Sips & Souls Cafe — Event Operations Plan¶
Filled by the Operations Manager after the Event Proposal Form has cleared Pre-Check.
This is where we figure out whether we can actually execute, what it costs, and what we'd bring. Goes to the team review meeting alongside the Proposal Form for the final go/no-go decision.
Linked Proposal Form: _________
Operations Manager: _________
Date filled: _________
1. Staffing¶
| Who's on the event (name, role) | ________ |
| Hours required per person (incl. travel, setup, teardown) | ________ |
| Impact on regular cafe staffing — who covers shop? | ________ |
| Can all event staff stay through teardown? | ________ |
2. Menu & Product¶
| Selling / giveaway / both? | ________ |
| What we're serving / bringing | ________ |
| Why this menu fits (weather, audience, our capacity) | ________ |
| Sample size (if giveaway) or pricing (if selling) | ________ |
| Payment method (if selling): SpotOn mobile / cash / Square / other | ________ |
| Permits, sales tax, temp food license needed? | ________ |
3. Supplies & Equipment¶
| Supplies needed (cups, milk, coffee, ice, etc.) and quantities | ________ |
| Equipment (brewers, kettles, dispensers, scale, etc.) | ________ |
| What's missing and how we'll get it | ________ |
4. Logistics¶
| Transport plan (vehicle, driver, departure time) | ________ |
| Power needs and on-site power availability | ________ |
| Weather contingency (tent, ice, indoor backup) | ________ |
| Setup window (arrival → ready to serve) | ________ |
| Teardown plan and target out-time | ________ |
5. Marketing Materials¶
- Business cards
- Take-home menus
- Door prize / giveaway
- Sign-up sheet (mailing list)
- Other: _________
6. Cost Estimate¶
| Line item | $ |
|---|---|
| Vendor fee | _ |
| Supplies (above what we'd use anyway) | _ |
| Staff hours @ rate × hours | _ |
| Transport / fuel | _ |
| Other | _ |
| Total estimated cost | _ |
| Expected revenue (if selling) | $ _ |
| Net | $ _ |
7. Recommendation¶
☐ Recommend GO — feasibility confirmed
☐ Recommend NO-GO — operational reasons: ________
☐ Recommend DEFER — need to resolve: ________
Why: _________
Team Review — filled at the meeting¶
| Date reviewed | ___ |
| Attendees | _________ |
Decision: ☐ Go ☐ No-go ☐ Defer (revisit when: ___)
Event Lead (if Go): _________
Next steps & deadlines:
Reviewed by (initials): __ _ ___