Free hospitality operations template
Event Setup Checklist Template
A structured setup checklist for every event in the diary. Capture event details, room setup, floor plans, tables, chairs, signage, AV, food and beverage, staff briefing, guest experience and final sign-off — so nothing gets lost between the booking and the floor.
Free manual template
Event Setup Checklist Template
What's inside
- ✓Event details: client, timings, headcount, special requests
- ✓Room setup and layout per floor plan
- ✓Tables, chairs and seating configuration
- ✓Signage, branding and wayfinding
- ✓AV setup and test: mics, screens, music, lighting
What this template helps you manage
What the free hospitality operations template covers.
Turns the event brief into a structured run sheet owned by the floor team — not just the events coordinator.
- ✓Event details: client, timings, headcount, special requests
- ✓Room setup and layout per floor plan
- ✓Tables, chairs and seating configuration
- ✓Signage, branding and wayfinding
- ✓AV setup and test: mics, screens, music, lighting
- ✓Food and beverage prep: bar, kitchen, dietaries
- ✓Staff briefing, roles and roster
- ✓Guest experience: amenities, accessibility, comfort
- ✓Final walk-through and sign-off before doors open
How PublicanOps works
From paper checklist to a live workflow.
Schedule it, assign it, complete it on mobile, and report on what happened. Records can carry into shift reports, manager handovers and asset history where relevant.
- 1Step 1
Schedule
From brief to structured run sheet
PublicanOps converts the event setup into a structured run sheet with tasks assigned to events staff, bar, kitchen, AV, cleaning and the Duty Manager.
- 2Step 2
Assign
Assigned by team
Each team sees only their tasks on mobile — bump-in, AV, F&B, cleaning and front-of-house each own their part.
- 3Step 3
Complete
Live progress
The events lead and Duty Manager see what's done, late or blocked in real time.
- 4Step 4
Report
Sign-off gate
No doors open until manager-level sign-off is captured against the run sheet.
Completed records flow straight into venue reports, manager handovers and — for maintenance and asset checks — your asset history, so nothing has to be re-keyed.
Benefits
Wins for every role in the venue.
For frontline staff
- ✓A clear, sequenced run sheet — not a thrown-together brief
- ✓Confidence in what 'done' looks like for their role
- ✓Issues escalate fast, not at 4.59pm
For duty managers
- ✓Real-time view of bump-in progress across teams
- ✓Single source of truth for the event
- ✓Clear escalation path for any blockers
For operations managers
- ✓Standard event setup process across every venue
- ✓Cleaner handovers between events, bar, kitchen, AV and cleaning
- ✓Trend setup issues and turnaround times across the group
For general managers & operators
- ✓Fewer missed details on every event
- ✓Stronger event execution and better client experience
- ✓Function and event revenue protection through repeat bookings
- ✓Defensible record for any post-event complaint
Manual template preview
Preview the printable template.
A simple structure your team can use today. The PublicanOps version maps to the same fields with scheduling, assignment, photo evidence and reporting layered on top.
PublicanOps · Manual template
Event Setup Checklist Template
Venue
______________________
Date
______ / ______ / ______
Completed by
______________________
Checks
- Event details: client, timings, headcount, special requests✓ / ✗
- Room setup and layout per floor plan✓ / ✗
- Tables, chairs and seating configuration✓ / ✗
- Signage, branding and wayfinding✓ / ✗
- AV setup and test: mics, screens, music, lighting✓ / ✗
- Food and beverage prep: bar, kitchen, dietaries✓ / ✗
Issues / notes
Staff sign-off
Name + signature
Manager review
Name + signature
Free download
Download the Event Setup Checklist template.
Printable run-sheet-style setup checklist — use it for the next event in the diary.
Inside the PDF
- Event details: client, timings, headcount, special requests
- Room setup and layout per floor plan
- Tables, chairs and seating configuration
- Signage, branding and wayfinding
- AV setup and test: mics, screens, music, lighting
- Food and beverage prep: bar, kitchen, dietaries
- Staff briefing, roles and roster
- Guest experience: amenities, accessibility, comfort
- Final walk-through and sign-off before doors open
Free template
Download the Event Setup Checklist template.
Printable run-sheet-style setup checklist — use it for the next event in the diary.
Frequently asked questions
Questions venue operators ask about this template.
What is the Event Setup Checklist Template for?
A structured setup checklist for every event in the diary. Capture event details, room setup, floor plans, tables, chairs, signage, AV, food and beverage, staff briefing, guest experience and final sign-off — so nothing gets lost between the booking and the floor.
Who should use the Event Setup Checklist Template?
Duty managers, venue managers, operations managers and frontline staff responsible for events. It's built for clubs, pubs, hotels, gaming venues, entertainment venues, and function/event venues.
Can I use this template manually?
Yes. The Event Setup Checklist Template is provided as a free printable PDF you can use on a clipboard or pin up back-of-house — no PublicanOps account required.
How does PublicanOps digitise this process?
PublicanOps converts the event setup into a structured run sheet with tasks assigned to events staff, bar, kitchen, AV, cleaning and the Duty Manager. Staff complete the workflow on mobile, capture photos and notes, and no doors open until manager-level sign-off is captured against the run sheet.
Can PublicanOps assign this task to staff automatically?
Yes. PublicanOps schedules the Event Setup Checklist Template on a recurring cadence and assigns it to the right shift, role or team — with escalation to the Duty Manager for missed or overdue tasks.
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Free trial for venue partners
Turn this checklist into a live PublicanOps workflow.
PublicanOps helps venues schedule recurring checks, assign work, capture faults, track completion, and keep every shift accountable.