Standard Operating Procedure

SOP is significant to every management in setting a standard to deliver daily

goals of the operations consistently and in an orderly manner.

The significance of setting standards will help reach the following goals to
the organization:

● Ensure consistency and quality in job performance.

● Provides training for team members on new roles, equipment,
procedures, and tasks.
● Simultaneously reducing miscommunication and ambiguity.
● Establish guidelines for specific situations while complying with
regulations and expectations.
FOOD TRUCK
PRIVATE EVENTS
Standard Operating Procedure
Standard Operating Procedure # 0001: Client Inquiry

Department: Corporate Sales and Client Relations

Objective:
To establish a client's profile with all the basic information and event details.

Procedure:

STEP 1: Introduce yourself in a professional manner with your position and

company you’re representing.

STEP 2: Get the following details needed for the event profile as this will be
important in the tariff package proposal.

STEP 3: Ask for the venue and ask permission to do an ocular inspection within the
area for the required provisions. If the venue is not yet available, we can go back to
it later however, you may recommend the alternative locations as their venue.

STEP 5: Inform the client regarding the main provisions required for our food truck
to be operational during the event.

STEP 6: Thank the client for considering us to be their supplier at the event. Bid
farewell and make sure to let them know to call and message you if there’s
anything else they may need to make their event at ease and be in touch with
him/her with all the updates.
Standard Operating Procedure # 0002: Plotting Event Availability

Department:
● Corporate Sales and Client Relations
● Operations
● Culinary
● Logistics
● Repair & Maintenance
● Warehouse
● Supply Chain

Objective:
To check availability of the following for a client's event.

Procedure:

STEP 1: Update the Food Truck Event Calendar at Google Drive and inform all
concerned departments at the FTPE Coordination Telegram group chat.

STEP 2: Inform the culinary team with the menu items to give them ample time to
place orders for the food service.

STEP 3: Once availability is confirmed, inform the guest and schedule an ocular
inspection with the client to confirm the provisions needed for the Food Truck
Private Events operations.
Standard Operating Procedure # 0003: Ocular

Department:
● Corporate Sales and Client Relations
● Operations
● Logistics
● Repair & Maintenance

Objective:
To confirm provisions required by the food truck to be operational on the
event day based on the ocular form.

Procedure:

STEP 1: Meet-up with the client at the venue.

STEP 2: Introduce yourself to the client as well as the team members with you and
mention their role for the ocular inspection.

STEP 3: Start the ocular inspection with the 3 main provisions. If a water line and
wastewater line is not available, suggest options to work around what the client’s
venue currently has. Electricity line is non-negotiable as it is needed for the chillers
inside the food truck.

STEP 4: Tables and Chairs - ask the guest if they will be needing this set-up as we
currently have 40-50 pax only. If none, kindly recommend to rent their own tables
and chairs nearby for them to save costs as well as our expense.

STEP 5: Confirm the Staging Area of the food truck at the venue.

STEP 6: Inform the client that our food truck preparation begins with the ingress
at the venue 2 hours before the event time and 1 hour after the event.

STEP 7: Ask the client if there are any permits and/or fees required prior to the
event as this will be shouldered by them.

STEP 8: Once all provisions are confirmed already with the client, ask other ocular
team members if they have any questions or clarifications with regards to the
event and the food truck set-up.

STEP 9: If all concerns were addressed already, kindly thank the client for
accommodating the team and bid farewell.
Standard Operating Procedure # 0004: Tariff Proposal, Contract and Terms &
Conditions

Department:
● Corporate Sales and Client Relations

Objective:
● To confirm the tariff proposal with the client.
● Finalize and close the deal.

Procedure:

STEP 1: Create a package in line with the client's chosen menu items. If other food
truck menu items were requested, kindly adjust the tariff computation
accordingly.

STEP 2: Once the menu is finalized, look into the expenses columns to review if all
figures are correct.

STEP 3: Update the additional charges only if applicable to the client's event such
as time extension, parasols and mobilization fee.

STEP 5: In this step, you will see and confirm if the cost versus sales ratio is at least
50% after all the adjustments have been made. Once it reaches the required
percentage, you may now proceed to update the contract and terms &
conditions for the client to sign and close the deal.

STEP 6: Proceed to create the Tariff Proposal based on the final tariff rate you
proposed based on the computation you did on all the previous steps.
Standard Operating Procedure # 0005: Payment

Department:
● Corporate Sales and Client Relations
● Accounting and Finance

Objective:
● To settle all balance from the Tariff Proposal.
● To make sure all payments are settled to confirm the event.

Procedure:

STEP 1: Inform the client that down payment of 30% from the agreed total tariff
rate is required to secure their event date. Proof of payment is required for finance
& accounting validation.

STEP 2: Once payment is received, send the proof of payment to the CSCR
Telegram group and tag the Collection Analyst for verification.

STEP 3: You may now inform the FTPE team that you have a booked event once
payment has been validated and updated by the Collection Analyst at the FTPE
Payment Tracking sheet at the Google drive.

STEP 4: Inform the client that his/her payment has already been validated and will
now proceed to make their event happen.

Congratulations! You closed an event deal!

Standard Operating Procedure # 0006: Preparation Process: FTPE Briefing

Department:
● Corporate Sales and Client Relations
● Operations
● Culinary
● Repair & Maintenance
● Logistics

Objective:
● To coordinate and endorse all event details to the operations
including departments involved in the ingress and egress team.

Procedure:

STEP 1: Start by gathering the photos and required information based on your
ocular for your FTPE Briefing Presentation.

STEP 2: Inform the culinary team of the agreed and final menu of the event to place
order and prepare the food prior to the event.

STEP 3: Ask for the names of the manpower required based on the tariff
computation.

STEP 4: Create a floor plan based on the jotted notes and drawing of the staging
area in the ocular form.

STEP 5: Create a presentation solely for the 3 main provisions to elaborate how the
team can tap all of it to the food truck’s staging area.

STEP 6: Finalize all the details mentioned above in your FTPE briefing presentation.

STEP 7: Schedule the briefing ideally a week or two before the event date to give
our team an ample time to prepare everything especially the food orders and
delivery and confirm availability of the attendees:

STEP 8: Once you have confirmed the availability of the team, send a calendar
invite through their emails to set as a reminder to everyone.

STEP 9: Discuss the FTPE briefing presentation to the team. Share the minutes of
meeting and FTPE briefing presentation to the FTPE Coordination TG group chat
for their reference. Upload all files to the Client Events Record folder under
Corporate Sales and Client Relations Drive for documentation.
Standard Operating Procedure # 0007: Preparation Process: Event Checklist

Department: Corporate Sales and Client Relations

Objective:
● To make sure all materials needed for the event are available and
packed.

Procedure:

STEP 1: Start by gathering all the items under “Pre-event”. These items are essential
as a back-up during the event for any unprecedented.

STEP 2: After completing the contents of the event toolkit box, you may proceed
to complete all the other items needed before endorsing all the things to the
operations. Kindly refer to the “Event Day” checklist. Make sure to fill up all the
items; put N/A if not applicable.

STEP 3: After the event, all the materials are to be returned and checked if all items
are in good condition upon receiving and always refer to the event checklist for
accurate endorsement. Once all items are complete, you may now proceed with
the “Post Event” checklist.

STEP 4: The “Post Event” checklist is essential just like the previous checklists for
the preparation before the event as this will be an indicator that you’ve coordinated
all things that needs to be done with all the concerned departments in closing an
event.

STEP 5: You have reached the final part of the checklist. The notes and remarks will
act as a reminder or any notes you need to endorse to the operations and vice
versa. Finish the checklist by writing down your name with date & time and the
same with the person you were endorsing with and upon receiving items.
Standard Operating Procedure # 0008: POS Punching and FTPE Sales Summary
Report

Department:
● Corporate Sales and Client Relations
● Operations
● Finance & Accounting
● IT

Objective:
● To punch all actual items and additional items right after the event.
● All punched and settled items are considered as final sale.

Procedure:

STEP 1: Start by punching all the actual items ordered during the event that are
included in the tariff.

STEP 2: Once all the actual items are already punched, subtract the final tariff
amount on the total ordered items and it will be your FT Other Income amount to
be punched together with the ordered items.

STEP 3: If there are add-ons such as event service time extensions, parasols,
mobilization fee and the likes, kindly add them as well.

STEP 4: If all the items indicated on the tariff are already punched in the POS, you
may now settle it based on the mode of payment client used to secure the event.

STEP 5: Punch all additional charges made during the event that are not part of
the tariff and settle based on the guest’s chosen mode of payment.

STEP 6: Finalize all transactions and print the following report as you will use them
on the Sales Summary Report:

Flash Report - For attachment in all the FTPE transactions.

Z Reading - End of Day report
Consumption Report - Items Sales Report