A run sheet the people setting up can actually use.
You should not have to answer the same timing question while getting ready for your own party. A short bar run sheet puts the agreed details in one place. Complete the headings below with the people handling the event, and keep the same version with the host, planner and bar lead.
The template
- Event: date, full address, room or garden position, and confirmed guest number.
- Event contact: name, mobile number and who can decide if timings change.
- Supplier access: unloading location, earliest access, route to the bar and any stairs.
- Bar ready: the agreed time the complete setup must be ready for service.
- Drinks service: start, finish, planned pauses and any room move.
- Supplies: who provides ingredients, ice, glassware, storage and waste arrangements.
- Programme: food, speeches, cake or other moments that affect demand.
- Departure: pack-down access, collection arrangements and who remains on site.
Keep arrival and readiness separate
For a party with cocktails from 5pm to 9pm, write those as service times. Agree the access and setup window separately. Putting 5pm in the supplier-arrival box would leave the team setting up when you expected the first drinks.
With a package, mark the included cocktail ingredients, ice and glassware as Cocktailhire supplies. With staff-only hire, record the shopping-list responsibilities instead. If the guest number rises, tell us before treating the old plan as final.
Send the event details and service times to arrange cocktails and the team, or use the setup checklist for the physical space.