📋 Document Roadmap

Phase 1: Registration & Compliance (11 docs)

✔	Ref	Document	Purpose
	EVT-001	CIPC Registration Certificate	Proof of company registration
	EVT-002	Memorandum of Incorporation (MOI)	Company constitution
	EVT-003	SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	EVT-004	COIDA Registration	Employee injury cover
	EVT-005	Public Liability Insurance	Event injuries, property damage (R5m–R10m typically)
	EVT-006	Event Specific Insurance (per event)	Cancellation, weather, non‑appearance

EVT-007 Food Handling / Catering Licence Municipal – for food preparation EVT-008 Health Certificate (Municipality) For catering kitchen inspection EVT-009 Temporary Event Liquor Licence (if serving alcohol) Per event from Provincial Liquor Board EVT-010 Fire Clearance Certificate For tents, marquees, venues EVT-011 B‑BBEE Certificate For corporate events and tenders

Phase 2: Contracts & Client Docs (12 docs)

✔RefDocumentPurpose EVT-012 Event Management Agreement (Master) Core contract with client EVT-013 Catering Service Agreement (if standalone) Food and beverage only EVT-014 Venue Hire Agreement (with event space) If you rent venues EVT-015 Supplier Agreement (Decor, AV, Photography) With subcontractors EVT-016 Quotation / Proposal Template (per event) Detailed pricing EVT-017 Deposit / Payment Schedule 50% deposit typical EVT-018 Cancellation Policy (sliding scale) Loss recovery EVT-019 Event Order / Run Sheet (client sign‑off) Confirmation of all details EVT-020 Dietary Requirements Declaration Form Liability for allergies EVT-021 Indemnity / Waiver Form (activities, alcohol) Legal protection EVT-022 Non‑Disclosure Agreement (NDA) For celebrity/VIP events EVT-023 Photography / Media Consent Form For event photos/videos

Phase 3: Human Resources (10 docs)

✔RefDocumentPurpose EVT-024 Employment Contract – Event Coordinator / Planner Permanent staff EVT-025 Employment Contract – Chef / Catering Manager Food operations EVT-026 Employment Contract – Waitron / Bartender (casual) Casual staff agreement EVT-027 Employment Contract – Logistics / Setup Crew Labour EVT-028 Independent Contractor Agreement (DJ, photographer) Subcontractors EVT-029 Code of Conduct (Event Staff) Professionalism, alcohol handling EVT-030 Disciplinary Code & Procedure HR compliance EVT-031 Event Staff Roster (per event) Daily schedule EVT-032 Attendance Register (per event) Sign‑in / sign‑out EVT-033 Training Record – Food Safety (catering staff) Hygiene certificate

Phase 4: Operations & Event Management (14 docs)

✔RefDocumentPurpose EVT-034 Master Event Checklist (per event size) All tasks pre‑event EVT-035 Event Run Sheet (timeline: setup, start, breakdown) Minute‑by‑minute EVT-036 Floor Plan Layout (seating, stage, bars, buffet) Client sign‑off EVT-037 Guest List / RSVP Tracker Attendance EVT-038 Seating Plan (weddings, galas) Table assignments EVT-039 Supplier Contact List (per event) All vendors EVT-040 Equipment / Furniture Sign‑Out Log (tables, chairs) Tracking EVT-041 Food & Beverage Consumption Log (per event) Cost control EVT-042 Bar Tab / Drink Voucher Register Cash control EVT-043 On‑Site Incident Log (medical, behaviour issues) Risk management EVT-044 Lost Property Register For guests EVT-045 Client Feedback / Post‑Event Evaluation Form Improvement EVT-046 Post‑Event Financial Reconciliation Actual vs quote EVT-047 Thank You Letter / Follow‑up Template Client retention

Phase 5: Health & Safety (10 docs)

✔RefDocumentPurpose EVT-048 Occupational Health & Safety (OHS) Policy Company H&S EVT-049 Event‑Specific Risk Assessment (per event type) Crowds, fire, food, weather EVT-050 Safe Work Method Statement (SWMS) per activity Stage setup, cooking, lighting rigging EVT-051 Incident / Accident Report Form Guest or staff injury EVT-052 First Aid Kit Register (per event) Inventory EVT-053 Fire Extinguisher / Fire Blanket Log Monthly check (catering tents, kitchens) EVT-054 Emergency Evacuation Plan (per venue) Map and procedure EVT-055 Food Safety / Temperature Log (buffet lines, fridges) Health compliance EVT-056 Personal Protective Equipment (PPE) Policy Kitchen, setup crew EVT-057 Toolbox Talk Register (pre‑event safety briefing) Staff engagement

Phase 6: Finance & Suppliers (8 docs)

✔RefDocumentPurpose EVT-058 Invoice Template (per event) Client billing EVT-059 Supplier Invoice Register (catering supplies, rentals) Expense tracking EVT-060 Payroll Register (permanent and casual staff) Wages EVT-061 Petty Cash Log (for event day purchases) Small expenses EVT-062 Client Payment Log (deposits, final balance) Receivables EVT-063 Supplier Payment Schedule Creditors aging EVT-064 Event Profit / Loss Statement (per event) Performance EVT-065 Bank Reconciliation Template Monthly finance

Phase 7: Equipment & Assets (8 docs)

✔RefDocumentPurpose EVT-066 Asset Register (Master) Tables, chairs, linen, crockery, catering equipment EVT-067 Equipment Maintenance Log Generators, fridges, ovens EVT-068 Vehicle Log Sheet (delivery / setup vehicles) Fuel, trips EVT-069 Crockery / Glassware Breakage Register Replacement tracking EVT-070 Marquee / Tent Inspection Log (if owned) Safety EVT-071 Sound / Lighting Equipment Check Log Pre‑event test EVT-072 Generator / Power Distribution Log (events) Fuel, runtime EVT-073 Asset Disposal Form Retirement of old equipment

Phase 8: Forms & Templates (8 docs)

✔RefDocumentPurpose EVT-074 Event Brief Template (client questionnaire) Initial needs EVT-075 Venue Site Visit Checklist For scouting EVT-076 Overtime Authorization Form (event staff) Staff approval EVT-077 Leave Application Form (permanent staff) Staff requests EVT-078 Casual Staff Induction Checklist (per event) Per event EVT-079 Supplier Evaluation Form Vendor performance EVT-080 Guest Feedback / Testimonial Request Marketing EVT-081 Termination Checklist (staff offboarding) Return of equipment

Event Management & Catering (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Event_Insurance_Policy.pdf
│   ├── Food_Handling_Licence.pdf
│   ├── Health_Certificate_Kitchen.pdf
│   ├── Temporary_Liquor_Licence_Examples.pdf
│   ├── Fire_Clearance_Certificate.pdf
│   └── B-BBEE_Certificate.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Event_Management_Agreements/ (by client)
│   ├── Catering_Agreement_Template.docx
│   ├── Venue_Hire_Agreements/ (with venues)
│   ├── Supplier_Agreements/ (Decor, AV, etc.)
│   ├── Quotation_Template.docx
│   ├── Deposit_Payment_Schedule.docx
│   ├── Cancellation_Policy.pdf
│   ├── Event_Order_Run_Sheets/ (by event)
│   ├── Dietary_Requirements_Forms/ (per event)
│   ├── Indemnity_Waiver_Form.docx
│   └── Photo_Consent_Form.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Event_Coordinator.docx
│   │   ├── Chef_Catering_Manager.docx
│   │   ├── Waitron_Bartender_Casual.docx
│   │   └── Setup_Crew.docx
│   ├── Independent_Contractor_Agreements/ (DJ, photographer)
│   ├── Code_of_Conduct_Event_Staff.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Event_Staff_Rosters/ (by event)
│   ├── Attendance_Registers/ (per event)
│   └── Training_Records/ (food safety)
│
├── 04 Operations & Event Management/
│   ├── Master_Event_Checklists/
│   ├── Event_Run_Sheets/ (by event)
│   ├── Floor_Plan_Layouts/ (by event)
│   ├── Guest_Lists_RSVPs/ (by event)
│   ├── Seating_Plans/ (weddings, galas)
│   ├── Supplier_Contact_Lists/ (per event)
│   ├── Equipment_Furniture_Sign_Out.xlsx
│   ├── Food_Beverage_Consumption_Log.xlsx (per event)
│   ├── Bar_Tab_Register.xlsx
│   ├── On_Site_Incident_Logs/ (by event)
│   ├── Lost_Property_Register.xlsx
│   ├── Client_Post_Event_Feedback/ (by event)
│   ├── Post_Event_Financial_Reconciliation.xlsx
│   └── Thank_You_Letter_Template.docx
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Event_Risk_Assessments/ (by event type)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by event)
│   ├── First_Aid_Kit_Register.xlsx (per event)
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plans/ (by venue)
│   ├── Food_Safety_Temperature_Logs.xlsx (per event)
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client/event)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Log.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Event_Profit_Loss_Statements.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Vehicle_Logs/ (delivery vehicles)
│   ├── Breakage_Register_Crockery.xlsx
│   ├── Marquee_Tent_Inspection_Log.xlsx
│   ├── Sound_Lighting_Check_Log.xlsx
│   ├── Generator_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Event_Brief_Questionnaire.docx
    ├── Venue_Site_Visit_Checklist.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Casual_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Guest_Feedback_Testimonial_Request.docx
    └── Termination_Checklist.docx