Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent to do business electronically, signer attribution, and reliable record retention.

Do I need a notary for the form?

Most Craft Services Door records do not require notarization. Use a notary only if a specific vendor contract or local rule requires notarized acceptance or when attaching sworn affidavits.

How long should we keep completed logs?

Keep logs for at least three years to satisfy typical tax and contractual inquiries (IRC §6501(a)). If records include protected health information, follow HIPAA retention of six years (45 CFR §164.530(j)).

What if a signer’s name doesn't match ID?

Document the discrepancy and obtain verified identification. Mismatched names can complicate investigations and insurance claims; correct records promptly and note reasons for the change.

Are audit trails necessary?

Yes for electronic workflows. An audit trail with timestamps, signer attribution, and event history strengthens evidentiary value and supports compliance reviews and insurance inquiries.

Can signNow be used for this workflow?

signNow supports eSigning, templates, audit trails, and integrations with common storage and project systems; select a plan that fits your volume and authentication requirements.

Craft Services Door

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CRAFT SERVICES DOOR AGREEMENT

This Craft Services Door Agreement (the Agreement) is entered into by and between:

Client Name: Provider Name:

Effective Date:

Client Address Provider Address

WHEREAS

WHEREAS, Client is producing a motion picture, television, commercial, or other production requiring on-site craft services and on-set refreshment provisioning at the production door and adjacent basecamp areas; and

WHEREAS, Provider is engaged in the business of supplying craft services (including food, non-alcoholic beverages, snacks, and set-side replenishment) and is willing to provide those services to Client on the terms set forth herein.

SCOPE OF WORK

Provider shall supply craft services at the production door, including setup, continuous replenishment during scheduled shooting hours, cleanup, and coordination with Client's production office. Provider shall maintain an on-site food-safe workspace and ensure timely access for cast and crew at the door as specified by production schedule.

Detailed Scope (describe services, hours, locations, special dietary accommodations)

PAYMENT TERMS

Total Fee Deposit Amount (if applicable) Payment Schedule and Milestones Late Payment Fee Payment Method

Provider shall submit invoices in accordance with the payment schedule. Client shall pay undisputed amounts within the period set forth above. Disputed amounts must be notified in writing within seven (7) calendar days of receipt of invoice.

TERM AND TERMINATION

Term Start Date: Term End Date:

Either party may terminate this Agreement for convenience upon written notice to the other party delivered no fewer than days prior to the intended termination date. Material breach not cured within ten (10) business days after written notice shall permit immediate termination by the non-breaching party. Provider shall be paid for all undisputed services performed through the date of termination.

CONFIDENTIALITY

Provider shall treat as confidential all non-public information of Client including production schedules, talent information, call times, and any written or oral information designated as confidential. Provider will not disclose Confidential Information to third parties except to employees or subcontractors who have a need to know and who are bound by confidentiality obligations no less protective than those set forth herein.

Provider represents and warrants that all food handling will comply with applicable health and safety regulations and that Provider will maintain food safety protocols appropriate to the production environment.

Acknowledgement of Confidentiality Provider acknowledges and agrees to the confidentiality obligations set forth above.

INSURANCE; INDEMNITY

Provider shall maintain commercial general liability insurance and, where applicable, workers' compensation insurance in amounts customary for the industry and sufficient to cover claims arising from the Services. Provider agrees to indemnify, defend, and hold harmless Client, its officers, employees and agents from and against any claims, liabilities, losses or expenses (including reasonable attorneys' fees) arising out of Provider's performance under this Agreement, except to the extent caused by Client's gross negligence or willful misconduct.

Insurance Limits / Requirements

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of law principles. Venue for any dispute arising under this Agreement shall be the state or federal courts located in the county where Client's principal production offices are located, unless the parties otherwise agree in writing.

ENTIRE AGREEMENT

This Agreement, together with any exhibits and attachments specifically incorporated in writing, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any amendment to this Agreement must be in writing and signed by both parties.

NOTICES

Client Contact Person Client Contact Phone / Email Provider Contact Person Provider Contact Phone / Email

Production Company:

By:

Date:

Craft Services Provider:

By:

Date:

What the Craft Services Door document is

The Craft Services Door is an on-set operational form and access record used in film, television, and live production to control entry to the craft services (food and beverage) area. It documents who accessed the food prep or service zone, records delivery and sanitation checks, logs allergen notices and vendor information, and timestamps sign-offs. The form can be completed on paper or electronically and is often combined with a crew sign-in, delivery manifest, and a brief food-safety checklist to reduce contamination and liability risk while preserving a searchable audit trail.

Why teams use a Craft Services Door form

A standardized Craft Services Door record centralizes food-safety checks, documents access and deliveries, and creates an auditable trail that reduces risk and simplifies compliance with local health rules and production insurance requirements.

Typical users and approvers on set

Use role-based sign-off to ensure accountability and to make post-incident investigation or insurance review straightforward.

Production Manager — Oversees set access, authorizes vendor entry, verifies insurance and permit documents prior to service.
Craft Services Lead — Manages daily sanitation checks, posts allergen notices, and signs off on deliveries and inventory.
Health & Safety Officer — Reviews temperature logs, documents incidents, and confirms corrective actions when required.

Core components that belong on a professional Craft Services Door

A complete form combines access control, food-safety checks, and vendor/delivery records so every entry and event is documented for operational clarity and risk management.

Access Log

A timestamped list of names, roles, and entry/exit times for everyone who enters the craft services area; used to trace exposures and demonstrate controlled access during incidents.

Sanitation Checklist

Daily items such as handwashing station stocked, surface sanitizers used, temperature checks performed, and garbage removal completed; each item signed or initialed by the Craft Services Lead.

Delivery Record

Vendor name, itemized goods, lot numbers where applicable, delivery time, and receiver signature to link supplies to subsequent safety checks and allergen tracking.

Allergen & Dietary Notices

Clear listing of allergens present on the table and any special meal arrangements for crew members; visible to all staff and recorded on the form to mitigate exposure risk.

Sign-off and Corrective Actions

A section for immediate corrective steps when a deviation is found, with responsible person, actions taken, and a follow-up verification entry to close the loop.

Audit Trail or Digital Certificate

When completed electronically, embed an audit trail capturing timestamps, signer attribution, IP or device ID, and version history to support compliance and liability inquiries.

Key data elements to capture at a glance

Name: Full legal name

Role: Job title or vendor role

Time: MM/DD/YYYY HH:MM

Delivery ID: Invoice or manifest number

Sanitation: Checklist initials

Signature: Signed/initialed entry

Step-by-step: complete the Craft Services Door correctly

Follow these steps each day or event to ensure consistent documentation and reduce gaps in the access and safety record.

01

Prepare: Place form at entry; ensure supplies and checklist visible
02

Record deliveries: Log vendor, items, time, and receiver's name
03

Perform checks: Complete sanitation and temperature items before service
04

Sign and retain: Responsible parties sign and file or upload the record

How to configure a digital Craft Services Door workflow

Configure fields and signer order before the shoot so the form routes automatically and captures the required audit data.

Field	Configuration
Access Log	Required repeating section for sign-in entries
Sanitation Checklist	Checkboxes with required initial field
Vendor Delivery	Optional attachments for invoices or manifests
Signers	Production Manager then Craft Services Lead sequence

Typical process flow for using the Craft Services Door

From setup to archive, maintain consistent routing so entries are authenticated and easily retrievable for audits.

Set up form: Create template with required fields
Assign signers: Set role-based signer order
Authenticate: Use email/SMS code or stronger methods
Archive: Store completed record with audit metadata

Digital platforms and file formats to support the form

Use platforms that export signed PDFs with timestamps and version history so completed records can be retained or shared with insurers and regulators.

Formats: PDF, DOCX, HTML
Integrations: Google Workspace, NetSuite, Box, Procore
Authentication: Email, SMS code, or stronger MFA

Timing and routine deadlines to observe

Establish a repeatable cadence for checks and retention to meet local health rules and production needs.

Daily Sanitation:

Complete checklist before the first service period each day

Delivery Log:

Record every delivery at time of receipt

Weekly Review:

Supervisor reviews logs and corrective actions weekly

Event Close:

Final sign-off at end of event or shoot day

Retention Start:

Retention period begins on record creation date

Common preparation and execution mistakes to avoid

Missing or incomplete timestamps that make it impossible to link a delivery to a subsequent contamination event
Allowing unsigned initial entries or post-dated signatures that weaken the evidentiary value of the log
Failing to capture vendor lot numbers or ingredient information needed to trace allergens or recalls
Using multiple incompatible templates so historical records are inconsistent and hard to audit

Potential risks from an incorrect or incomplete form

Foodborne Illness: Increased liability

Regulatory Fines: Local health department penalties

Insurance Denial: Claim disputes due to missing records

Crew Exposure: Allergen or contamination incidents

Operational Delay: Service stoppage until verified

Record Loss: Evidence gaps for incident response

eSignature vendor comparison for completing the Craft Services Door

Compare basic price and core delivery features across vendors; signNow appears first as a plan reference for eSignature-enabled workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Who is authorized to sign and what authority looks like

Production Manager

Typically the authorized signatory for production-level approvals and permits; responsible for vendor acceptance, insurance verification, and final sign-off on access. This person should have delegated authority documented in production paperwork and be listed as an approver on the form.

Craft Services Lead

The on-site supervisor for food handling and sanitation. Signs the sanitation checklist, documents corrective actions, and ensures daily tasks are completed. Their sign-off attests that service-level controls were performed.

How production teams use signed operational records in practice

Practical examples illustrate how a simple door log becomes part of an incident response and compliance folder.

Optica Ventures (Brian Fitzgibbons)

On-location operational forms reduced confusion during multi-vendor shoots and centralized record keeping.

The interface is simple and easy-to-use for our team.
Centralized, timestamped logs shortened incident review times and made it straightforward to produce documentation requested by insurers and vendors after an equipment or food-safety inquiry.

Martin Properties (Tim Martin)

Using digital templates standardized checklists across daily shoots, even when crew changed frequently.

I can process and execute all of these documents online with 100% compliance.
The resulting records met both internal audit requirements and external requests from venue management, easing liability reviews and improving operational transparency.

Frequently asked questions about the Craft Services Door

Answers to common questions on legal validity, e-signing, notarization, retention, and practical issues encountered on set.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signature demonstrates intent, consent to do business electronically, signer attribution, and reliable record retention.
Do I need a notary for the form?
Most Craft Services Door records do not require notarization. Use a notary only if a specific vendor contract or local rule requires notarized acceptance or when attaching sworn affidavits.
How long should we keep completed logs?
Keep logs for at least three years to satisfy typical tax and contractual inquiries (IRC §6501(a)). If records include protected health information, follow HIPAA retention of six years (45 CFR §164.530(j)).
What if a signer’s name doesn't match ID?
Document the discrepancy and obtain verified identification. Mismatched names can complicate investigations and insurance claims; correct records promptly and note reasons for the change.
Are audit trails necessary?
Yes for electronic workflows. An audit trail with timestamps, signer attribution, and event history strengthens evidentiary value and supports compliance reviews and insurance inquiries.
Can signNow be used for this workflow?
signNow supports eSigning, templates, audit trails, and integrations with common storage and project systems; select a plan that fits your volume and authentication requirements.

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