and trust pages before sending the event brief through the direct booking page.