# Cocktail Event Operating Kit

Version: resource template 1.1. These are editable training materials, not approved event plans.

## Start here
1. Use the BEO to record confirmed scope, service windows, venue constraints, and decisions.
2. Separate assumptions from confirmed facts. Give every open question an owner and deadline.
3. Build the staffing plan from peak demand and tested throughput. Add support and relief separately.
4. Align the run of show with venue access and immovable show moments.
5. Scale approved recipes in matching units. Keep liquid, mass, and count separate. Split batch from finish, then check water and procurement math.
6. Run the production checklist with the responsible operator before release.
7. Reconcile actuals after the event and update the next plan.

## File instructions and origin
Markdown files are editable text documents. CSV files import into Excel or Sheets as plain tables.
Blank CSV files do not contain executable spreadsheet formulas. The open calculator supplies computed CSV output.
These are editable reference templates, not connected planner files. Use a saved builder JSON file to resume an event in the builder; these templates and CSV exports cannot be loaded as event plans.
Field structures for document control, scope ownership, staff status, and timeline handoffs are adapted from reviewed operating documents. All public wording, blank forms, examples, and calculator logic are newly authored; no original private documents are reproduced.
The calculation logic was rebuilt and tested, not copied from a source workbook.
No real client names, contacts, recipes, supplier details, prices, or event data are included.

## Assumptions and checks
The allocation formula and liquid-only example below belong to the single-recipe calculator. The BEO builder takes explicit servings per cocktail, supports volume, mass, and count, and combines shared ingredient demand before deducting stock. Enter usable container liters directly in the builder; the standalone calculator uses nominal capacity and a usable percentage.

- Allocated serves = ceil(guests * planned beverage serves per guest * recipe allocation * (1 + contingency)).
- Recipe allocation and contingency are decimal fractions in this formula.
- Predilution water = undiluted batch-eligible liquid * predilution fraction.
- Finishing ingredients stay outside stored-batch volume and container count.
- Containers = ceil(batch liters / usable liters per container).
- Packages to buy = ceil(max(0, required ml - usable stock ml) / package ml).
- Staffing = ceil(peak serves/min / tested serves/min/bartender), before support and relief.
- Validate positive capacities and throughput, nonnegative quantities, actual package units, and recipe links.
- Reconcile all named staff with scheduled totals; distinguish planned, confirmed, and backup.
- Do not double-count ice, contingency, service dilution, stock, or shared ingredients across recipes.
- Review every output with the operator; record reviewed by and reviewed on.

## Boundaries
The examples are fictional planning assumptions, not safe-consumption advice or industry staffing benchmarks.
These operations tools do not establish compliance. Review local alcohol, insurance, labor, venue, food-safety, accessibility, emergency, and responsible-service requirements.
Keep real contacts and internal notes only in controlled working copies.

---

## File: BEO.md

# Beverage BEO: Blank Working Template

## Origin and use
Newly authored blank training template. Document-control, ownership, status, staffing, and timeline field structures are adapted from a read-only review of operating documents. Wording, examples, instructions, and calculations are newly authored. Original documents are not reproduced.
No real client names, contacts, recipes, commercial rates, or event details appear here.
This is an operations aid, not a legal form, safety certification, or approved event plan.

## Document control
- Event / project: [Enter]
- Event date: [Enter]
- Venue / location: [Enter]
- Client / producer / venue contact: [Complete only in a controlled working copy]
- Guest count / attendance range: [Enter]
- Service window and time zone: [Enter]
- Load-in / strike window: [Enter]
- Version / prepared by / last updated: [Enter]
- Status: [Draft | Pending confirmation | Confirmed]
- Reviewed by / reviewed on: [Enter]

Keep confirmed inputs, planning assumptions, open decisions, and internal-only notes separate.

## Confirmed event brief
Format: [Enter]
Master event plan / version: [Enter controlled reference]
Service start / stop: [Enter]
Stop-service decision owner: [Enter role]
Accessibility and queue plan owner: [Enter]
Approved menu / exclusions / zero-proof and water plan: [Enter]

## Scope matrix
| Owner | Deliverable | Due date | Status | Dependency |
|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

## Menu and service specification
| Beverage | Recipe version | Single-serve ml | Glassware | Garnish | Batch / finish | Service channel | Allergen / zero-proof notes |
|---|---|---|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

## Stations and equipment
| Station ID | Position | Service method | Queue / accessible handoff | Power / water | Cold storage | Equipment owner |
|---|---|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

## Product and equipment order
| Item | Unit | Planned quantity | Contingency assumption | Usable stock | Purchase quantity | Source owner | Delivery / storage status |
|---|---|---|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

Track prep ice, service ice, display ice, and backup ice separately. Prevent duplicate totals. No automatic ratio is supplied. Verify storage, replenishment, and ice-handling requirements.
Glassware quantity / breakage-return assumption / reviewed by: [Enter]

## Staffing and guest-facing standards
Staffing sheet / version: [Enter]
Lead / bartender / barback / runner / prep owners: [Enter roles]
Call / briefing / service / break / relief / release: [Enter]
Uniform / footwear / training / service standards: [Enter]

## Venue and requirements review
- [ ] Responsible operator confirms alcohol permits / licensing where required.
- [ ] Insurance and venue requirements reviewed with the responsible parties.
- [ ] Power, water, sanitation, cold storage, and food-safety handling reviewed.
- [ ] Access, load-in, waste, emergency, and incident procedures confirmed.
- [ ] Accessibility, labor, meal/rest breaks, and responsible service reviewed.
- [ ] Do not mark confirmed without evidence in the controlled event file.

## Open decisions
| Decision | Owner | Deadline | Impact if unresolved | Status |
|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

## Close and reconciliation
Last-call authority / service stop / guest transition: [Enter]
Stock security / returns / waste / rental count / release owner: [Enter]
Actual vs planned / next-time improvements: [Enter]

## Revision log
| Changed item | Approved by | Time | Downstream updates |
|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] |

## Internal notes
[Do not include in public or client exports by default. Use a separate controlled page.]

---


## File: staffing.csv

```csv
event,version,status,role,planned_count,confirmed_count,backup_count,call_time,release_time,time_zone,shift_owner,station_zone,core_duties,training_attire,dependencies,break_window,relief_role,peak_serves_per_min,tested_serves_per_min_per_bartender,throughput_assumption_owner,notes
[Enter],[Enter],Draft,Beverage lead,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,,[Enter],[Enter]
[Enter],[Enter],Draft,Bartender,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,,[Enter],[Enter]
[Enter],[Enter],Draft,Barback,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,,[Enter],[Enter]
[Enter],[Enter],Draft,Runner,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,,[Enter],[Enter]
[Enter],[Enter],Draft,Prep,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,,[Enter],[Enter]
```

---


## File: runofshow.csv

```csv
event,version,status,time,time_zone,duration_min,phase,owner,action,location,dependency,go_no_go_owner,communication,contingency,actual_time,notes
[Enter],[Enter],Draft,[Enter],[Enter],,Access and load-in,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Receiving and storage,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Back-of-house setup,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Briefing and quality check,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Service ready and doors,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Arrival peak,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Routine service and replenishment,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Press or speech hold,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Guest transition and cutoff,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Quiet limited breakdown,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Full strike and inventory,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],,Recap and archive,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],[Enter],,[Enter]
```

---


## File: batchrecipe.csv

```csv
event,version,status,recipe,recipe_version,batch_id,ingredient,ml_per_serve,batch_or_finish,allocated_serves,required_ml,package_ml,usable_stock_ml,packages_to_buy,predilution_pct_of_undiluted_batch,container_nominal_l,usable_capacity_pct,handling_and_allergen_notes,prepared_at,prepared_by,destination_station,reviewed_by,reviewed_on
[Enter],[Enter],Draft,[Enter],[Enter],[Enter],[Enter],,[batch or finish],,,,,,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],[Enter],[Enter],,[batch or finish],,,,,,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter]
[Enter],[Enter],Draft,[Enter],[Enter],[Enter],[Enter],,[batch or finish],,,,,,,,,[Enter],[Enter],[Enter],[Enter],[Enter],[Enter]
```

---


## File: productionchecklist.md

# Cocktail Event Production Checklist: Blank

## Origin and use
Newly authored blank training template. Document-control, ownership, status, staffing, and timeline field structures are adapted from a read-only review of operating documents. Wording, examples, instructions, and calculations are newly authored. Original documents are not reproduced.
No real client names, contacts, recipes, commercial rates, or event details appear here.
This is an operations aid, not a legal form, safety certification, or approved event plan.

## Document control
- Event / project: [Enter]
- Event date: [Enter]
- Venue / location: [Enter]
- Client / producer / venue contact: [Complete only in a controlled working copy]
- Guest count / attendance range: [Enter]
- Service window and time zone: [Enter]
- Load-in / strike window: [Enter]
- Version / prepared by / last updated: [Enter]
- Status: [Draft | Pending confirmation | Confirmed]
- Reviewed by / reviewed on: [Enter]

Keep confirmed inputs, planning assumptions, open decisions, and internal-only notes separate.

For each line, record owner, deadline, status, evidence, and escalation.
Use [Not started | Awaiting confirmation | Confirmed | Hold].

## Brief and approvals
- [ ] Confirm scope, attendance range, menu, service windows, and approver.
- [ ] Separate confirmed inputs from assumptions and open questions.
- [ ] Record the current BEO, recipe, staffing, and run-of-show versions.
- [ ] Confirm responsible-service, legal, venue, insurance, labor, and accessibility review with accountable parties.

## Production and procurement
- [ ] Validate each recipe, batch/finish split, yield, and water calculation.
- [ ] Check allocations across the full menu, including zero-proof and water.
- [ ] Count usable stock and verify actual package sizes.
- [ ] Verify usable container capacity, handling, headspace, and transport.
- [ ] Set separate prep, service, display, and backup ice assumptions; check totals once.
- [ ] Plan glassware, garnish, sanitation, labels, measuring tools, funnels, and storage.
- [ ] Assign purchasing, receiving, storage, and replenishment owners.
- [ ] Review supplier timing and contingencies without putting private supplier contacts in public copies.

## People and capacity
- [ ] Test complete service cycles for the proposed menu and station.
- [ ] Calculate peak demand / tested throughput, then round active bartenders up.
- [ ] Assign support and relief separately; no generic barback ratio.
- [ ] Reconcile planned, confirmed, and backup counts with actual named shifts.
- [ ] Review breaks, meals, accessibility, training, attire, and labor requirements.

## Load-in and readiness
- [ ] Confirm access, receiving, cold storage, waste, power, and water.
- [ ] Label batches with recipe/version, ID, ingredients/allergens, quantity, preparation time, and handling instructions.
- [ ] Confirm approved use/discard decisions and temperature-control procedures.
- [ ] Brief the crew on service, holds, emergency procedures, and escalation.
- [ ] Verify queues and accessible handoff; run opening go/no-go check.

## Service
- [ ] Release service only through the named decision owner.
- [ ] Monitor actual demand and replenishment; adjust approved plan as needed.
- [ ] Confirm press/photo/speech holds and restart cues.
- [ ] Cover all scheduled rest/meal breaks.
- [ ] Record relevant deviations and decisions in the controlled event record.

## Close
- [ ] Confirm final service, guest transition, stock security, and breakdown route.
- [ ] Reconcile received / prepared / transferred / served / returned / discarded.
- [ ] Count rental equipment and record condition.
- [ ] Approve crew release and return handoff.
- [ ] Compare actual timing and quantities with plan; record next-time changes.

## Open decisions
| Item | Owner | Due | Status | Evidence / next action |
|---|---|---|---|---|
| [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |

---


## File: workedexamples.md

# Fictional Worked Examples

Everything in this file is newly authored for training. “Studio Reception” is fictional. No real event, client, contact, recipe, rate, or operational result is represented.

## Example beverage BEO
Event: Studio Reception. Status: training only, not approved.
Planning attendance: 120. Service: 18:00–20:00, example local event clock.
Menu: fictional citrus highball, zero-proof option, water.
Station: A. Owner: floor lead. Queue and accessible handoff: requires venue review.
Recipe version: example v1. Planned highball allocation: 198 serves.
Open: actual venue/access plan, legal/insurance requirements, responsible-service plan, cold storage, approved recipes, staffing validation, and break coverage.

## Example batch calculation
This is inventory planning, not advice about alcohol consumption.
- Guests: 120
- Planned beverage servings per guest: 2.5
- Allocation to this recipe: 60%
- Inventory contingency: 10%
- Allocated serves: ceil(120 * 2.5 * 0.60 * 1.10) = 198
- Spirit: 45 ml/serve, batch = 8,910 ml
- Citrus: 20 ml/serve, finish = 3,960 ml
- Syrup: 15 ml/serve, batch = 2,970 ml
- Soda: 60 ml/serve, finish = 11,880 ml
- Undiluted batch: 11,880 ml
- Added water: 20% of undiluted batch = 2,376 ml
- Packed batch: 14,256 ml = 14.256 L
- Finishing liquid: 15,840 ml = 15.840 L
- Total recipe liquid including added water: 30.096 L
- Container usable capacity: 5 L * 90% = 4.5 L
- Containers: ceil(14.256 / 4.5) = 4
- Spirit usable stock: 1,500 ml; bottle size 750 ml
- Spirit bottles to buy: ceil(max(0, 8910 - 1500) / 750) = 10
- Citrus packages to buy: ceil(3960 / 1000) = 4, no stock
- Syrup packages to buy: ceil(2970 / 1000) = 3, no stock
- Soda packages to buy: ceil(11880 / 1000) = 12, no stock

No shelf life, ice quantity, glassware quantity, safe-consumption level, or prep-time estimate is inferred. Predilution excludes finishing ingredients and does not model service ice melt.

## Example staffing arithmetic
Fictional peak demand: 12 serves/min.
Fictional tested sustainable throughput: 2 serves/min/bartender.
Required active bartenders: ceil(12 / 2) = 6.
Illustrative role rows: 1 beverage lead, 6 bartenders, 2 barbacks, 1 runner.
Planned row total: 10. Confirmed count: 0. Backup count: 0.
The support counts are illustrative, NOT recommended ratios.
This does not constitute a complete schedule: relief, breaks, station fit, labor requirements, accessibility, and actual training/throughput remain pending.

## Example run of show
15:30 access / logistics lead / dependency: receiving route released.
16:00 build / bar lead / dependency: receipt and equipment checks.
17:15 test serve / beverage lead / dependency: recipe and method approved.
17:45 readiness / floor lead / dependency: team brief and access review.
18:00 doors / show caller / dependency: explicit service-release cue.
18:40 speech / show caller / dependency: agreed quiet-service plan.
19:45 last-call decision / floor lead / dependency: event lead confirmation.
20:00 service stop / floor lead / dependency: guest transition agreed.
20:15 stock and rentals / logistics lead / dependency: breakdown access clear.

## How to use the blank CSV files
Import each CSV into a spreadsheet as plain data. The blank sheets contain no hidden formulas or linked workbooks.
Enter confirmed inputs and clearly label assumptions. Calculate and independently check outputs, or export a working plan from the open calculator.
Keep a controlled version with real contacts separate from public/shared templates.
Review local alcohol, insurance, labor, venue, food-safety, accessibility, and responsible-service requirements with accountable professionals.

---


## File: staffing-example.csv

```csv
event,status,role,planned_count,confirmed_count,backup_count,station_zone,notes
Studio Reception,Training only,Beverage lead,1,0,0,Floor,Illustrative only; relief and schedule pending
Studio Reception,Training only,Bartender,6,0,0,To be reviewed,12 peak serves per minute divided by 2 tested serves per bartender
Studio Reception,Training only,Barback,2,0,0,Support,Illustrative support count; not a ratio
Studio Reception,Training only,Runner,1,0,0,Storage route,Illustrative support count; not a ratio
Studio Reception,Training only,TOTAL,10,0,0,All,Roles reconcile; not an approved staffing recommendation
```

---