THANK YOU! for joining the Deep Run Roadhouse Catering Team. Please take the time to read through our training guide. Most of your training will be on-site, but this guide will give you a good idea of what to expect during your events and what will be expected of you.

 

  

 Deep Run Roadhouse uses the Slack app to communicate with our team. You will receive training on the app during orientation.

 

 

Deep Run Roadhouse uses the Isolved app for managing your employment information. Through this app, you can:

• Enter your tax information
• Set up direct deposit
• View your pay stubs

You will receive an email during or shortly after orientation with instructions to download the app and enter your information.

 

SIGNING UP FOR A SHIFT

Every Saturday before 11am, we will post a group message in the “Upcoming-Events” channel.  Review the message to determine your availability.

To sign up for an event, please respond promptly to the message with a direct message (DM) to the Roadhouse Catering Office. There will be instructions in the post on how to directly messsage the Catering Office. 

How We Assign Shifts. We regularly evaluate our staffing needs and aim to maintain a catering roster with the right number of team members. Occasionally, there may be more sign-ups than available shifts, and the following criteria will be used to prioritize scheduling:

1. Employees who have committed to a set number of shifts per month and have signed up in advance receive priority.

2. New employees and those who were promised shifts the previous week.

3. Employees who consistently sign up for shifts.

4. Employees who occasionally sign up or request a specific location that is unavailable receive the least priority.

Important things to remember...

• We prioritize those who sign up most frequently, so the more shifts you sign up for, the better your chances of securing your preferred event.

• In your message, you can request a specific location to work, but we cannot guarantee you will be assigned to that event. Having open availability for any event will increase the odds of getting a shift.

RECEIVING SHIFT DETAILS

You will receive your catering assignments for the upcoming weekend on Monday in a group message with the other staff assigned to the same event. The message will include the following details:

• Date and Day of Event
• Venue Name and Address
• Catering Staff Names
• Meeting Location (Roadhouse or On-Site)
• Arrival Time
• BEO (Banquet Event Order or “Logistics Sheet”)

Important things to remember..

• On the day of the event, you can use this group message to communicate with the rest of your team. You should also expect to receive updates regarding traffic conditions, meeting areas, and any other important information throughout the day.

• Always review the BEO carefully. It contains all the essential information for the event, including parking details, the event timeline, menu, and more.

• Please ensure you arrive on time and at the correct location. If you have trouble finding the venue or are running late, use the group message to inform your team.

DRESS CODE

Before the Event (During Setup): The Deep Run Roadhouse polo shirt and long pants are not required. Dress comfortably during this this time as you will be unloading the truck, carrying equipment and setting up the venue. 

During the Event (While Guests are Present): The dress code requires black pants (no leggings), black closed-toed shoes, and a Tucked-In black Deep Run Roadhouse polo shirt. 

Check the forecast, dress and plan accordingly: It's recommended to bring your own water bottle. Although you'll usually be given breaks and provided food, this is not guaranteed, so bring your own snacks if needed. In cold weather, consider wearing layers like thermals, or a jacket. On rainy days, bring rain gear (disposable ponchos are available on the truck). For hot days, dress comfortably in shorts and t-shirts during setup and change before guests arrive. 

Grooming and Sanitation: Tie up long hair to keep it away from your face. Long nails are discouraged, as they make it difficult to wear gloves. Practice good hygiene and limit the use of cologne or perfume. Upon arrival, you'll be required to wash your hands frequently, especially before serving or handling food. All clothing worn on-site must be clean, appropriate, dark colored and have minimal graphics. 

COMMUNICATION

Lost? Have Event Questions? Message your event thread directly. 

Arriving Late: Message your event thread as soon as possible.

Calling Out: Message your event thread as soon as possible.

General Questions About Scheduling and Operations: Message the Roadhouse Catering Office.

Questions About Compensation or Other HR Concerns: Visit www.deeprunroadhouse.com/hr.

STAFF DEVELOPMENT

Our pay tier list is designed to reward dedication and skill development, offering a clear path for increased compensation based on the number of shifts worked and the depth of knowledge gained in the role.

Entry Level - $20/hour: This is our starting pay rate during the training period.

Associate - $22/hour: This rate applies after completing 6 shifts, demonstrating proficiency in all stations, and consistently exhibiting a strong work ethic, punctuality, and professionalism. Must be available to work a minimum of three shifts per month.

Captain - $23-$24/hour: This rate applies after completing Captain Training. As a Co-Captain, you will have the ability to train staff, run the entire event, and represent the team in communication with the Wedding Planner, Venue Staff, and Training Staff. You must display unquestionable dependability and strong leadership skills. Flexible weekend availability is required.

Lead Captain - $25+/hour: Lead Captains oversee all aspects of the event, demonstrating exceptional leadership, communication, and efficiency while managing complex events and adapting to unforeseen challenges. They maintain high team morale, lead by example, and ensure success across all stations and tasks. Open and flexible availability on weekends is required.

COMPENSATION

Clocking In/Out: At the end of your shift, you will fill out a Catering Log to record your time and provide feedback about the event. The Catering Log can be found on your Catering Staff app.

Pay Periods and Payday: Our pay periods run from Thursday to Wednesday. Payday is the following Wednesday via direct deposit. You can view your pay stubs on the iSolved app.

Tips: All tips received at the event are split equally among the staff, regardless of time worked or position. If tips are given via check or credit card, they will be included in your following paycheck. The event group chat will notify everyone regarding tips received by check or credit card. Please note that all tips are subject to state and federal tax.

Travel Pay: Travel pay is calculated based on the one-way drive time from our facility to the event venue. Employees are compensated at a rate of $15 per hour (approx. $0.35 per mile).

Questions About Compensation or Other HR Concerns: See the Catering Staff App. 

ARRIVING AT THE EVENT

Leave early to give yourself ample travel time, accounting for traffic, weather, and potential directional issues. Some venues may be difficult to find, so make sure to Google the location, travel distance, and directions in advance. Screenshot the directions in case you lose cell service.

Follow the BEO instructions for parking and locate the catering van (with the large DRR/Pearls logo or Uhaul van) or the catering prep area.

The Catering Captain is the manager of the event. If they give you a task, do it to the best of your ability and inform your Captain. If the wedding coordinator or venue staff ask you to do anything, help them immediately to the best of your ability. If you have any questions, please ask!

The Catering Captain will work with the event coordinator to conduct a walk-through, familiarize the team with the event layout (including key areas like the bar, non-alcoholic beverage station, appetizer station, buffet, dessert station, and kitchen/prep area), and then review the timeline, highlight critical points, and assign teams to begin setting up different parts of the event.

Help unload the equipment from the van and distribute it to the respective stations. Important: ALWAYS TEAM-LIFT HEAVY ITEMS. Some hot boxes weigh up to 80 pounds and can be dangerous to lift or move alone.

WEDDING ETIQUETTE

The Catering Captain is your manager on the event. If the Wedding Planner or a guest asks you to do something, do it to the best of your ability. Please inform your Catering Captain of any requests you receive from guests or planners.

• Always be professional and courteous. Use polite phrases such as "please," "thank you," "yes sir/ma’am," and "you're welcome."

• Smile and maintain a positive demeanor. Avoid slouching, crossing your arms, leaning, or looking bored.

• Do not engage in informal or unnecessary conversations with guests.

• Never let a guest see you on your phone. If you must check your phone, do so quickly and away from the guests’ view.

• Never let guests see you eating or chewing, and do not chew gum.

• Be as quiet as possible during presentations (ceremony, toast, first dance) and avoid the area if possible.

• While carrying items through crowded areas, announce “excuse me” or “behind you” loud enough for guests to hear.

• Stay engaged. During downtime, if you’re unsure of what to do next, stay close to the team or Catering Captain and ask, "What's next?"

• Possession or use of illegal drugs and/or alcohol will lead to immediate termination. If a guest offers you alcohol, politely decline as many times as necessary to communicate that it is strictly prohibited by company policy.
   
   
   
   
   

COCKTAIL HOUR

Cocktail hour typically begins immediately after the ceremony concludes or as guests arrive from an off-site ceremony. At this time, the appetizer station, non-alcoholic beverage station, and bar will open. Staff will assist with the bar, ensure the appetizer and beverage stations remain stocked, bus tables, and maintain a clean venue.

Unless otherwise noted, no alcohol is to be served until the beginning of cocktail hour/ceremony end.

APPETIZERS

The appetizer station should be set up before the wedding ceremony begins, with everything in place except for the trays of food. All appetizer trays and condiments are pre-plated and stored in insulated boxes to keep them cold. Separate appetizer platters are prepared and packed for the bridal party during cocktail hour.

APPETIZER TABLE SET-UP

1. Set up a 6-foot table in the appetizer area (if needed).

2. Place a table covering over the table.

3. Place 2 or 3 risers towards the back of the table.

4. Arrange the appetizer plates, ensuring the number of plates matches the guest count. Unwrap the plates.

5. Place utensils and beverage napkins in a basket on the table. Ensure the number of napkins and utensils matches the guest count.

6. If there is a cheese platter, display crackers in a bowl and wrap the bowl until ready to serve.

7. Place 2 tongs per appetizer option.

8. Position a trash can near the station.

9. Be familiar with the total inventory of each item, where the backups are, and how food should be replenished.

TEN MINUTES BEFORE COCKTAIL HOUR

10. Unwrap appetizer trays and place them on the risers.

11. Unwrap dipping sauces and condiments.

12. Ensure all appetizers and condiments have the necessary utensils.

13. Deliver separate appetizer platters to the bridal party, consulting with your Captain for timing and location.

DURING COCKTAIL HOUR

Regularly check the station throughout the service time to keep it stocked, clean, and organized.

END OF SERVICE

Check with the Captain to determine when appetizer service should end and how the station should be broken down. Depending on the event schedule, the appetizer station may be removed before or after the buffet service.

Appetizer food is not kept as leftovers unless otherwise instructed. It may be given to staff and then discarded.

BEVERAGE SERVICE

The beverage station should be the first station set up to ensure arriving guests have something to drink. Someone will be assigned to oversee the beverage station, set it up, and ensure it stays stocked throughout the event. All team members should know how to check on the beverage station periodically. Typically, it is the last station to be taken down before departure.

PRO TIPS

• Do not put ice in the tea or lemonade dispensers.

• Always put ice in the water dispenser.

• Regularly check the station throughout the event to keep it well stocked.

• Be familiar with the total inventory, where the backups are, and how drinks and ice should be replenished.

• Handle the jars and lids gently as the beverage dispensers are made of glass and are fragile.

SET-UP

1. Set up a 6-foot table for the non-alcoholic beverage station (if needed).

2. Place table coverings over the table, if applicable.

3. Set up mason jar dispensers with risers, ensuring dispensers are clean and the spigots are closed.

4. Set out beverage napkins. Ensure the number of napkins equals half the guest count.

5. Set out cups. Ensure the number of cups equals half the guest count.

6. Set out sweeteners for unsweet tea (if necessary).

7. Place drink label blocks and labels in front of each beverage dispenser.

8. Place an ice bin and ice scoop on the table.

9. Fill each dispenser with beverages, ensuring only ice is placed in the water dispenser.

10. Fill the ice bin with ice.

END OF SERVICE

Take down the beverage station last. Remember, these items will need to be packed and loaded onto the truck. If there are leftover beverages, leave them at the venue in gallon jugs.
 

THE BAR

Begin the bar setup simultaneously with the beverage station. Staff members will assist the bartenders in moving inventory and setting up the bar. It is crucial that the bartender is informed of the service start and end times, as well as whether a selection of drinks needs to be provided to the bridal party during the cocktail hour. The bar must be fully set up and ready to serve at the start of cocktail hour.

BAR SET-UP

1. Set up two or three 6 ft. tables in the bar area. One or two for the service area and one for the back bar.

2. Place table coverings over the tables.

3. Take alcohol inventory.

• Compare the inventory against the information in the BEO.
• Ensure you have all the necessary ingredients for any signature beverages.

4. Chilling Beer & Wine

• Always save boxes to store leftover alcohol at the end of the event.
• If the guest count is below 75, chill 1 case (24 bottles) of each beer type and 4 bottles of each type of white wine.
• If the guest count is above 75, chill 2 cases (48 bottles) of each beer type and 6 bottles of each type of white wine.
• Pre-open 2 bottles of red wine (if needed).

5. Set up Service Area

• Display the beverage menu OR display one of each beer and wine at the front of the table.
• Display koozies or cups that the party provides.
• Put out the tip jar. If asked to remove the tip jar, please keep it out of sight. If a guest insists on tipping or leaves money at the bar, discreetly place it in the jar without drawing attention.
• Set out beverage napkins and cups. If using glassware, organize and take inventory.

6. Prepare Signature Drink. Consult with your captain and BEO for the recipe and procedure.

7. Conduct a pre-service meeting with the captain and planner to discuss any questions and important processes throughout the night, such as:

• Which staff will be helping out during the rush and what their roles will be.
• Review signature drinks and mixed drinks.
• Missing inventory items that were on the BEO.
• If using glassware, review inventory and what beverage goes in what glass.
• Bar opening/closing time & venue-specific rules: Check with the planner on if there is a specific opening time/hard close or any venue-specific rules we should be following (e.g., no shots, etc.).

DURING SERVICE

• Important: YOU MUST ALWAYS ASK THE AGE OF YOUNG GUESTS.
• Communicate with the captain and other staff if support is needed.
• Immediately report any intoxicated guests to the captain and the planner to receive guidance on how to handle the situation.

END OF SERVICE

Check with the captain before closing the bar. The remaining beer, wine, and alcohol may need to be repackaged and brought somewhere, OR the bar may need to be switched to self-service.

After last call, the bar is CLOSED. All alcohol should be put away, and no one else should be served. Apologize to any guest that orders after the bar is closed and tell them, “I’m sorry, I’m not allowed to serve any longer.” If a guest goes to serve themselves, do not stop them.

BUFFET

Ensure there is enough space on the buffet and plan the flow for guests so you know where the buffet will begin. Make sure there is adequate room behind the buffet for staff to provide service and replenish items as needed. Most buffets are between 16 and 18 linear feet (3 x 6 ft tables or 2 x 8 ft tables).

BUFFET SET-UP

1. Set Up three 6 ft. tables in buffet area.

2. Place table coverings over tables if applicable.

3. Place the plates and menu at the beginning of line. The number of plates should equal guest count.

4. Place utensils, napkins, and baskets at end of line. The number of napkins and utensils should equal guest count.

5. Place BBQ Sauce beside utensil and napkin baskets. Unwrap plastic from 3 of each BBQ Sauce bottles.

6. Set Up all chafing stands for sides.

7. Place cornbread and buns. DO NOT UNWRAP! Cornbread goes on a riser. Stack buns in a pyramid shape in the bread basket, cater wrap it, then set it on a riser on the buffet line.

8. Equally space all items across table to fill entire table.            

9. Place 2 sternos in the base of each HOT chafing dish. Remove the lids and place them inside chafing stand to extinguish flame later.            

10. Place water pans in each chafing dish.        

11. Pour enough water in the pan to ensure that the water is at least a ½ inch deep at its shallowest for the HOT chafing dishes.                 

12. Place dome lids on each chafing stand

13. Put the correct serving utensils behind each chafing stand. (Meats=Tongs, Mac & Cheese=Scoop, Texas Caviar=spoon.)

14. Place a box of vinyl gloves hidden near the middle of the buffet.

15. Distribute towels - 2 towels for sides (including breads) and 2 for proteins.

16. Place food label blocks and food labels in front of each chafing dish.

17. Polish lids as needed. Spot clean chafing stands.

DURING COCKTAIL HOUR

18. Unwrap Plates

19. Light Sternos for HOT chaffers

20. Place ice in water pans for COLD chaffers

21. Unwrap food pans, place all food items into corresponding chafer and re-lid.

22. Right before serving, remove plastic from cornbread and unwrap, open and display buns.

23. Double check each item has the correct utensils

24. The captain will conduct a pre-dinner lineup and make food service assignments.  Staff will be briefed on where backups are, how to replenish, what proper portions are, menu offerings, dietary information, and how to communicate buffet offerings to the customer.

END OF SERVICE

• One staff member will stay at the buffet to continue service and the rest of the staff will bus tables.
• Make two “honey-moon” to-go boxes for the newlyweds. Wrap them securely in plastic wrap with utensil and napkins and place them in top part of a refrigerator and make the planner aware.
• White 5-gallon buckets are provided for a variety of uses. One should be used as a “dump” bucket to recover wastewater from cups and bottles. 
• The Captain will work with your event coordinator/wedding planner to determine when you can stop service on the buffet and when you can break it down.
• Wrap leftovers thoroughly. Ask the wedding planner or event coordinator where to store them for the customer. We always pack smaller aluminum pans, foil, and plastic wrap, for this.

DESSERT and CAKE CUTTING

• Cutting cake efficiently requires 3 or more staff members. One staff member cutting, one staff member laying out plates, one staff member distributing the plates and placing a fork with each slice.

• Make sure other items such as cookies or cupcakes stay stocked.

Items Needed

• Chef knife
• Dessert plates
• Forks
• Tray & tray stand
• Kitchen towels
• Gloves
• Trash can
• Large plate or box for cake topper.
• Beverage napkins

Check out this video on how to cut and serve a wedding cake.