A catering event involves three distinct phases, prep, execution, and teardown, often handled by different crews. The prep team builds the event. The execution team runs it. The teardown team breaks it down. When handoffs between these phases fail, the client sees the seams.
Where catering handoffs fail
- Prep to execution: The prep team substituted an ingredient (allergen alert!) but didn't tell the servers. A dietary restriction noted during planning isn't communicated to the line.
- Client changes: The client calls at 2 PM to add 20 guests. The prep team adjusts quantities, but the execution team still sets the original table count.
- Equipment issues: A chafing dish is dented, a serving station is missing a component. The prep team noticed but figured the execution team would handle it.
- Venue specifics: The loading dock closes at 5 PM. The teardown crew doesn't know and arrives at 5:30 PM with trucks.
What each handoff should include
Prep → Execution
- Menu changes or substitutions (with allergen implications)
- Updated guest count and dietary restrictions
- Equipment status and any missing items
- Timeline adjustments
- Client special requests received after the BEO was finalized
Execution → Teardown
- Venue-specific restrictions (loading dock hours, elevator access, noise rules)
- Rental equipment inventory (what goes back to which vendor)
- Client equipment (what stays on site)
- Leftover food disposition (donate, pack for client, discard)
- Damage or issues to document
Voice-first for event days
On event day, nobody has time to type. ShiftVoice lets the prep lead record a 2-minute handoff while loading the van. The execution captain listens on arrival. Learn more about ShiftVoice for catering.