Start with the guest schedule
List when doors open, when the room is busiest and when the main program asks for everyone’s attention. A printing station should complement those moments. Tell the crew about any quiet periods or transitions so equipment operation and guest invitations can be planned around the event.
Work backward from the last pickup
The end of the guest program is not automatically the right time for the final order. Allow for items already in production and a clear collection window. Agree on how the host will communicate the closing time and what happens to any items that are not collected.
Leave room for setup
Venue access, inventory movement and equipment checks happen before guests arrive. Share the access window, loading instructions and the person who can approve the station location. If the event uses a shared venue, confirm when the room will actually be available.
Illustrative planning scenario
Example: the reception ends with a group departure
Guests leave together for transportation after a reception. Collection needs to happen before that departure, not simply before the venue closes. Build the final-order and pickup discussion around the guest schedule and the actual production plan.
A working decision sheet
A timeline should distinguish public program times from crew operating times. The host may know the guest schedule while the venue owns access and teardown; both belong in the same brief. Leave unresolved times labeled as open decisions instead of presenting a speculative cutoff as confirmed. Share the final plan with anyone making announcements to guests.
| Decision | Record or review | Planning note / owner |
|---|---|---|
| Access | When crew and equipment can enter | Confirm with the venue contact. |
| Opening | When guests can first place orders | Allow approved setup and checks beforehand. |
| Final orders | The agreed last ordering window | Base it on the production scope. |
| Collection | When guests receive finished items | Coordinate with departures and programmed moments. |
Put it into your brief
- Which program moments concentrate guest arrivals or departures?
- When must the final guest receive their item?
- Who communicates opening and closing times?
Use these questions to record the decisions you already know and identify what needs review. Keep the brief with the current product specifications and event documents.