What's included in a production file
A production file is the complete operational package for a single event. It's everything your team, vendors, and client need to execute without gaps.
The complete document set
Every production file can include up to 11 documents:
| Document | For | Purpose |
|---|---|---|
| Event Proposal | Client | Professional presentation of the event scope and investment |
| Production Notes | Internal team | Operational brief with logistics, notes, and watchpoints |
| Rental Order | Rental company | Complete itemized equipment list |
| Kitchen Prep Schedule | Culinary team | Timed prep sequence by menu item and service stage |
| Staffing Plan | Operations | Role-by-role breakdown with arrival times and responsibilities |
| Run-of-Show Timeline | All vendors | Minute-by-minute from load-in through breakdown |
| Shopping List | Purchasing team | Itemized ingredients and supplies with scaled quantities |
| Budget Breakdown | Internal | Line-item budget with estimates and actuals columns |
| Floor Plan Notes | Venue / setup team | Layout logic and service flow recommendations |
| Weather Backup Plan | Client, venue, internal | Contingency plan for outdoor elements |
| Vendor Emails | Each vendor | Pre-written, event-specific outreach ready to send |
Which documents are generated?
The platform generates the full set for most events. Some documents are conditional:
- Weather Backup Plan is generated only for events with outdoor elements. Mention "outdoor," "rooftop," "garden," "tent," or similar in your brief to trigger it.
- Kitchen Prep Schedule requires menu information — if your brief doesn't include food service details, this document may be minimal. Include cuisine style, service format, and any dietary requirements for the best output.
- Staffing Plan scales with your event size. Very small events (under 20 guests) may have simplified staffing documents.
Document quality
The quality of every document depends on the quality of your brief. The AI generates excellent outputs from specific briefs and mediocre outputs from vague ones.
Produces better outputs:
Corporate dinner for 120 guests at the Four Seasons San Francisco, Friday April 18, plated 4-course service, black-tie, $65k catering budget, pre-dinner cocktail reception from 6-7pm
Produces mediocre outputs:
Nice dinner event for some corporate people
The more context you give the system, the more precisely calibrated every document will be to your actual event.
Editing after generation
Every document in a production file is fully editable after generation. The AI produces the first draft; you make it exactly right. Learn more about editing after generation →
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