Understanding the output documents
Every production file contains up to 11 documents. Some are client-facing, some are internal, and some go directly to vendors. Here's what each document is for.
1. Event Proposal
Who receives it: Your client What it contains: A professional summary of the event including date, venue, service style, menu concept, staffing overview, and investment summary.
The Event Proposal is formatted for client presentation — clean, polished, and ready to send without editing. It doesn't contain internal pricing logic, staffing cost breakdowns, or notes you don't want clients to see.
2. Production Notes
Who receives it: Your internal team What it contains: Everything your team needs to know — setup time, load-in logistics, internal notes, problem areas to watch, client preferences, and anything else that keeps the team aligned.
This is the document your team captain carries on event day. It's the "what's really happening and what do we need to watch" version that never goes to the client.
3. Rental Order
Who receives it: Your rental company What it contains: A complete itemized rental list with quantities scaled to your guest count — tables, linens, chairs, service equipment, glassware, flatware, chinaware, and specialty items.
The AI calculates quantities based on your guest count and service style. You can edit any line item before sending.
4. Kitchen Prep Schedule
Who receives it: Your culinary team What it contains: A timed prep schedule organized by menu item and service stage — what gets made when, in what sequence, and in what quantities.
5. Staffing Plan
Who receives it: Your staffing team and vendors What it contains: Position-by-position breakdown including role, quantity, arrival time, responsibilities, and reporting structure.
Staffing ratios are calculated based on your guest count, service style, and event duration.
6. Run-of-Show Timeline
Who receives it: All vendors What it contains: Minute-by-minute timeline from vendor arrival through event close and breakdown.
This is the document every vendor refers to on event day. It's the single source of truth for timing.
7. Shopping List
Who receives it: Your purchasing team What it contains: Itemized ingredient and supply list with quantities scaled to your headcount, organized by category.
8. Budget Breakdown
Who receives it: Internal use What it contains: Line-item budget with estimates and space for actuals. Organized by category: food, beverage, rentals, staffing, florals, entertainment, and other.
9. Floor Plan Notes
Who receives it: Your venue coordinator and setup team What it contains: Layout logic, furniture placement recommendations, service flow, and egress considerations based on your venue type and guest count.
Note: The Middleman generates floor plan notes and layout logic — not graphical floor plans. Graphical floor plan tools integrate in Q4 2026.
10. Weather Backup Plan
Who receives it: Internal, client, and venue What it contains: Contingency plan for outdoor events — triggers for making the call, backup space options, timeline for transition, and communication chain.
Generated automatically for any event with outdoor elements.
11. Vendor Communication Emails
Who receives it: Each relevant vendor What it contains: Pre-written, event-specific email briefs for each vendor category — caterer, rental company, florist, photographer, entertainment, and venue. Ready to send with one click.
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