Host guides
Provide Helpful Details for Vendors
Sharing these details in your event notes, and photos when you book Captain Service, gives the bartender you book what they need to plan setup and service before the day of your event.
Photos and written detail about your venue are what a bartender uses to prepare. Sharing them in advance is how setup, positioning, and equipment get planned before the day.
Add these details to your event notes in the bartendersNow™ app. If you book Captain Service, you can also share photos with your bartender in in-app messaging.
Professional Setup Requirements
Photos of each designated bar area showing size, layout, and existing features (counters, outlets, shelving, etc.). This information helps bartenders plan efficient setups that align with Stock List specifications and Smart Staffing Calculator recommendations.
In the app: Describe each bar location in your event notes. If you book Captain Service, you can also send photos to your bartender in in-app messaging.
Vendor Logistics Support
Photos or maps showing designated vendor parking areas or recommended parking spots, including any access instructions or restrictions. Professional bartenders appreciate clear logistics that enable timely arrival and setup.
In the app: Add parking details to your event notes. The bartender sees them on your booking request.
Equipment Transport Planning
Photos illustrating the route vendors should take to bring equipment into and out of the venue, noting any stairs, narrow doorways, or obstacles. This enables bartenders to prepare appropriate transport equipment and allocate sufficient setup time.
With Captain Service: you can message your Captain in the app before the event to agree how load-in and setup will work at your venue.
Electrical Requirements
Clear photos showing the location and type of available power outlets at each bar area. Professional bartenders may require power for equipment, lighting, or specialized tools.
Why it matters: Adequate electrical access lets your bartender run the equipment they bring.
Operational Efficiency
If applicable, photos indicating the location of any accessible water sources near the bar(s). Water access significantly improves efficiency for mixing, cleaning, and sanitation during service.
Why it matters: Water access affects how your bartender sets up and cleans up. The Stock List works from your event details and menu, not your venue's water access.
Waste Management Planning
Photo(s) showing where vendors can dispose of trash and recycling during and after the event. Clear waste management keeps the bar area clean during service and makes cleanup at the end faster.
Professional Coordination: Waste disposal planning integrates with overall event logistics and venue requirements.
Comprehensive Planning
A broader view of the venue to help bartenders understand event flow and their designated areas. Layout understanding enables optimal service positioning and guest flow management.
Smart Staffing Calculator: The calculator works from your event details, not your venue layout. Layout photos help your bartender plan positioning.
Service Flow Optimization
Share a clear timeline of key event moments (ceremony start, cocktail hour, dinner, toasts, bar closing). This helps bartenders anticipate service flow and proactively manage bar operations.
Professional Service Enhancement:
- Brief closures coordination for guest seating during dinner or toasts
- Peak period preparation for optimal service during high-demand times
- Service flow management between event phases
- Professional timing aligning bar service with event progression
Sharing Venue Details
The bartendersNow™ app gives you:
- Event notes your bartender sees on your booking request
- Access from your phone or computer in a web browser, with no app store download
Paid Coordination Work
When you book Captain Service, you get:
- Direct messaging with lead bartender for detailed planning
- Image sharing for layout coordination and setup planning
- Service-flow planning with your Captain in the thread
- Team coordination for multi-bartender events
Comprehensive venue details enable bartenders to:
- Plan setups suited to the space
- Anticipate challenges and prepare appropriate solutions
- Coordinate with venue staff and other vendors
- Arrive prepared for the conditions they will find
Detailed information sharing through the bartendersNow™ app:
- Reduces setup time on the day of the event
- Surfaces constraints early, while there is still time to plan around them
- Keeps coordination in one place
- Supports Captain Service for multi-bartender events
Professional Documentation
- Clear, well-lit photos showing relevant details and context
- Multiple angles providing comprehensive views of key areas
- Detailed captions explaining relevant features and considerations
- Current images reflecting actual venue conditions and layout
Optimal Information Flow
- Share details early in the planning process for maximum preparation time
- Update information if venue conditions or layouts change
- Coordinate with Captain Service for complex venue requirements
- Photograph all key areas according to checklist requirements
- Add the details to your event notes so your bartender can read them
- Coordinate with Captain Service for complex venue requirements
- Verify information accuracy and completeness before event date
- Book Captain Service if you want in-app messaging with your bartender
- Review logistics with Captain Service when applicable
- Coordinate final details for optimal service execution
Comprehensive venue information enables:
- Efficient equipment transport and setup procedures
- Optimal service positioning for guest flow and accessibility
- Professional presentation — agree what you expect with your bartender when you book
- Coordination with venue staff and other vendors
Information sharing through the bartendersNow™ app supports:
- Event notes kept on the platform and available to your bartender
- Photos shared in in-app messaging when you book Captain Service
- Captain Service coordination for multi-bartender events
- A record of what was shared and when
Detailed venue information shared through the bartendersNow™ app gives the bartender you book what they need to plan your bar service.
Sharing it early, and updating it if the venue changes, leaves fewer decisions for the day of the event.
- Event Planning Checklist: Comprehensive planning with venue integration
- Captain Service Overview: Enhanced coordination for complex venues