AISD CONCESSION OPERATION GUIDELINES
2012-13
LOTTERY

All Clubs/Organizations in attendance at the scheduled lottery time will be able to
participate in selecting game blocks.

Clubs/Organizations that do not participate in the lottery may join the co-op during
the year and pick up games as available.

During the drawing for game blocks, a Club/Organization may indicate that they have
completed selecting games. Their name will not be added to the next round of
drawings.
VOLUNTEERS - STAFFING FOR GAMES/EVENTS
(all games/events NOT held at Eagle Stadium)

The Group Leader (“Concession Lead”) is responsible for insuring that the designated
numbers of workers are available for the game block and that all of the volunteers
are “Certified Food Handlers” and have passed the AISD criminal background check
for volunteers.

Minors (ages 13 and under) are not allowed in the concession stand at any time,
including set-up time (no exceptions).

High School students (grades 9-12) may work in the concession stand as servers.

There must be one adult working in the concession stand for every high
school student working.

The total number of workers may not exceed the number assigned to the block.
VOLUNTEERS - STAFFING FOR GAMES/EVENTS AT EAGLE STADIUM

A booster club may choose only one block per stadium event.

No student (grades K thru 12) may work at any Eagle Stadium game/event
(no exceptions).

Volunteers must be scheduled in shifts according to the Lottery schedule. Extra
shifts are not allowed.

The Concession Manager must receive a list of all volunteers scheduled to work all
Eagle Stadium games/events within 24 hrs. of the game/event. This information is
required to gain entrance thru security at Eagle Stadium.
CLUB/ORGANIZATION RESPONSIBILITIES

Each Club/Organization must designate one person as the Concession Lead. The
Concession Lead must be willing to accept all responsibilities as specified in the job
description.

The Concession Lead is responsible for providing instruction to all new volunteers on
the operation of the concession stand and operation of all equipment.
CLUB/ORGANIZATION RESPONSIBILITIES

A Club/Organization is responsible for finding another club/organization to take over
any game that the Club/Organization cannot work.

The Club/Organization is responsible for all set-up and clean-up functions (including
removal of trash to dumpsters), and compliance with AISD cash deposit procedures
and inventory procedures.

If a Club/Organization provides more workers than assigned to that block, the
additional hours will be forfeited.

All volunteers must be a “Certified Food Handlers” certificate.
TIME RECORDING

A time sheet will be provided for every game block. Time sheets will be placed in the
Concession Notebook located in each concession stand.

Volunteers must accurately record time in and time out on the time sheet.

Volunteers must sign out when leaving the concession stand for more than 10
minutes.

The Concession Manager will collect time sheets at the end of the game and deliver
them to the Student Nutrition Office on the next business day.

Total time worked will be calculated by rounding down to the nearest quarter hour
and recorded on the Lottery Spreadsheet.
INVENTORY PROCEDURES

The Concession Manager is responsible for stocking food and supplies needed for
each game.

Volunteers will write a list of food and supplies needed in the stand for the
Concession Manager.
CASH HANDLING PROCEDURES

The Concession Manager will provide a set amount of petty cash for each game.

Two Volunteers will count and record the amount of start-up cash.

At the conclusion of the game, two volunteers will count and record the total amount
of cash.

The Concession Manager will pick up the cash from each concession stand and
immediately deliver it to a secured location.

The Concession Manager will count the cash and prepare the deposit on the
following business day. Any discrepancy will be documented.

The deposit remains secured and is delivered to the bank by Student Nutrition Staff.

Deposits for each game will be recorded on the Lottery Spreadsheet.
CASH HANDLING PROCEDURES

Any discrepancy in cash will be brought to the attention of the Concession Lead.
CONCESSION AUDIT

In December and May, the AISD Accounting Department will perform an audit of all
documents, including deposits, time sheets, and inventory. Payments will be verified
by the AISD Accounting Dept. before checks are released to Clubs/Organizations.