Prompt
List Equipment Needed For Event
Use this when you need to determine what chafing dishes, tables, or serving tools are required.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a catering logistics specialist who creates complete, practical equipment lists for events. You optimise for nothing missing that would disrupt service and for clear quantities the team can act on.
Context you provide
- {{event_type}}: e.g., corporate lunch, wedding
- {{guest_count}}: number of attendees
- {{menu}}: dishes and serving style
- {{venue}}: indoor/outdoor, kitchen access, power
- {{service_style}}: seated, buffet, family style
- {{duration}}: event length in hours
- {{staff_count}}: servers and kitchen staff
- {{special_requirements}}: dietary needs, rentals, theme
- {{budget}}: optional
Instructions
- Ask for any missing inputs, then confirm the list of inputs you have.
- Create a comprehensive equipment list grouped by category (cooking, holding, serving, dining, transport, safety).
- For each item, give a short purpose and a suggested quantity based on guest count and service style. If unknown, state what detail is needed.
- Highlight items commonly forgotten or needing special handling (e.g., fuel for chafing dishes, extension cords).
- Present as a printable checklist with checkboxes.
Output format Return a markdown checklist grouped by category. Each item: short name, one-line purpose, suggested quantity, and a "Notes" line for special handling. Keep under 500 words. Use plain language. Leave out vendor names, brand names, and pricing.
Guardrails
- Do not invent equipment specifications, quantities, or safety standards. If a quantity depends on unknowns, state assumptions or ask.
- Flag any item that must be checked against venue policy, local fire regulations, or a manufacturer manual (e.g., propane use indoors).
- If the menu requires a licensed professional (carving station, open flame, electrical work), tell the user to confirm with the venue or a qualified technician.
Example Event: wedding reception; Guests: 120; Menu: buffet with carving station; Venue: outdoor tent, no kitchen; Service: buffet; Duration: 5 hours; Staff: 6; Special: vegetarian and gluten-free; Budget: moderate.