When preparing for your private event, it’s always best to over prepare. When I started hosting events of my own, I found that giving my servers a task list prior to the event start would always help keep them organized and on track.

Here is a general list of responsibilities that you can pull from when organizing your teams responsibilities.

Pre-Event Prep Tasks

Have your servers assist in setting up the event space. This could include many tasks but these are the most common that I have seen to be useful for every event, regardless of its scope.

Have your servers help set up the tables and chairs for the event. They can help organize the space and also help set the tables with linens, etc.

Your servers can set each table with the appropriate place settings. Have a photo example of how you would like the silverware, plates, cups, and napkins set and then have the servers replicate it at scale.

After doing this, they can lend a hand in the kitchen and help with plating or preparations if needed.

Guest Arrival and Welcome Tasks

Once guests begin arriving at the venue, have your servers greet them. Considering using this time to have your servers tray pass welcome drinks or passed appetizers.

After they have welcomed the guests, you can have your servers begin directing guests to their seats. If they have assigned seats, make sure you share the seating plan with your servers prior to the event start so they are informed.

Catering Services During the Event

Meal service varies per type of service so here is a general breakdown for the most popular service types.

Buffet Style:

Begin by letting guests know the flow of the buffet service. Have your servers be prepared to answer any questions about the food they are serving. This can relate to ingredients, dietary restrictions, etc.

Ensure that your servers are monitoring and replenishing the buffet stations as needed while assisting the guests with serving themselves. Your servers should also make sure that the station are kept neat and tidy.

Plated Seated Dinner:

For a plated dinner service, your servers should begin by taking individual orders from guests. Remind them to confirm any dietary restrictions with guests when taking their orders.

Once they take the orders, they should relay this to the kitchen staff to prepare.

When serving the meals to guests, the servers should make sure to time the service to ensure all guests receive their meals in an organized fashion.

The servers should also take drink orders and offer refills on drinks as needed. Once each course is served, they should bus the used utensils and plates and restock as needed.

Family Style Dinner:

For family style dinners, make sure that each dish being prepped is ready to be taken out at the same time by the servers. They should serve the same dish to each table before taking out the next dishes. For example, have your servers drop all the salads first and then all the side dishes, and then all the proteins.

Then, have your servers refill drinks as needed and replenish food as needed. They should be simultaneously bussing during this process as well.

Tray Pass Service:

When your servers are providing tray pass service, make sure that they are circulating through the guests with trays of food and/or drinks. They can offer guests appetizers and a cocktail napkin with each appetizer. Make sure your servers are aware dish components in case of dietary restrictions.

Once their trays are empty or are getting close to empty, the servers should head back to the kitchen to restock the trays. They should also buss on their way into the kitchen each time.

Event Clean-Up Tasks

Once guests have finished eating, have your servers start clearing tables and cleaning up dishes. They can bring all of these back to the dishwashing or scullery sections in the back of house.

If you are handling scullery at your event, have your servers ensure that all dishes are scraped, washed, and packaged correctly for rental pick up after the event.

If your caterer needs help packing up leftover food, your servers can assist with this too. They should ensure that all food and dishes have been cleaned up and the venue if left tidy.

Conclusion

As someone who has hosted and staffed numerous events, I've learned the importance of thorough delegation and clear communication with my team, especially when it comes to organizing the responsibilities of serving staff. Providing a task list for your servers before the event starts can attribute to the smooth running of the event. From pre-event preparation to guest arrival, service during the event, and event clean-up, having a clear list of tasks ensures that everyone knows their role and responsibilities. I hope these tasks will help you when preparing your server task lists!

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