Creating a run sheet for a catering day: how to stay on top of things
A catering day with too little structure turns chaotic fast, even if the prep work was solid on paper. A run sheet sets out who does what and when, so everyone knows exactly where they stand on the day itself. This article shows you how to build a workable run sheet, what needs to be in it, and how to line it up with the client's own schedule.
Why a run sheet is more than a schedule
A schedule tells you when something needs to happen. A run sheet also tells you who does it, with what, and what happens if things run slightly differently than planned. That difference shows up most on the day itself: with a schedule, someone still has to decide who clears the plates or who covers the bar once it gets busy; with a run sheet, that's already settled.
Without a run sheet, a catering day quickly turns into improvising. That works fine as long as everything runs to schedule, but the moment something goes wrong, a supplier running late or a guest arriving early, chaos hits at exactly the point you can least afford it.
What belongs in a solid run sheet
A workable run sheet is specific enough that someone reading it for the first time the day before knows exactly what's expected of them. The basics are:
- A timeline per phase: set-up, arrival, service, breakdown, with exact times instead of "around midday".
- Who does what: names or roles attached to each task, not just "the team handles it".
- Equipment and quantities: what's being brought, in what amount, and who checks it when loading the van.
- Contact details: for the venue, the client and your own team, so nobody has to hunt for a number right when they need it.
- Special notes: allergies, dietary requirements, venue rules, parking arrangements.
Building it, step by step
Start from the end point: what time does the last guest need to be gone, and when does the venue need to be handed back empty? Work backwards from there to the start of the day. That stops you from building a run sheet that looks fine on paper but leaves too little room for breakdown.
A practical order:
- Set the hard times: arrival at the venue, start of set-up, moment of guest arrival, end of the event.
- Assign tasks per phase to your team, by name.
- Talk through the run sheet out loud with your team once before finalising it. This is usually when you notice two people thought they were covering the same task, or that nobody thought of something.
- Print it or share it digitally, but make sure everyone has it on the day, not just you.
Lining it up with the client's own schedule
For bigger events, like corporate parties or weddings, the client often has their own schedule too: the moment for speeches, the first dance, the shift from drinks to dinner. Your run sheet needs to line up with that, not run alongside it.
Always ask for the client's programme before locking in your own timeline. A speech that overruns means you might serve the main course fifteen minutes later than planned. If that's already built into your run sheet as a possible shift, it's not a problem. If you hadn't planned for it, you end up with a kitchen full of dishes going cold.
A run sheet that still works when things go wrong
The best run sheet isn't built for the day everything goes to plan, it's built for the day it doesn't. Build in a bit of buffer at the critical moments on purpose, and agree in advance who makes the call if something needs adjusting mid-event. Without that agreement, communication stalls at exactly the moment you need to move fast.
Keep finished run sheets after the event too. For a repeat client or venue, an earlier run sheet is the fastest way to start the next one from a solid base instead of from scratch.
Frequently asked questions
How detailed should a run sheet be?
Detailed enough that someone who wasn't part of the prep can follow the day on their own. For a small job with a fixed team, half a page can be enough. For a large event with a lot of casual staff, you're better off with a timeline broken down to the quarter-hour and a clear breakdown of who does what.
Who builds the run sheet: the caterer or the client?
Usually the caterer builds their own run sheet, matched to the client's programme. For larger events with an event planner, it's common for that planner to share an overall schedule, which you then line your own kitchen and service plan up against.
What if the run sheet stops matching reality mid-event?
Agree beforehand who has the authority to shift times or tasks on the spot. Usually that's the person leading on site. Without that clarity, you end up arguing about it at exactly the moment you need a quick decision instead.
Do I need to build a new run sheet for every event?
Not necessarily from scratch. For recurring event types, like a regular office lunch or an annual wedding venue, you can use an earlier run sheet as a base and just adjust the specific details. That saves time and stops you forgetting something that was already solved last time.
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