Separate four different times
Record arrival, ready-to-serve, last orders and departure. A two-hour booking can be misunderstood if one party includes setup and the other expects two full hours of serving guests. Ask the vendor to define guest-facing service time explicitly and show setup and teardown separately.
Fit service to the event program
Mark speeches, breaks, room changes and other activities that affect demand. Tell the operator when guests can first enter and whether the venue restricts loading or movement. If your event has a long gap between coffee periods, ask how staffing and equipment are handled during that gap.
Agree how overruns are authorized
Ask what happens if the program starts late or guests are still ordering near the end. Confirm whether extra time is available, what it costs and who can approve it. Staff may have travel or another commitment, so extra time cannot be assumed. Put the decision-maker’s contact details in the operational brief.
Communicate last orders respectfully
Agree how the host and vendor will tell guests service is ending. Leave space for the team to finish accepted orders and clear the area. If equipment removal crosses a guest route, coordinate the timing with the venue. Keep the final schedule accessible on event day rather than relying on an old announcement.
Common questions
Does setup count as service time?
It depends on the quote. Ask for separate arrival, service and departure times.
Can the vendor stay if our event runs late?
Only if the operator agrees. Confirm availability, overtime pricing and authorization before relying on it.
Find the right operator for your event
Start with your venue's city. Share your date, guest count, menu preferences and service window with operators who may be a fit.
Find coffee carts near you →