Carrollton Kiwanis Club Kiwanis Bowl Concession Stand

Transcription

1 Carrollton Kiwanis Club Kiwanis Bowl Concession Stand Management Guide for the Chief Concession Officer (CCO) YEAR CCO Assistant to CCO Last Updated: November 13, 2003 By Matthew Clay

2 Three Steps to Success A. Coordinate Facilities B. Order Supplies C. Manage Workers Introduction: The Carrollton Kiwanis Bowl is usually held at multiple high school stadiums, which may include Carrollton, Central, and Bremen. The Carrollton Kiwanis Club (CKC) usually runs the concession stands only at Central and Carrollton. The Kiwanis Bowl is usually held on three Saturdays at the end of October and first of November. The Kiwanis Bowl Director (for the CKC) will let you know what fields you will be running the concession stand for each week of the bowl and what dates the bowl will be held. It is your job to order food supplies, get them to each site prior to each event and to coordinate the workers at each site. The Kiwanis Bowl Director will send around a sign up sheet a month or so before for volunteers to work the various areas. It is in your best interest to find people who sign up to work the event to help you. Coordinate Facilities: A. Concession Stand Manger(s): It is recommended that you find someone who can manage each concession booth for the entire day for each Saturday of the event. He/she will help manage the operations for the day. If you are running two concession stands, find someone who can manage each. You will need to be there to get them started and be there at the end of the day to take inventory and make sure the concession stand and all items are thoroughly cleaned. I usually found myself working all day of the event as well just because I enjoyed it and the booth will need your help. Some workers will not show up on time or may not show up at all. If you have two shifts of workers in a single day, it is helpful to have the second shift show up at least 15 minutes before the first shift leaves. B. Keys: At least a week prior to the event starting, you should get a set of keys to access each concession stand. You will need the keys to store items prior to the event. It is recommended that you have all supplies at the concession stand at least a day in advance so when you open early the day of the event, you are ready. There are high school football games on Friday nights during this part of the year. Make sure there are no events at the stadium using the concession booth prior to storing your items in the booth. You do not want your items in the way of people who have to run the concession stand on the Friday night before. Make sure you mark CKC on each item as well so workers in the booth will only use CKC

3 supplies and not other organization supplies. If you have to use their supplies, it is up to you to get those items replaced before the end of the day. a. Carrollton High School Stadium: Three civic clubs own the smaller concession booth on the home side of the Carrollton High School Stadium. We keep a key for this stand and currently Matthew Clay has that key. I will put the key on a hook along with this manual in the cage so it can be found each year when needed. b. Central High School Stadium: We do not keep a copy of the central concession keys so you will have to pick up and return the keys each year. Currently Coach LeBlanc is the contact for the keys for the Central concession booth on the home side. His current cell number is: You can also call the Central High Schools Principal office and ask who is in charge of keys for the concession stand if you cannot contact Coach LeBlanc. Last year, Coach LeBlanc gave me the keys to the Central High bathrooms, concession stand and announcement booth on one key ring. c. The Cage : The CKC also has a storage room at the Carrollton Community Center in the back. We store non-perishable items in the room during the year and some perishable items in the cage closer to the event. You can use it as a staging area for your supplies. It has a combination lock and Jim Carter has the code if you need it. Make sure you do not put items in the cage that RATS can get to. Drinks, pickle jars, etc.. are acceptable. Candy, chips, buns, etc.will be destroyed overnight. Once you have all the keys/code and can gain access to the booths and the cage you are ready to inventory the cage to see what you have. Ordering Supplies You will order, pick-up and deliver supplies to the concession stand each week of the event. You will take inventory each week after the event is over and then purchase for the next week accordingly. There are two kinds of supplies to order: perishable (candy, coffee, cokes, chips, etc ) and non-perishable (coffee pots, napkins, straws, cups, etc..). There should be a lot of non-perishable items in the cage for you to inventory prior to ordering more. See Appendix A for a shopping list of what perishable and non-perishable items you will need at each booth for each event. If you have two concession stands on a given Saturday, you will purchase double the shopping list and split between the booths. Weather: Do watch the weather channel or go to weather.com prior to the bowl. When it is warm, no one will order coffee or hot chocolate. If it is cool or cold, everyone will order hot drinks. You will just have to make a judgment call and go to the grocery store

4 if you need more items. Pay out of the box and sign the back of the receipt and put in the box. SAMS CLUB: I ordered most of the items needed for the concession stand using SAMS Club Click n Pull feature on the Internet. Go to I set up a SAMS Club account kiwanis1 you are welcome to use. Contact me for the password. If you use the account I already have set up, a shopping cart is already created with the items we normally order, so it is very easy to order. Click n Pull is just a way to have SAMS pull from the shelves all the items you need. When you arrive all the items will be sitting on a cart. All you have to do is pay for the items and roll the cart to your vehicle to unload. I usually send my order on Thursday and then pick up the items Friday morning at 9 a.m. and deliver to the concession stand that day so it is ready for the next morning event. I also have a number to contact a SAMS Club representative directly to get quicker service. Our SAMS Club contact currently is Beth Miller and her direct number is *3 for her voice mail. If you use Click n Pull, SAMS will have the items pulled when you get there and you can pay and leave quickly. It can take more than an hour to find all these items if you go shopping yourself. See Appendix B for a copy of the order form I used for the first week of the event at one stadium. Use your own judgment as we already had some items on hand like cokes, buns, etc.this time. Most items come from SAMS Club but you can get other businesses to donate items if you prefer. I suggest you get other members to solicit these items at least a month before you start ordering. Publix has donated $25 (per week) in the past for anything we needed. Publix will need an official CKC letter and someone needs to go by and ask a couple of weeks before the event. I usually get most of the 2 liter drinks from Publix. I believe Chick-Fil-A and Wendy s will donate cups if you ask with a letter. Meat: We usually get meat from Walkers located on Carrollton-Tyus Road. We get hamburgers, 120 hotdogs and 2 buckets of BBQ (remember this is per stand). The 2 buckets make around 25 BBQ sandwiches each. If you count buns that s 120 hotdog buns and 100 hamburger buns. Buns: You can get buns from SAMS Club or go Flowers Bakery Thrift store on Newnan road. Neither has really given me a discount although both are cheaper than most regular stores. Flowers may donate if you call or go by in advance. They have sheets of 30 buns that are around $2.00 per sheet. Gas Grill: You will need to find at least two members who are willing to take their grill over to the stadium(s) by 9 am the morning of the events. Make sure they bring a full tank of gas with their grill. You will start cooking early so make sure it is there.

5 Ice: Central High School has an icemaker so you are set at that booth. Carrollton does not have an icemaker so you will need to get ice for that stand. I usually have someone bring over 3 large coolers of ice from Central the morning of the event. Jimmy Morgan (BP) has offered ice from his BBW store in the past.but you have to go and fill up the coolers and pick up and return his coolers. Pop Corn at Carrollton: George Daniel of the Optimist Club does not want us using their popcorn popper at Carrollton so we do not make popcorn there. I usually buy the meat a day or two before the event and put in the refrigerator (not freezer) so it will thaw out for the event. I take the buns over the day before so the rats don t get to them. I usually take the other supplies over the day before the event and get everything ready. Manage Facilities The day before the event you may want to ice down the drinks if it is going to be hot outside the day of the event. Or you can ice them down as soon as you get to the concession stand. Make sure the meat is in the refrigerator the day before thawing. Do not open the concession stand windows when you get there or people will start walking up ordering things. Try to open the windows one hour prior to the event starting to get the early customers. You will probably have to get there 1.5 hours in advance to open before the event starts. Have a pot of coffee and hot chocolate ready when you open. Pop some popcorn, as that smells good and will pull people to the concession stand. What to make first: Start the cheese and BBQ in crock-pots first. These items take a couple of hours to really get ready. Next make some Coffee and Hot Chocolate. Bag the pickles and then put up the candy, chips, signs and toilet paper in the bathrooms. You should be ready to open. Opening: When you open the windows, people will start ordering. Have a few dogs and burgers ready soon after you open as people will order them early. Workers: Hopefully the Kiwanis Bowl Club Organizer will get many people to sign up to help work in the concession stand. We usually have a mix of CKC Members, Carrollton High Key Club Members, Oak Mountain Key Club Members, Carrollton Akion Club Members and at least on UWG fraternity and one sorority which send 4 to 8 people per day at various times. It takes at least 8 people at any giving moment to run the concession stand. Sometimes, people will show up who did not sign up. If you need their help, they can stay. If you don t need their help, have them go to the announcement booth, gate or field to see if they can help there. You only need 8-10 max working at one time or the booth will not run smoothly.

6 Worker 1: Take and call out orders at window Worker 2: Take and call out orders at window Worker 3: Make hot/cold drinks (mix/make coffee and hot chocolate, pour cold drinks) Worker 4: Make hot/cold drinks (mix/make coffee and hot chocolate, pour cold drinks) Worker 5: Make popcorn, wrap dogs and burgers, other Worker 6: Make Nachos, wrap dogs and burgers, other Worker 7: Deliver to window workers from the hot holding box Worker 8 Cook burgers and dogs on the grill This is a fun event and gives you a great satisfaction doing it. It is a lot of work but with the help of others and can be quite rewarding. Term: I recommend that there be a three-year rotation of the CCO. SUPPLY ITEM LIST HERE Appendix A Non Perishable Supply List Need (per stand/per day) Nacho Trays oz hot cups oz hot cups 1000 Straws Maybe a box Napkins 2 packages Paper towels 3-4 rolls Toilet Paper 4-6 rolls Coffee Stirrers 1 box Pop Corn Bags 200 Single wraps 2 boxes Aluminum Foil Trash Bags 25 Coffee Filters 100 big Spoons 25 plastic small Forks? Tape 1 full roll Pickle Bags 250 total Dishwashing 1 bottle Detergent Aluminum pan 1 pan to move grill items inside In Stock Number to order NOTES

7 Perishables Need (per stand/per day) Coffee 2 regular cans (if cold) Hot Chocolate 2 large cans ( if cold) Gatorade 3 cases small individual Water 4 cases individual Coke 50 two liter Diet Coke 10 two liter Sprite 15 two liter Other 2 liter NONE Popcorn At least 10 lbs Pickles 4 large jars Potato Chips 1 box Nacho Chips 4 boxes Nacho Cheese 4 large cans Jalapeno 1 large jar for peppers entire event Sugar 1 to 2 cans Creamer 1 to 2 cans Sweet n low Handful of packets Salt? Mustard 1-2 bottles Ketchup 1-2 large bottles Pop Corn 1 can Seasoning Oil 1 bottle Relish 1 jar Onions 2 from grocery store Candy: M&M 1 box Skittles 1 box Snickers 1 box Twix 1 box Blow Pops 1 box In Stock Number to order NOTES Flowers Bakery Hamburger/hotdog buns HB 100 HD 160 Walkers BBQ 2 buckets Walkers Hamburgers 1 box 50 Walkers Hotdogs 2 boxes 160

8 Appendix B