Include the event purpose, adult audience, date, location, guest count, serving hours, selected products and stock responsibility. Then specify the actual bar, staffing, branding, reporting and media requirements, so the supplier can quote for the work rather than a campaign adjective.
Send the facts that change delivery
Add access, setup and collection times, the room plan and the organiser's applicable service instructions. Provide approved product information and any preparation requirements, checking that the requested drinks fit the service being booked.
Name the event-day decision contact and the person approving artwork or content. For reporting, state the questions and fields needed; for media, state outputs, intended use and permissions. Keep brand and organiser responsibilities explicit. Only work actually agreed in the booking should be treated as included.
- Send operational details and campaign requirements together.
- Assign stock, approvals and post-event deliverables clearly.