Baraboo High School Soccer
Event/Task Planning Form
Event: Away Game Meals
Purpose:
To provide players with a nutritious meal after away games at venues where concessions
may be inadequate, so students do not need to wait to eat until they arrive home late in
the evening. Away Game Meals are provided for players who sign up and pay for them.
Procedure:
At the beginning of the season:
1. Dates: Find out dates for away games.
2. Transportation and Distribution Plans:
a. Decide, with coaches’ input, on the best way to make sure the food is where the
players will need it, when they need it. Will you be going to away games, and can
transport and distribute the meals? Will you recruit a few other parents, who can commit
to being at away games, and help to transport and distribute meals?
b. Since each team eats their away game meal after their team’s game, the parent
or parents who will distribute the meals should have them ready fairly soon after each
team finishes their game, and be able to stay through the end of the Varsity game.
3. Meal Types: Decide on the type of meal to provide for Away Game Meals. Options
used in the recent past include:
a. Preparing sandwiches and other items yourself
b. Assembling prepared sandwiches from a vendor and adding other items from a
store
c. Arranging for a vendor to assemble “box lunches” including all items
4. Source: Decide on the source for parts of the meals. Since players/families will need to
pay for these meals, we try to make them as economical as is practically possible.
An example of a meal package for players in the past is a turkey or ham sub from
Subway, and chips, fruit, cookie, bottle of water from Pierce’s for $5.00.
Recently, Away Game Meal Coordinators found a good deal in a complete “box
lunch” from Pierce’s, that eliminated the need for piecing together parts of the meal.
Notice the size of the sandwich being offered: While subs may satisfy players on
both boys’ and girls’ teams, some boys have complained that smaller sandwiches were
not filling enough.
Based on the price of the deal all parts of each meal, decide on the price for Away
Game Meals.
Find out from the meal/sandwich source how far in advance they will need the
order and when the completed order can be picked up.
5. Meal Requests:
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a. Checks: Checks should be made payable to Baraboo High School Soccer or
BHS Soccer.
b. Request Form: Create a form to distribute to the players. See the sample
form.
c. Timing: The Away Game Meal request form should be ready to distribute to
players, and received back from players, as early in the season as possible.
d. Coordination with snacks: Planning for Away Game Meals may be done in
conjunction with planning for Bus Snacks, if you and the Bus Snack Coordinator wish. If
that is the case, you may combine the Away Game Meal Request with the Bus Snack
Request on the same form.
e. Once you have received the Request Forms and payment, turn in the checks to
the Baraboo High School Soccer Board Treasurer (Lisa Ingles). It will probably help
your planning if you use a table, such as the sample, to record the names of the
players who have ordered meals (and snacks, if applicable).
f. In addition to providing Away Game Meals to players who have paid for them,
we also provide meals to the coaches and managers, free of charge. Their names should
be added to the Meal Planning Table.
6. Obtaining Food:
a. If you are assembling parts of meals, and purchasing items, such as chips,
cookies, and bottled water separately from the sandwiches, look for the best deals on
those items, purchase them and KEEP THE RECEIPTS.
b. For each away game, order the required number of meals/sandwiches for
players who have paid, as well as for coaches and managers, according to the timeframe
agreed upon with the provider.
b. Make sure you have at least two large coolers available for the perishable parts
of the meals. It would also be a good idea to have a cooler available for the drinks.
c. Pick up the meals/sandwiches at the agreed upon time, pay for them and KEEP
THE RECEIPT.
7. Distributing Food:
a. Make sure JV and Varsity players who have ordered meals, coaches and
managers know where the meal distribution will be set up (at your car or the team bus).
b. About 15 minutes before the end of each game, set up the meal distribution
line, so players, coaches and managers can move quickly through the line to receive all
parts of their meals.
c. Use your Meal Planning Table to keep track of who has come through the line,
and who has not yet gotten their meals. Sometimes, after the excitement of finishing a
game, a few players may forget a meal awaits them, and may need a friend to find them
and direct them to the meal line.
At the end of the season: Make sure that all volunteers who helped with Away Game
Meals are recognized for their efforts at the Soccer Banquet.
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