Kitchen Equipment Builder

1

How you do it today

Before we automate anything, tell us how the packing/load-out works right now.

1.1Who actually builds the equipment/load-out list for a job today?

Notes / details

1.2How do you do it now?

From memory / experience A paper checklist or printed sheet A spreadsheet / notes on the phone Other:

Notes / details

1.3What's the most annoying or error-prone part? (What gets forgotten? What causes a scramble on site?)

Notes / details

1.4When do you want the list ready?

The day before the event A few days ahead (for prep & shopping) A week ahead, for the whole week at once Other:

Notes / details

2

Where the list comes from

The app needs to know an event's menu and a few facts about the job. Where should it look?

2.1Where does the event's menu live that the app should read?

The dishes the client ordered — where's the most reliable, up-to-date copy?

The BEO (Banquet Event Order) app Close (the CRM) / the quote Typed into the Kitchen app's Events by hand Not sure — it's scattered

Notes / details

2.2Should the equipment list build automatically, or when someone presses a button?

Automatically — it's just there when the event shows up A button — "Build equipment list" per event, when you're readyNothing happens until you ask for it Either is fine

Notes / details

2.3One list per event, or a combined load-out for a whole day (when there are several jobs)?

One list per event A combined day/van load-out across all that day's jobs Both — per event, and a "whole day" roll-up

Notes / details

3

What's on the list

The list can pull from a few places. Tick what it should include.

3.1Which of these should the list include?

Per-dish gear — the cook & serve equipment tagged to each dish ordered Basic checklist — the every-job items (flyers, gloves, salt & pepper…) Grill kit — when it's a grill job (skewers, coal, grill, garlic pastes…) Conditional "other" items — tent, bussing gear, etc. based on the job Rentals (china, linens) — or should those stay separate?

Notes / details

3.2How should the list be organized on screen?

One big checklist, top to bottom Grouped by typeCooking gear · Serving gear · Checklist · Grill kit Grouped by where it's packed / which station Other:

Notes / details

4

Service styles & what changes

The gear changes a lot depending on how the food is served. Help us pin the rules.

4.2Which styles get the grill kit?

Karina's sheet says "every job that has a grill." Which styles is that?

Notes / details

4.3The sheet says no menu card for family style, plated, or delivery. Any other "skip this on style X" rules like that?

Notes / details

5

The "it depends" items

Your conditional checklist only applies sometimes. The app needs to know how it finds out whether each condition is true. For each one, where should the answer come from?

Item / condition	How the app should know
Tent (outside / grill)	From the eventApp asksAI reads the BEO
Bus bucket & trays (bussing included)	From the eventApp asksAI reads the BEO
Disposable silverware / napkins	From the eventApp asksAI reads the BEO
Appetizer / dessert plates & napkins	From the eventApp asksAI reads the BEO
Extension cord (electrical equipment)	From the eventApp asksAI reads the BEO
Water for the chafers (no water on site)	From the eventApp asksAI reads the BEO
Dish detergent / sponge (sink on site)	From the eventApp asksAI reads the BEO

Notes / details — any other "it depends" items, or how you'd rather this work

5.1Easiest for you: should the app just ask you a few yes/no questions once per event (outside? bussing? disposables?) and figure the rest out?

Yes — a few quick questions is fine, and easy to trust No — I'd rather it pull everything from the BEO automatically Mix — auto-fill from the BEO, but let me confirm/override

Notes / details

6

How many? (quantities)

Should the list show counts, or just the item names?

6.1Do you want quantities on the list?

Yes, with counts — "3 chafers, 6 sternos, 12 forks…" Just names — I'll judge the amounts myself Counts for some things (chafers, plates), names for the rest

Notes / details

6.2If counts: what are the rules? Fill in whatever you know — this is the golden info.

Item	Rule of thumb
Chafers
Sternos
Dinner plates
Forks / knives
Spoon supports
Serving spoons / tongs

Notes / details

6.3Any other "per guest" or "per dish" rules we should build in?

Notes / details

7

Using it — the Equipment tab

How should the finished list behave once it's on screen?

7.1Should you be able to check items off as you pack, and have it remember?

Yes — tick boxes that save, so I can pack against it Just a list I can read/print, no ticking needed

Notes / details

7.2Should you be able to add or remove items and have your changes stick for that event?

Yes — I'll tweak it per event No — keep it as the app generates it

Notes / details

7.3Do you need to print it or send it to a phone for the crew loading the van?

Print a clean sheet View on a phone Text/share it to the crew

Notes / details

8

Trusting the AI

The AI reads the event's menu (often typed messy) and matches it to our dish database. Let's set how much it should show its work.

8.1When the AI matches the menu to dishes, should it…

Just give me the finished list — I trust it Show me what it matched first, so I can confirm before it builds

Notes / details

8.2If a dish on the event isn't in the database, what should happen?

Flag it clearly ("couldn't find gear for: ___") so I add it by hand Take its best guess and mark it as a guess Skip it silently

Notes / details

9

Anything we missed

9.1What would make this a "wow, this saves me so much time" tool? Anything at all — dream a little.

Notes / details