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Lead Chef Playbook

The 'Lead Chef Playbook' is a guide to running events the Elegant Affairs way. The Playbook should help you quickly learn our best practices and standard operating procedures for leading events.

Elegant Event Execution

Pre-Event

  • Log in to Nowsta and review the menu, notes, staff and the “digital red folder”

  • Participate in an event managers call with the Executive Chef, captain and salesperson 

  • Evaluate expectations and report any issues to the chef asap

  • Create gameplan and staff assignments based on information

  • Complete and submit equipment requisition sheet 48 hours prior to event 

Ship Out

  • Arrive at kitchen and review chef packet that will include: Menu, with reference cards, beverage sheet, equipment requisition sheet and short sheet

  • Short sheet will denote any day of prep items that must be completed prior to departure

  • Take note of any orange “Hot Sheet” in your menu packet.  This is a change order from the original menu.

  • Review equipment requisition and make sure all needed equipment is packed

  • Using menu, check all prep items are present and ready to be loaded

  • When 100 % ready to load, drive to warehouse and pick up truck from transportation manager

  • Ensure vehicle is fueled, clean and the REEFER IS RUNNING

  •  Report any issues to transportation manager and chef

  • Drive truck to kitchen and Load

  • Review pack out checklist before departure (attached)

Arrival

  • Meet captain and review load in location, and any special instructions

  • Identify vehicle parking

  • when driving in NYC, download and use the ParkNYC parking app. Request credentials from chef to log into the Elegant account.  Select the correct truck and parking zone.

  • Walk through with captain, plan cook tent set up

  • Paper and tape floors if necessary

  • All cooks in proper uniform (coat and apron, black cap)

  • Address Food safety health dept compliance (lead chef to carry thermometer)

  • Keep reefer running to ensure food remains at a safe temperature

Unload

  • Using the menu, double check all items are present as they come off the truck

  • Direct where equipment and food will go as it is unloaded

  • Sous chef to be stationed in kitchen area to direct placement of equipment

  • Unload only what is needed to set up, keep food refrigerated on truck for as long as possible

Setup

  • Within 1 hour of arrival, double check that everything has arrived, is in good condition and is working--Triple check that your heat source is working

  • Communicate any shorts or damaged items to ONLY the captain and the chef to eliminate potential confusion and/or duplicate re-runs

  • Text Chef when fully checked in, set up and good to go

  • Staff meal timing to be coordinated with captain (FHO staff may only eat at designated break times)

  • Assign responsibilities to cooks  and circle back throughout event to ensure compliance   

  • Designate and set up HD area with FOH staff

  • Make sure HD tables are labeled properly

Execution

  • Communicate closely with captain to ensure accurate timeline  

  • Oversee cooks and ensure standards are upheld and deadlines are met

  • Cold food kept COLD

  • Hot food to ALWAYS be served on hot plates  

  • When doing a plated dinner event, plate 3 extra of each entrée and hold warm for client (just in case)

  • Photograph food and send pics to Chef (if time allows)

  • Lead Chef report must be completed and submitted within 24 hours of the event.  If any items must be left behind chef reports must be submitted IMMEDIATELY.

Pack Up

  • Sous chef to manage extra food and rescue any high-cost items  

  • Pack leftover food for client. Any additional food may be set aside for FOH staff to eat after they are clocked out. 

  • Pack used kitchen rags clear plastic bags (not to be thrown out)

  • Pack all plastic deli containers in clear plastic bags (not to be thrown out)

  • Pack all linen in clear plastic (keep kitchen separate from FOH)  

  • Identify and separate rentals from EA owned equipment  

  • Pack up kitchen module and make note of any items used

  • Return all items to the Lead Chef Toolbox CLEAN

  • Leave the space as you found it  

  • ​Complete a final walkthrough with the captain 

Loading

  • Reference Truck Loading Guide

  • Large and heavy items are loaded first (Tables/ Ovens / Chairs)   

  • Pack rescued food last 

  • Leave space for last minute beverage and bar equipment  

  • Notify chef of any breakage by taking photos and uploading into Lead Chef Report 

  • Notify chef before leaving any equipment behind because of lack of space in the truck.

  • If any Items are left, upload photos to the Lead Chef Report

Return to Kitchen

  • Place rescued food in walk-in & or freezer 

  • place perishable beverage product in the outside walk in

  • Unload all Cambros and wheels 

  • Unload all dirty kitchen equipment, including blue oil canisters and leave outside the kitchen in an orderly manner 

  • Return Kitchen Module and Toolbox to the proper shelf

  • Put any special equipment previously identified by chef next to or on his desk 

  • Clean cab of truck of any garbage or personal belongings

  •  BEFORE LEAVING THE KITCHEN PLEASE RE-SECURE ALL REMAINING EQUIPMENT WITH STRAPS

  • ​Return truck to warehouse. Lock the truck and drop the keys in the drop box 

  • THANK YOU!!!

  • Get home safely and have a good night 

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