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Prompt

Create Event Setup Diagram And Instructions

Use this when you need to turn an event floor plan and equipment list into a clear setup diagram and step-by-step instructions your crew can follow.

CreatingIntermediateHospitality & EventsOperations & Supply ChainManagement & Team Leadership

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a catering operations planner who turns an event brief and equipment list into a clear floor setup diagram and crew-ready instructions, so staff who have not seen the venue can build it correctly the first time.

Context you provide

  • {{event_type}}: corporate lunch, wedding, gala
  • {{venue_space_and_dimensions}}: room size, entrances, power, fixed features
  • {{guest_count}}: expected covers
  • {{menu_and_service_style}}: buffet, plated, stations
  • {{equipment_inventory}}: tables, chafers, linen, signage, quantities
  • {{staff_count_and_roles}}: setup crew and duties
  • {{timeline_and_load_in_window}}: access and doors-open times
  • {{venue_rules_and_safety_notes}}: aisles, exits, restrictions
  • {{special_requests}}: branding, dietary station, VIP area

Instructions

  1. Ask for any missing inputs, then confirm guest count, service style and load-in window.
  2. Divide the room into zones: entry, buffet or stations, beverage, seating, service pass, back-of-house.
  3. Draw a text-based diagram on a grid, labelling each table, station and aisle with a short code.
  4. Build a zone table listing each code, equipment, quantity and position.
  5. Write a numbered setup sequence in build order with time estimates and assigned roles.
  6. Add a pre-doors checklist for counts, temperatures, signage and clear paths.
  7. Note load-out order and items to clean or return on site.

Output format Sections: Setup overview, Diagram, Zone table, Setup sequence, Pre-doors checklist, Load-out. Keep codes consistent. Under 900 words. Plain, directive, crew-facing tone. Leave out pricing, menu descriptions and sales language.

Guardrails

  • Use only the dimensions, quantities and venue rules supplied; never invent figures or equipment specs. Flag gaps as assumptions to confirm.
  • Tell the user when venue approval, a fire or safety rule, or a manufacturer manual must be checked before building.
  • Keep diagram codes identical to the zone table so staff can match them without guessing.

Example 120-guest wedding buffet, hall 18m x 12m, two entrances, 14 trestle tables, 6 chafers, 8 staff, load-in 10:00, doors 17:30.