# Event crew meal and rest plan — working copy

Event / edition: ____________________  Date and time zone: ____________________

Version / issued at: ____________________  Plan owner: ____________________

Kitchen or caterer lead and contact: ____________________

Venue welfare lead and contact: ____________________

Agreed count cutoff / change approver: ____________________

Use one copy per event day. Confirm meal entitlement and applicable break rules with the relevant employer, supplier and local advisers. Keep named dietary information in a restricted channel; this shared sheet should use counts and service instructions only. The food operator confirms ingredients and allergen handling.

## 1. Meal demand by service window

| Window and time zone | Service point | Team / shift | Expected present | Meals agreed | Standard | Special meals by type | Food needs unanswered | Reserve agreed with kitchen | Team lead confirms | Kitchen confirms |
|---|---|---|---:|---:|---:|---|---:|---:|---|---|
| Setup breakfast: ____ to ____ | | | | | | | | | | |
| Show lunch: ____ to ____ | | | | | | | | | | |
| Late service: ____ to ____ | | | | | | | | | | |

Counting rule agreed with kitchen: ___________________________________________

Do not add the same person to two windows unless two meals are actually agreed. A shift change may move a meal between windows without changing the day total.

## 2. Post cover and collection route

| Zone / position | People due a meal | Release window | Supervisor authorizing release | Named qualified cover | Handover point | Pickup location / walking time | Return confirmation | Late-service fallback |
|---|---:|---|---|---|---|---|---|---|
| | | | | | | | | |
| | | | | | | | | |

Check doors-open, show cues, audience peaks and strike before approving a release window. Follow local employment terms and the venue's approved coverage plan; this worksheet sets no universal break duration.

## 3. Dietary and welfare handoff

| Decision | Owner | Confirmed answer / location | Outstanding action |
|---|---|---|---|
| Private collection channel for crew food needs | | | |
| Caterer confirms menu, ingredients, allergen response and substitutions | | | |
| Method for matching special meal to the right person at pickup | | | |
| Drinking water and refill point | | | |
| Toilets, handwashing and clean eating/rest area | | | |
| Opening hours, accessible route and signage for welfare area | | | |

Never mark an allergy meal safe solely from this organizer sheet. Ask the food operator to resolve ingredient or cross-contact questions.

## 4. Changes and closeout

| Time | Team / window | Original count | Revised count | Reason | Approved by | Kitchen acknowledged at | Staff informed by |
|---|---|---:|---:|---|---|---|---|
| | | | | | | | |

| Service window | Prepared | Collected | Remaining | Shortage / substitution | Missed meal or break follow-up owner |
|---|---:|---:|---:|---|---|
| | | | | | |

This operational count is not an attendance record, timesheet or payroll calculation.