concessions & group fundraising manual · working concessions with a group is fun and an easy...
TRANSCRIPT
CONCESSIONS &
GROUP FUNDRAISING
MANUAL
NAME TITLE PHONE EMAIL
Leslie Young
Concessions Co-Chair & Stadium Manager
816.665.6133
Janet Hampton
Concessions Co-Chair & Fieldhouse Manager
816.560.9111
Kimberly Grimes LMS Manager 816.922.0946 [email protected]
Shelley Hanson The Yard Manager 816.529.5211 [email protected]
General Concessions Email: [email protected]
CONCESSION CONTACTS
Eagle Club Concessions is the largest fundraiser for Eagle Club. The funds from concessions are used to support the activities of Eagle Club and its active member organizations. Eagle Club offers the opportunity to work concessions to all active Eagle Club members as a way for each club to raise money for their club's needs. To be considered an active Eagle Club member, your organization's representative and sponsor/coach must be an Eagle Club member and attend at least 3 Eagle Club meetings. Working concessions with a group is fun and an easy way to make money for your organization. Each event has a pre-determined pay-out. Regardless of how much the concession makes that evening, you are guaranteed the pay-out specified at the time of sign-up. Below we have covered some basic topics to help familiarize yourself with Concessions:
Communication: We make every effort to communicate in a timely manner with all Eagle Club chairpersons for each sport or organization. As with any outdoor activity, there are sometimes changes due to weather or group availability. To communicate with activity reps, we use TWO methods: 1. Please download the Remind app on your mobile phone. To do so, you should text
@lnhscon to 81010. You can also join by visiting https://www.remind.com/join/lnhscon. This app is the method in which all new events, cancellations, reminders, and other important information will be sent, so it is very important that you download it and allow notifications from your phone so that you receive the messages timely.
2. You must also download the Activity Scheduler app and choose Liberty North as your home school. This app provides up to date information about game postponements, cancelations, rescheduled times, etc.
GENERAL INFORMATION
3. All scheduled concession shifts and any available openings will also be emailed each week
in The Talon.
Instructional Videos and Signage: If you have never worked a concession and are unsure how to do Concessions, please watch the instructional videos found on the Eagle Club page of the LNHS website (even if you have worked before, it might be helpful to watch these videos again). There are also detailed instructions and signage in each concession stand, however, it is highly preferable that you work for the first time with someone who has worked in a concession stand before. Contact Info: If you have questions prior to your Concession shift, you are welcome to email [email protected]. If you have questions during your time in the concession, there is contact information at each location for who to call. Arrival Time: It is VERY important to be sure to arrive at least 15 minutes prior to your Concession event to prep food (30-45 minutes for larger games). A large percentage of the total
sales for the night will occur during the pre-game time. People like to grab their food/drinks BEFORE the game as well as during half time. It is important to have the popcorn, hotdogs, nacho cheese and warm pretzels all ready at least 15 minutes before the start time of your event. The time listed next to your event represents the start time of the event, so arrive BEFORE that time. Concession Workers: As the organization representative, it is your responsibility to make sure you have enough people to work your selected concession. High school students are encouraged to work if there is a parent/adult club sponsor present. The number of people needed to work is an estimate and can vary depending on the opponent, weather etc. If you are unable to get the number of people required, let us know. We can give you better information about the number for your specific event. Younger children at least 10 years of age are welcome to help with an adult present, however, they may not handle money. Event Cancellations: Throughout each season, events will be cancelled. If your event is cancelled, you will be notified as soon as possible. This can be as late as within an hour of the event or as early as a week or two. It just depends on the situation. Reschedules: When there are rescheduled events, the opportunity will first be offered to the group that was originally supposed to work. An email will be sent to all organizations on the Concession email list (please make sure Concessions has your most current representative's email). The opportunity will be assigned on a first come, first serve response to the email. Club Cancellations: Rarely, a club will be unable to attain enough volunteers to work their event. If this happens, please try to find another club to cover your event. If you are unable to find another club, please contact [email protected] and let us know AS SOON AS POSSIBLE. We will send out an email to all organizations on the Concession email list and try to find a replacement. If you have some workers that can help out, please include that in your communication. It is very important that we have all concessions covered, not just for the fundraising side of it, but as a service to the community attending LNHS sponsored events. New Events: Throughout the season there may be new Concession events that come up. If an opportunity comes up, a Concession email will be sent to notify all organizations of the opportunity. The first organization to reply to the email will be given the Concession event. Expectations: It is the expectation of all clubs that you work in a responsible manner in your concession stand and that you leave all equipment clean, turned off, and unplugged. A detailed list of opening and closing instructions is posted in each stand and must be followed to avoid group penalties. Penalties: An untidy location (dirty counters/floors/food left out) is a violation of health code and if spot inspected, we can be subject to immediate closure. If your organization does not properly clean up after your event and put away all items as described in the videos there will be a $25 penalty assessed.
Event Information: For the events listed below, we have provided an estimated duration of the event, but remember, you are arriving at least 30 minutes prior to the start time. Keep in mind that you may be working more than one game/match. For instance, most soccer Concession shifts are for both a JV and Varsity match, for a total of 4 hours. Baseball (V) game 2.0 hours Soccer game 2.0 hours Volleyball match 1 hour Wrestling match 2.0 hours Basketball game 1.5 hours Football (V) 5-6 hours Football (JV) 2.0 hours Football (8, 9, 10) 2 hours Softball game 1.5 hours Baseball game (JV-C) 1.5 hours Track Meet 4-8 hours IMPORTANT NOTES –
• We no longer serve hot food at LMS.
• For games at the Stadium, Fieldhouse or The Yard, we do not serve hot food unless it is a JV or Varsity match (except for popcorn).
Your sport or club may also conduct your own fundraising outside of Concessions. To hold a fundraiser outside of Eagle Club Concessions on school grounds or during school hours (for example - selling t-shirts, candy bars, cookie dough, etc., having a dining for dollars night, or hosting any other event), your organizations must have worked at least one Concession date that semester. Fundraisers outside of Eagle Club Concessions must be approved in advance at the start of each school year by bringing the details of the fundraiser and requested dates to the first Eagle Club meeting in August. They will then be reviewed by the Concessions & Fundraising Chairperson and submitted to the Athletic Director for final approval. Once approved they will be included on the Fundraising Calendar. Maintaining a calendar of all ongoing fundraisers allows more opportunity for a successful fundraiser by not scheduling multiple fundraisers at the same time. If the need to fundraise comes up later in the year, the group must get written approval in advance by emailing the details of the fundraiser and requested dates to [email protected]. A written approval or denial will be provided to you within one week. Clubs and sports can do fundraisers during the summer months without approval if they are not on school grounds.
GROUP FUNDRAISING (non-concessions)
Begin setting up ½ hour before game time. Count your concession money to ensure $200 to start in cash box. Turn on all machines you are using. Load nacho cheese bag in warmer. For larger games, put an extra bag in the top tray to
warm.* Put one package of hotdogs on the warmer to cook (more should be added only as
needed).* Set condiments (ketchup, mustard, relish) out on counter.* Turn on pretzel warmer and make sure there is distilled water in the top. Hang one bag
of 12 pretzels in the warmer, two bags for larger games.** Set out candy (some is kept in cooler) and chips. Ensure fridge is stocked with cold pop and water. Be sure trash cans are lined. In the event of cold weather, prepare water for hot chocolate and/or coffee. Make two kettles of popcorn (more should be added only as needed).* This stand has been stocked according to typical use. If you are low on items and think
they will be absolutely necessary for the night, you may take cash from the register and send someone to Price Chopper to get it. Leave the receipt in the cash drawer at the end of the night. It is also acceptable to let guests know you have just “run out” of items.
Wash your hands in the hand-washing sink before you begin selling! You must wear gloves when handling food.
*These items are not applicable to LMS Soccer. **These items are not applicable to LMS Soccer, SVMS football, or The Yard.
IMPORTANT NOTES –
• We no longer serve hot food LMS.
• For games at the Stadium, Fieldhouse or The Yard, we do not serve hot good unless it is a JV or Varsity match (other than popcorn).
CONCESSION STAND OPENING INSTRUCTIONS
OPERATING THE MACHINE:
Plug in machine. Turn on motor, light, and kettle heat. Let machine warm up for at least 10 minutes. Put 1/3 cup oil in kettle. Immediately add 1 cup popcorn kernels and approximately one tablespoon of
popcorn salt to kettle. Close lid and wait till corn pops. Once the popping begins to slow down, make sure you tip the kettle so corn
doesn’t burn. Turn off the kettle until you need to make another batch.
CLOSING AND CLEANING: At end of night, turn off the machine and unplug it. Remove all popcorn and kernels using handheld broom or paper towels. Empty the seed drawer at the bottom of the machine. Clean under the machine. Wipe inside and out of machine with warm water. Do not use other cleaners.
POPCORN MACHINE INSTRUCTIONS
OPERATING THE MACHINE:
Plug in machine. Turn front and back heat to highest setting. Let machine warm up for at least 10 minutes. Place hotdogs on rollers. Let hotdogs cook until they reach 140 degrees by inserting a thermometer into
the center. Once cooked, temperature should be reduced to low.
CLOSING AND CLEANING: At end of night, turn off the machine and unplug it. Wipe rollers and the rest of the machine with warm, soapy water. Do not use other cleaners.
HOTDOG ROLLER INSTRUCTIONS
OPERATING THE MACHINE:
Plug in machine. Check the refrigerator/cooler for an open bag of cheese. Place partial bag or new
full bag, with nozzle attached, in the warmer and thread the nozzle through. Cold cheese will take at least 45-60 minutes to heat up. A new bag of room
temperature cheese will take at least 30 minutes to heat up. ▪ You can microwave a cold bag of cheese at 30-second intervals to get it
slightly warm before putting it in the warmer. If working a larger event, place extra bag of cheese in the top of the warmer as a
back-up. CLOSING AND CLEANING: At end of night, turn off the machine and unplug it. If there is cheese leftover, write the date on the bag with a Sharpie and put it in
the refrigerator with the nozzle still attached. Clean the machine, taking extra care to wipe the area where the nozzle was
threaded. Wipe inside and out of machine with warm water. Do not use other cleaners.
NACHO CHEESE WARMER INSTRUCTIONS
OPERATING THE MACHINE:
Plug in machine. Be sure there is distilled water in the top of the machine. Turn machine heat and humidity dials to high. Place pretzels on the racks.
▪ Frozen pretzels will take approximately 30-40 minutes to warm, refrigerated pretzels will take approximately 15-20 minutes.
Once pretzels are warm, turn down heat dial. To serve, take pretzel out of warmer using tongs or while wearing a glove. Mist
lightly with water. Place face-down in salt so it sticks. CLOSING AND CLEANING: At end of night, turn off the machine and unplug it. If there are pretzels leftover, write the date on the bag with a Sharpie and put
them in the refrigerator. Clean the machine, wiping inside and out of machine with warm water. Do not use other cleaners.
PRETZEL WARMER INSTRUCTIONS
• Begin closing procedures approximately 15 minutes before end of game. • Turn OFF all machines. If machines are left on, your group will have $25 deducted
from its earnings. • Discard unused food (it is fine to give away perishable items like cooked hotdogs and
popcorn). • Follow closing instructions for all machines that were used. • Be sure all chips, buns, etc. are sealed and stored. • Place chocolate candy in refrigerator (SVMS, LMS and The Yard only). • Make sure all drinks and candy are fully stocked. • Sweep floors. • Tie up trash and do the following based on location:
• LNHS Baseball Field – leave tied up bags inside • LMS Soccer Field – take tied up bags to outside can • LN Athletic Complex - take tied up bags to outside can • LNHS Field House Indoors – leave tied bags IN CAN and roll to hallway
• Follow money-handling instructions to count down the earnings and handle the cash and deposits.
• Be sure that concession stand lights are off and door is locked when you leave.
If you used the last of any items, or if items are low, please text the location manager before leaving.
In fairness to all groups who use concessions as a fundraiser, if these
procedures are not followed and it is reported by the next group to use the stand, a $25 cleaning fee will be deducted from your earnings.
CONCESSION STAND CLOSING INSTRUCTIONS
At the end of your game an adult should count all money. Students are not allowed to count money or do deposits.
Leave $200 in the money bag as outlined below, unless given instructions to leave more by the Concessions Chairperson.
End of Night Bank to Remain in Bag: 40 quarters = $10.00 150 ones = $150.00 8 fives = $40.00 TOTAL = $200.00 *If there are not enough ones to leave the amount above, leave as many as possible.
Place money bag in the back of cooler. Take all remaining money and fill out a deposit envelope.
o Be sure to include your club's name/date and the word CONCESSIONS. Give the deposit envelope to the school administrator present at your event or drop it in
the Eagle Club safe located in the Main Office Mail Room.
For varsity football games or other larger events, the Concessions Chairperson will arrange for
and deliver a larger amount of starting cash and will be responsible for handling the cash counting and deposit at the end of the night.
MONEY HANDLING INSTRUCTIONS