Use categories the crew can recognize
Label stock by the item, size and artwork combination used in the guest menu. Keep reserved inventory visibly separate from the general allocation. A spreadsheet can help planning, but the labels and physical arrangement also need to make sense at the event.
Choose one update routine
Decide who records completed handoffs and how frequently the display is updated. Avoid having several teams independently change the available choices. The useful measure is what can still be fulfilled, including items already assigned but not yet collected.
Close the loop after the event
Count remaining blanks, decorated items and uncollected orders separately. Record which choices were popular without treating distribution alone as proof of campaign impact. The result gives the next planning conversation a better starting point.
Illustrative planning scenario
Example: decorated stock and available stock diverge
Some items are already assigned and waiting for pickup. They still appear on a table, but they are not available to a new guest. Track reserved, assigned and unassigned inventory separately so the visible stock does not become a misleading availability count.
A working decision sheet
Use a record the event crew can maintain in the actual setting. Detailed reporting that requires constant reconciliation may be less useful than a smaller set of clearly defined counts. Decide when updates happen and who can change the guest menu. At close, preserve enough information to account for uncollected orders without retaining unnecessary personal data.
| Decision | Record or review | Planning note / owner |
|---|---|---|
| Available | Unassigned items that can still be offered | Update as orders are confirmed. |
| Reserved | Items held for a specific group | Keep separate from guest choice. |
| In progress | Assigned items not yet handed off | Do not count them as available. |
| Completed | Items collected by recipients | Use the agreed recording routine. |
Put it into your brief
- What do the stock categories mean for this event?
- Who updates the counts and menu?
- How are uncollected orders handled at close?
Use these questions to record the decisions you already know and identify what needs review. Keep the brief with the current product specifications and event documents.