CHECK

FIRST STEPS

What is the occasion?

How many people will be served?

What is the budget?

Where will the food be prepared?

Where will the food be served?

Is this a sit-down meal with tables and chairs?  If not, how are we going to eat the food?

What is the weather forecast  on the day of the event?

What is the menu? [Menu should be finalized only after these questions have been asked.]

Was this menu used before?  If yes, who should be contacted to get the information needed?  

SHOPPING

Is there a previous shopping list for this menu?  If yes, use it as the starting point.

How many stores for shopping?

How many shoppers are needed for each store?  

How many minivans  (or vehicles) do the shoppers need? [for large scale event]

Do the shopper(s) have membership card to Costco/Jethro/etc.?  

Do the shoppers have the means to pay for the groceries/supplies?  [especially for large scale event]

Do the shoppers know how to get reimbursed for the purchases?  

Where should the shoppers drop off the food and where should they store the food (and label the food)?  

Is there enough refrigeration or freezer space for the perishables?  [for large scale events]

For Sierra Lodge trip:  Can the shopping be done on the way up to the Sierras?

FOOD PREP

Where is the food prep going to be at?  Is the place available?  

How many food prep assistants are needed?  How many section leads are needed?  

How many hours of food prep are needed to prepare the meal with a little bit of buffer of time?

Is there a “game plan” on how to execute food prep when helpers arrive?  

Are there any cooking utensils, cookware, supplies, small appliances, or tools  that I need to get before the helpers arrive for smooth cooking prep time?  [especially for large event]

Examples:  extension cord for electric frying pan, blender for salad dressing, adequate number of cutting boards and knives, adequate number of strainers and large bowls, blades for Japanese slicers, food processor (with all the parts), coolers, industrial size aluminum  foil and saran wrap, ample amount of aluminum trays (small and large), ice coolers, long tongs for BBQ, BBQ spatulas for hamburgers, etc.  

Are all the items purchased by the shoppers?  Did I check?    [this is essential for large event]

If marinating a large quantity of meat:  Do I have all the ingredients for marination?  Do I have enough containers to store the meat?  

If making large quantities of salad dressing, are there adequate number of containers?    

TRANSPORT of  FOOD

*If the location of food prep is different from where it will be served.

Are the supplies packed according to the packing list?  

How are the food items going to be transported?  

How many coolers are needed?  

How many bins or boxes are needed?

How many vans (or vehicles) are needed to transport the food & supplies?  

How long would it take to set up the food?

SERVING

of FOOD

Are there enough plates/bowls/utensils?

How is the food going to be served?  Family style or buffet style?

Recommendation:

• Family style:  for a group that can sit around one table (e.g.  10-12)
• Buffet style:  for a group that needs multiple tables (e.g.  12+)

CLEANING

@ Rented Facility

For large event:

-Are there enough trash stations and trash monitors assigned?

-Are there buckets for left-over beverages

-Who is monitoring stacking of disposable plates/cups to?

-Who is taking care

Who is assigned to oversee proper disposal of all trash at the end of the event?  

Are the following done?

-disposing of trash

-cleaning of sink

-wiping down of counter space

-cleaning of stove top/oven

-sweeping/mopping of floor

-laundering of dish towels

-laundering of cloth table cloths (if used)

Who is assigned to double check that the site is thoroughly cleaned and everything has been returned to its original place?  

Who are assigned to do the repacking @ the location?

Who are assigned to do final cleaning (unpacking, dishwashing, washing coolers, etc.)?

Who are assigned to return all borrowed items to owners or to proper location?  (e.g. pots, pans, tongs, tables, chairs,  bins, utensils, ice coolers, etc.)

CLEANING

[On Site:  home, NL, etc.]

Who are assigned to return all borrowed items to owners or to proper location?  (e.g. pots, pans, tongs, tables, chairs,  utensils, etc.)

Are there enough dish towels to do the cleaning?

Is the kitchen/food prep area clean or even cleaner  before the meal was prepared?

Are the following done?

-cleaning of sink

-wiping down of counter space

-cleaning of stove top/oven

-sweeping/mopping of floor

-laundering of dish towels

-laundering of cloth table cloths (if used)

-disposing of trash; relining of trash cans

EVALUATION:

TIPP$

Time:  Did we serve the meal according to the time frame given?  Was food prep time adequate?  Were we harried due to lack of time?

Improvement:  What can we do better next time?  

*People:  Did everyone on the food prep team have a good time?  [MOST IMPORTANT]

*People:  Did everyone get trained to become better food manager for the next meal/event?  

Portions:  Just enough, not enough,  too much?

$ (Budget):  Did we meet the budget?  [*If the event involves collection money for food:  Have the fees been collected and given to the proper source for reimbursements?]