Pony Soccer Boosters Football Concessions Instructions
Fall 2012
Prior to the Season – Tent Set Up
Contact Action Rental for 20’x20’ tent in early-August. Confirm tent availability for fall football season (Labor Day – Early
November). Contact School Groundskeeper, Josh Graham 242.8664 for Utility Locate at least one week prior to tent
installation. Have tent installed at least 10 days before first home football game.
Note: This is more of an operational guide. There is fair amount of pre-concession planning that goes on during Booster
meetings regarding checking equipment, talking with Ricky about supplies and other needs.
Monday, week of home Football Game
Contact food and supply purchasers to make sure hot dogs, buns, hot chocolate etc are or will be ready to go in either
the bin (G104) or the trailers.
Wednesday, week of home Football Game
Call Dominos and Buffalo Wild Wings to give the heads up on the order and that we will want to use their warmers. This
gives them a couple of days to make sure they have warmers on hand and to be sure to be ready for our orders on
Friday.
Friday - Football Game Day Procedures – set-up 4:00-6:00PM
Home Tent:
Gator: Speak to custodian to get a gator for the night. They are near the loading dock. Keep the gator for the night.
Others may ask to use it but do not loan it out or you won’t see it again. Go to the G104 Booster storage bin (athletic
hall way and grab hot dogs, buns, coffee makers and camrbos. Take them out to the tent.
Tent: Untie the ropes to lower the 3 sides on tent and attach the loops on the bottom of the walls to the pre-staked
snap connectors. See diagram for table set up in tent.
Tables: Ricky Michel will have tables brought out to the tent. Line the interior of tent with tables. Put remaining table
across front, for sales, and condiments, and 4 in center of tent. Condiments, napkins, creamer and sugar will be placed
on the tables outside the tent. These tables are also intended to prevent traffic through the area.
Home tent and trailer set up.
Staging prep
Wings/prep
Pop Corn
Roast
ers
Misc
Hot
Drinks
Staging/prep
Pizza
Candy/Chips
Candy/Chips
Grills
Hot Water
Home Trailer
Serving
Serving
Serving
Condiments
Condiments
Condiment
s
Electrical: Hook up electrical connections per diagram in Home trailer.
Setting up and keeping the electrical system is one of the critical components to Football concessions. There is
inadequate power supply for running concessions so the school provides 3 generators to help run all of the equipment.
2 larger generators at the home trailer and one small one at the visitor’s trailer. The generators are delivered by
facilities staff and placed outside the fence for the home trailer and next to the visitor trailer.
Home Trailer/tent setup
1) Unplug the two coolers in home trailer. The pop will stay cool.
2) Using the blue extension cord with the multi-plug end, run a line from the power pedestal outside the trailer to
the tent. Put the plug below the blue cord for the lights and connect lights and popcorn popper. Test lights and
popper immediately.
3) Fire up generator #1 (red)
4) Run a long cord from generator #1 (red) to the corner of the tent for roasters. Using a splitter (not power strip)
connect the two roaster.
5) Fire up Generator #2 (yellow)
6) Fill two large coffee makers with water on the table outside the trailer. Connect to generator #2 each with their
own extension cords. Start both with water for hot chocolate.
7) Fill two large coffee makers in the trailer using the extension cord for the coolers. Start one with coffee and the
other with hot water for hot chocolate.
8) If an additional large coffee pot is available, fill it with water and get it started on the table outside the trailer.
Power with generator #1 (red).
Electrical Plan – Home tent and Trailer
Staging prep
Wings/prep
Pop Corn
Roast
ers
Grills
Hot
Drinks
Staging/prep
Pizza
Candy/Chips
Candy/Chips
Power Pedestal
Hot Water
Home Trailer
Serving
Serving
Serving
Condiments
Condiments
Condiment
s
Visitor Trailer
For the visitor’s trailer use the small generator to run the either the roaster or coffee pot. Also, unplug coolers in
Visitor’s trailer as well.
Beverages: Ricky will have tubs of ice for pop/Gatorade/water to have in the tent. The have to be moved to be half
under the product tables. Additional beverages are in the coolers in the trailers as well as two storage rooms in the High
School. One storage room is #______ and is just off the cafeteria.
Signage: Signs and tape are in labeled bins in Home Trailer. Put up Wings sign on back wall of tent. Put out other pricing
signs, including pizza and wings. Put up Booster wear sign on south wall near the serving tables.
Booster wear: There is a bin of booster wear in trailer. Put under a table inside the tent. Hang a couple of items on
hangers along south wall by pricing sign.
Candy/Chips: Bring candy & chips out of the Home Trailer and arrange on the center tables behind the selling table.
Popcorn: Ricky will bring out the popcorn maker and supplies. Start making popcorn right away at 4:00PM. Box it up as
it is ready and put boxes in empty plastic bins. Popcorn making continues until at least half-time. Since we usually
cannot keep up with the demand for popcorn it is essential to immediately start the next batch as soon as one batch is
dumped into the holding area.
Hot chocolate & Coffee: Get 4 coffee pots going – 2 inside Home Trailer: make coffee in one, and have water in the other
one. Put water in the remaining 2 - Plug in one on the table by the grills, and one inside the tent. As soon as water is hot,
pour into Cambro and make hot chocolate. Immediately refill with water to keep water heating at all times. (Water
source is the spigot on the drinking fountain near the stadium)
Hot dogs: Begin grilling hot dogs. There are hot dogs in the Home Trailer cooler, with more inside in the Boosters “bin”
inside the school. Once done, these are brought to the tent in pans, and workers (wearing plastic gloves) put them in
buns and wrap in foil. (Foil and gloves stored in plastic bin in Home trailer). Fill three roasters, plugged in and set on low
temperature.
Projected quantities:
Bad/cold weather or weeknight game: 200-300
Typical game: 400
Nice weather/popular opponent/VAA night: 500
Homecoming: 600
Pizza: Order pizza around 4:00 PM for 6:00 PM delivery. 430-3030. A good starting number would be 4 of each cheese,
peperoni and sausage. Domino’s will deliver 2 warmers and pizzas. Light burners and place in back of warmers.
Individual Pizza slices are wrapped in foil (wearing gloves) and put back in the boxes according to type. Label the boxes if
they are not already labeled. Keep boxes in warmers.
Wings: Buffalo Wild Wings will deliver an insulated box with wings, and boats for serving. Order 200 honey barbeque
wings at 4:00 PM for 6:00 Delivery.
Cash box: Cash box will be brought by treasurer or responsible party once we are staffed for serving which is around
6:00 PM. Treasurer will pick up cash boxes at the end of the night.
Visitor Trailer:
Set up table on east side of trailer with condiments/napkins/creamer/sugar.
Put up signage – standard food/drink sign, plus pizza and wings
Start coffee in the small coffee pot
Bring bin of boxed popcorn to visitor trailer.
Bring prepared Cambro of hot chocolate to visitor trailer.
When ready, bring a roaster of wrapped hot dogs to the visitor trailer. Plug in, set on “low”.
Cash drawer will be delivered by treasurer or responsible person once the trailer is staffed.
Football Game – Gametime procedures:
All volunteers should wear a name tag.
Home Tent:
Staff front tables with 6-8 sellers. (Most games these are players) Cash box on table behind sellers. Some may also wear
cash aprons.
One person making Hot drinks (in Trailer). As pots of water are hot, prepare Cambro with Hot Chocolate and deliver to
Home tent or Visitor Trailer. Keep water heating at all times. Keep making Hot Chocolate as water becomes hot. Mixing
instructions in trailer on wall – may want to taste to ensure it is strong enough. Usually one large Cambro of coffee is
enough and making a 2nd one removes one pot of water from the Hot Chocolate rotation.
One person on Hot drinks in tent (2 if it is a busy game) – fill cups and put lids on so they are ready for sales. A Cambro of
Hot chocolate and Coffee should be in place at the beginning of the game. More will be brought out when ready.
One person on pizza to hand to sellers. Someone needs to be assigned to re-order pizza when it gets low. It takes
Domino’s about ___ minutes to arrive with more pizza. Have a good supply ready and wrapped prior to half-time.
Domino’s 430-3030.
Wings – Wings are sold 6 in a boat. We get just one kind – Honey Barbeque. Someone should be in charge of keeping
several boats ready, but that person can be helping wrap pizza or hot dogs too. (We usually do not need a 2nd delivery of
wings, but these can be ordered if necessary) Buffalo Wild Wings xxx-xxxx. Ask for __________________.
Two people on popcorn: One person continues to make popcorn. 2nd person assists with closing boxes, and keeping
supply accessible to sellers. Make popcorn at least through half-time. Then assess quantities remaining, and make
additional popcorn as needed. There is bagged popcorn if you get behind, or run out.
Hot Dogs: (1-2 people) Bring grilled hot dogs from grill, put in buns and wrap in foil (wearing plastic gloves). Put in
roasters, keeping oldest hot dogs at top to use first. Once game is going, this won’t be an issue, as they will sell fast.
Runner/Floaters: Bring cold beverages from Home Trailer to refill tent tubs. Take Cambros to/from visitor trailer. Refill
coffee pots with water. Monitor visitor trailer for needs (popcorn, hot dogs, etc.), clean up spills on condiment tables.
Toss empty ketchup or mustard, put replacements out as needed. (located in bin in Trailer).
Visitor Trailer
If coffee is selling well, put coffee in small Cambro, and start another pot.
Runners should be bringing popcorn, hot chocolate and pizza, but may need to send someone to Home Tent for refills.
Late Game/Post Game Clean-up & Take Down:
Home Tent:
Late in game: Sell any leftover popcorn, pizza or wings at discount to use up
Load dirty Cambros on Cart
Turn off popcorn machine, wipe out interior with paper towel. Load onto cart, along with dirty utensils.
Put carton of popcorn boxes and bin of popcorn on cart.
Turn off grills, gather dirty grilling tools and pans and put on Cart.
Empty any water in Coffee Pots, put on cart.
Extra cold beverages go back into coolers in Home Trailer. (Bins of ice can be left in place)
Tables can be left up
Take burners out of pizza warmers and extinguish
Unplug roasters, put in Home Trailer (put inserts on cart if dirty)
Take down signs and put in Plastic bin labeled for sign storage.
Shortly after end of game, stop selling. Unload any cash from aprons into Cash box. Cash box to be given to Treasurer or
responsible party in charge of the money.
Candy is loaded into labeled Bin and put in Home Trailer, along with wire shelves
Put ketchup and mustard into coolers in Home Trailer.
Visitor Trailer:
Sell remaining perishable items at discount if necessary to sell out.
Shortly after end of game - stop selling. Close trailer side. Unload any cash from aprons into Cash box. Cash box to be
picked up by Treasurer or responsible party in charge of the money.
Candy is loaded into labeled Bin.
Put ketchup and mustard into coolers in Home Trailer.
Empty coffee pot to be picked up for washing
Dirty Cambros to be picked up for washing
Final Clean-up (inside)
Soccer Boosters “BIN” is #104
Wash Cambros, grilling tools and popcorn dishes in janitors sink
Dry items and store in the Soccer Booster “BIN” .
Put empty clean coffee pots in “BIN”
Store popcorn maker, boxes, and popcorn in “BIN”