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Event Teardown Template — Off-Site Events

Generic teardown checklist for off-site events. Copy this file into events/<event-name>/teardown.md and customize.

Goal: Be packed and out within 30 minutes of event end.

Lesson from ToM 2026: Without a checklist, we were the last ones out. Start teardown work before the event ends — see "Before the Rush" below.

Before the Rush — start 30 minutes before event end

While traffic is still flowing, begin quietly:

  • Consolidate backup supplies under the table (extra cups, napkins, etc.)
  • Break down equipment that's no longer in use (e.g. V60 if pour-over demos are done)
  • Rinse and dry empty carafes / pots
  • Pack up most promo materials — keep only business cards and a few menus out
  • Bag up trash; replace with a fresh bag for final cleanup

At Event End

Stop serving and begin breakdown immediately.

1. Liquids & Perishables (do first)

  • Pour out remaining coffee / tea / cold drinks
  • Cap and pack milk, oat milk, half-and-half (cooler)
  • Pack sugar, sweeteners, condiments
  • Pack ice / dump cold-drink ice supply

2. Brewing Equipment

  • Unplug and cool drip brewer
  • Unplug kettle
  • Pack pour-over gear, scale, grinder
  • Pack teapot / tea tray
  • Pack cold-drink dispensers
  • Pack carafes and pitchers

3. Serving & Display

  • Pack remaining cups, lids
  • Pack cookies, pastries, display platter
  • Collect door prize materials / sign-up sheets

4. Table & Branding

  • Remove table banner
  • Fold table covers
  • Pack pens, notepad, branded cup

5. Utilities & Outdoor (if applicable)

  • Coil extension cords
  • Pack power strip
  • Take down canopy and pack weights
  • Fold chairs and table
  • Final trash sweep — bag it
  • Wipe down table
  • Used towels in a separate bag

6. Final Check

  • Scan under and around table for anything left behind
  • Return table / chairs to event staff if borrowed
  • Settle vendor fee or check-out with organizer if required
  • Load vehicle

Roles (minimum 3 people)

Role Responsibility
Breakdown lead Runs the checklist, directs others
Packer Boxes equipment, loads vehicle
Cleaner Trash, wipe-down, final sweep

If only 2 people: breakdown lead doubles as cleaner.

If only 1 person: don't do the event — staffing is already a bigger problem than teardown.

Staffing Confirmation (do this before event day)

  • All event staff confirmed they can stay through teardown
  • Anyone who can't drive after dark / has a hard stop is identified as a runner only, not counted toward teardown crew
  • Backup person identified if someone drops out

Post-Event

Event Lead updates this template's parent (the event-specific copy) with timing notes — when did we actually finish, what slowed us down, what could be cut. Lessons get folded back into this template at debrief.