MARGARITAVILLE’S
SUPERVISORY PACKET
1
Table of Contents
1. Cover Page
2. Table of Contents
3. Executive Summary
4. Meet Your Managers
7. Supervisory Expectations
8. Storyline of Our Event
9. The Menu
11. Pictures of Menu Items
17. Dining BEO
18. Pull Sheets
19. Timeline of Dining Set up
20. Timeline of Dining Service
21. Service Style
22. Clean-up Checklist
23. Dining Room layout
24. Table setting layout
25. Reception BEO
2
Executive Summary
Event Name: Chillin’ in Margaritaville
Management Team:AmaliaRiess, Xaio Tang, Megan Resch, Connor Lewis, April Tran, and
Joey Hewitt
Supervisory Team: Lindsey Zimak, Erin McNamara, Ally Nurik, Kelsey Clark, IzziNochta,
Emily Scott
Mission Statement: Team Miller’s mission is to have our guests relax and enjoy a Sunday
afternoon with family and friends. We want to bring the Caribbean to them.
Vision Statement: To execute a tropical and entertaining event while introducing our guests to
Caribbean cuisine and the Caribbean lifestyle.
Event Location: Festival Conference and Student Center
*Reception: Outside of Highlands Room
*Dining: Highlands Room
Event Date: September 14th, 2014
Start Time:
Reception: 1:00pm
Dining: 1:30 pm
Guest Count: 128
Employees:
FOH: 37
-Reception: 15
-Dining: 35
BOH: 12
Reception Managers: AmaliaRiess, Xaio Tang
Dining Managers: Megan Resch, Connor Lewis
Back of House Managers: April Tran and Joey Hewitt
3
Meet Your Managers
AmaliaRiess:
Reception Manager
Favorite Caribbean Place: Jamaica
Favorite Caribbean Song: Cheeseburger in Paradise
Hometown: Virginia Beach, VA
Interest in Hospitality: Event planning
Phone Number: 757-652-5936
Email: riessap@dukes.jmu.edu
Xiao Tang:
Reception Manager
Favorite Caribbean Place: Puerto Rico
4
Favorite Caribbean Song: Island in the Sun
Hometown: Hunan, China
Interest in Hospitality: Guest Relations at Resort
Phone Number: 540-246-9501
Email: tangxx@dukes.jmu.edu
Connor Lewis:
Dining Manager
Favorite Caribbean place: Bahamas
Favorite Caribbean song: One Love
Hometown: Freehold, NJ
Interest in Hospitality: Restaurant Management
Phone Number: 732-995-9194
Email: lewisce@dukes.jmu.edu
Megan Resch:
5
Dining Manager
Favorite Caribbean place: Cayman Islands
Favorite Caribbean song: Margarittaville
Hometown: Westminster, MD
Interest in Hospitality: Event Planning/ Conference Coordinator
Phone Number: 443-605-6413
Email: reschmm@dukes.jmu.edu
Joey Hewitt:
Back of House Manager
Favorite Caribbean place: Cayman Islands
Favorite Caribbean song: Jammin'
Hometown: Williamsburg, VA
Interest in Hospitality: Food & Beverage/ Country Club Management
Phone Number: 757-272-7473
Email: hewit3ja@dukes.jmu.edu
April Tran:
6
Back of House Manager
Favorite Caribbean place: Santa Cruz
Favorite Caribbean Song: Love Song
Hometown: Falls Church, VA
Interest in Hospitality: Event/ Meeting Planning
Phone Number: 703-340-5275
Email: tran2ax@dukes.jmu.edu
Expectations of Supervisory Team

Arrive on time the day of the event

Keep a positive attitude and level head

Arrive dressed for set up of the event, and bring business formal clothes to change into

Please do not hesitate to ask questions if unsure of anything. Also do not be afraid to
provide suggestions

Understand your role as supervisor and make sure staff is staying on task

Be well informed of our event by reading this packet before and reviewing our website.
7
Storyline of Our Event
The basic overview of our event is to take our guests on a little mini vacation to paradise. It is meant
to be bright and fun with many tropical decorations. We will be serving Caribbean style food &
drinks with smooth acoustic music throughout the whole event.
Guests will first come to our registration table which will be located by the WWII Garden Patio. This
is where guests will be picking up their name tags and table numbers. These tags will be hung on a
chalkboard and someone will assist the guests on finding their names. They will then be directed to
the outdoor reception on a beautiful Sunday afternoon. The coat check will also be located near the
registration table if anyone has a coat they would like us to keep for them during the event.
When the guests first enter the reception, they will be handed a lei to wear for our brunch. The
reception will be held outside on the Festival lawn. There are "beachy" chairs and tables available for
guests to sit on and enjoy the sunny weather. The decorations will be mostly brown grass, leis, beach
toys, and floral pieces. Drinks will be served at our Tiki Bar and a fun salsa bar for everyone to enjoy.
A photo-booth will be provided and a photographer who will be taking pictures. These pictures will
be posted on our website after the event has ended, so make sure you stay tuned! We will have
servers carrying around two different types of hors d'oeuvres that are light and made with very
tropical ingredients. We want guests to feel that they are taken away to a fun and relaxing luau party
with food, drinks, and music.
Once the reception ends, the guests will be guided to the dining room by our tour guide to have the
brunch. We created the dining room to feel that the guests are eating under a cool palm tree. There
will be a live band playing throughout the dinner. The band will be located in front so that all guests
will be able to see the musical performance. The travel guide will guide the guests throughout the
dinner. The host will take them to different tropical locations throughout the brunch. The room will
be decorated with bright colors and floral pieces. On the walls there will be Jimmy Buffet inspired
and Margaritaville themed posters. Fun props such as parrots and sea-shells will be hung on the
ceiling of the dining room. The guests will be served 4 dishes that are beach/ Jamaican inspired. We
are hoping that everyone will feel that they are on a vacation to their favorite tropical location!
8
The Menu
Drinks
Who’s to Blame Margarita
(Traditional virgin margarita on the rocks with a salted rim)
Livin’ it Up Punch
(Mixture of fruit juices and grenadine, on the rocks)
Hors D’oeuvres
Cheeseburger in Paradise
(Mini Cheeseburger Bites.Possible Allergens: Bread, American Cheese)
Panhandle Plantains
(Deep fried plantain strips topped with a scoop of homemade guacamole. Possible Allergens:
Red onion, cilantro )
Action Station (V&GF)
» Last Mango in Paris Salsa
(Salsa of mango, tomato, red onion, cilantro, and lime juice)
» Super Simple Salsa
(Classic Pico de Gallo: white onion, tomato, cilantro, and lime juice)
» Buffet’s Black Bean Salsa
(Salsa of black beans, tomato, corn, red onion, cilantro, and lime juice.Possible Allergen: corn)
Appetizers
Gulf Coast Coconut Shrimp w/ Cocktail Sauce
9
(Crispy coconut battered butterflied shrimp with classic cocktail dipping sauce)
Avocado & Tomato Simple Salad (V&GF)
(Salad with avocado, tomato, & white onions served on a bed of butter-head lettuce. Served with an
olive oil vinaigrette. This is the vegetarian and gluten free option. )
Chilled Cucumber Melon Soup
(Puree of cantaloupe, honeydew, cucumber, heavy cream, and lemon juice. Possible Allergen:
Heavy Cream (dairy))
Entree
Caribbean Jerk Chicken w/ Pinto Beans & Grilled corn on the cob
(Grilled jerk marinated chicken breast served with boiled pinto beans and grilled corn topped with
queso fresco and a pinch of chili powder. Possible Allergens: corn, quesofresco(dairy))
Caribbean Jerk Tofu w/ Pinto Beans & Grilled corn on the cob (Vegetarian)
(Grilled block of jerk marinated extra firm tofu served with boiled pinto beans and grilled corn
topped with queso fresco and a pinch of chili powder. This is the vegetarian option for the
entree. Possible Allergens: corn, quesofresco(dairy) )
Dessert
Wind Chime Churros
(Deep fried churros dusted in cinnamon sugar. Possible Allergen: Flour)
Parrotfish Kabobs (V&GF)
(Delicious skewer of strawberry, mango, kiwi, and pineapple, served with key lime dipping sauce
on the side. Possible Allergen: Yogurt(dairy))
10
Pictures of Menu Items
Drinks
Who’s to Blame Margarita
(Traditional virgin margarita on the rocks)
Livin’ it Up Punch
(Mixture of fruit juices on the rocks)
11
Hors D’oeuvres
Cheeseburger in Paradise
(Mini Cheeseburger Bites on a skewer)
Panhandle Plantains
(Deep fried plantain strips topped with a scoop of homemade guacamole)
12
Action Station (V&GF) - Salsa Bar
» Last Mango in Paris Salsa
(Salsa of mango, tomato, red onion, cilantro, and lime juice)
» Super Simple Salsa
(Classic Pico de Gallo: white onion, tomato, cilantro, and lime juice)
» Buffet’s Black Bean Salsa
(Salsa of black beans, tomato,
corn, red onion, cilantro, and lime
juice)
13
DINING:
Appetizers
Gulf Coast Coconut Shrimp w/ Cocktail Sauce
(Crispy coconut battered butterflied shrimp with classic cocktail dipping sauce)
Chilled Cucumber Melon Soup (V&GF)
(Puree of cantaloupe, honeydew, cucumber, heavy cream, and lemon juice)
14
Avocado & Tomato Simple Salad (V&GF)
(Salad with avocado, tomato, & white onions served on a bed of butter-head lettuce. Served with
an olive oil vinaigrette)
Entree
Caribbean Jerk Chicken w/ Pinto Beans & Corn on the cob
(Grilled jerk marinated chicken breast served with boiled pinto beans and grilled corn topped
with queso fresco and a pinch of chili powder)
15
Caribbean Jerk Tofu w/ Pinto Beans & Corn on the cob (V&GF)
(Grilled block of jerk marinated extra firm tofu served with boiled pinto beans and grilled corn
topped with queso fresco and a pinch of chili powder)
Dessert
Wind Chime Churros
(Deep fried churros dusted in cinnamon sugar)
Parrotfish Kabobs (V&GF)
(Delicious skewer of strawberry,
mango, kiwi, and pineapple, served
with key lime dipping sauce)
16
Dining Banquet Event Order
Décor:











Ceiling: Light and dark green gossamer draped from ceiling. Parrots hanging from ceiling
Poles: Wrapped in brown gossamer
Walls: Decorated with various Jimmy Buffet signs
Corners of Room: Palm trees placed
Centerpieces:
8 Margarita glasses
8 Corona bottles
8 Sand buckets
Beach decorations for sand buckets
Sand
Bottle caps to scatter around center of table
Locations in Dining Room:









Entrance from Reception: Double glass doors that open directly into the Highlands Room
from outside
Satellite Kitchen: near the HM closet (in that room)
Bussing Station: near the HM closet (in that room)
Front of Room: Stage for entertainment facing the dining tables
Ceiling Décor: Light and dark green gossamer draped from ceiling with hanging parrots
Pole Decoration: Brown gossamer wrapped around the poles
Wall Decoration: Various Jimmy Buffet sayings signs
Dining Room Tables: 16 round tables with 8 seats per table. Tables will be divided and
sectioned by different colored chair sashes and napkins. Blue chair sashes will be
matched with orange napkins and green chair sashes will be matched with pink napkins.
Pipe and Drape: placed in front of the main entrance of the Highlands room
Tables:





16 White table cloths
32 aqua blue chair sashes
32 lime green chair sashes
64 pink napkins
64 orange napkins
Entertainment:
Guitar player/singer with band performing Jimmy Buffet songs.
17
Pull Sheets:
Table & Table Items
Item
5’ Diameter Round
Tables
Sugar Caddies
Salt and Pepper (1 set)
Table Number Stands
Chairs
Vendor
SPEV
Total to Pull
18
Total Cost
$0.00
SPEV
SPEV
SPEV
SPEV
18
18
18
140
$0.00
$0.00
$0.00
$0.00
Vendor
SPEV
Total to Pull
18
Total Cost
$72.00
SPEV
SPEV
SPEV
18
7
1
$0.00
$0.00
$0.00
SPEV
6
$0.00
SPEV
4
$8.00
Linens
Item
90” White Round
Tablecloths
White Chair Covers
White Napkins
Black Tablecloth for
Satellite Kitchen
White Tablecloths for
Satellite Kitchen and
Bussing Station
Pipe and Drape
Silverware/Plates/Glassware
Item
Salad Forks
Dinner Forks
Dessert Fork
Salad Knives
Dinner Knives
Teaspoon
Soup Spoon
Lemon Fork
Lemon Bowl
Gold Chargers
Dinner Plates
Salad Plates
Soup Bowl
Water Glasses
Iced Tea Glasses
Vendor
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
SPEV
Total to Pull
160
160
160
160
160
160
160
36
36
141
160
32
160
160
160
Total Cost
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
18
Satellite Kitchen and Bussing Station
Item
Long Rectangular
Tables
Water AVs
Iced Tea AVs
Plastic Pitchers
Vendor
SPEV
Total to Pull
9
Total Cost
$0.00
SPEV
SPEV
SPEV
3
4
10
$0.00
$0.00
$0.00
**Items on this list have been increased by 10% of total needed in case of damages and
cleanliness
Timeline of Dining Set-up
7:45(at latest) AM: Managers arrive to Festival. Begin setting up employee breakfast tables,
check in desk and making sure conference rooms are organized
8:15 AM: Supervisors arrive to Festival. FOH managers hand out supervisor packets to
corresponding supervisors and run through the event with them to make sure they know all
responsibilities and our vision. Managers will answer all questions.
8:45 AM: Staff arrives for check in, breakfast, and welcome meeting
9:10 AM: Tour of facility
9:15-11:00 AM: Décor placed around room (palm trees, Margaritaville signs, 5 o’clock
somewhere signs, etc.). Silverware polished and set on tables. Chargers set on tables. Napkins
are folded with menus placed inside and placed on top of the chargers.
11:00-11:50 AM: Dining room training. Servers will receive an overview of what the prepared
plated menu items will look like and what ingredients are in them. They will also be trained on
service style.
11:50 AM: Any servers who will also be in reception goes to reception training
11:50 AM-1:15 PM: Any final preparations for the dining room will take place such as
preparing AVs for extra iced tea and water, filling the ice tea and water glasses and placing them
on the tables.
***Any free time during dining room set-up, will be directed to help reception set up
19
Timeline of Dining Service
1:26 PM: Travel guide host will announce to guests in the reception area “Your journey into the
Caribbean starts here!” The doors leading into the dining room will be opened signaling guests to
enter into the dining room.
***all staff should be in their staff teams and ready to serve guests
1:27 PM: Guests begin transition into Highlands Room following the travel guide
1:30 PM: Guests walk into Highlands Room and find their “destination” table
***once all guests are seated head servers should be ready to greet
1:34 PM: Guests are greeted by head servers who will ask if there are any dietary needs that we
need to know about
1:37 PM: Travel Guide welcomes guests to Margaritaville and explains to the guests that they
will be traveling to different destinations in the Caribbean throughout their meal
***As travel guide is speaking shrimp/ salad appetizers are being set up in the satellite kitchen
and servers are prepared to serve
1:38 PM: Friend shrimp/salad appetizer is served
***When directed, servers will clear first course
1:45 PM: fried shrimp/salad appetizer is cleared
1:50 PM: Travel guide announces first destination and gives a brief background of the
destination
*** While travel guide is speaking soup is being poured and servers are prepared to serve
1:52 PM: Soup is served
***When directed, servers will clear second course
2:00 PM: Soup is cleared
2:02 PM: Travel guide announces a new destination and introduces entertainment, they proceed
to play a Jimmy Buffet song
***As the band is playing main entree is being placed in satellite kitchen and servers are
prepared to serve
2:07 PM: Main entrée is served
2:23 PM: Travel guide announces a new destination and Entertainment plays Margaritaville by
Jimmy Buffet
***After the band is finished playing servers will clear
2:28 PM: Main entree is cleared
20
***immediately after all entrees are cleared coffee servers will serve coffee to guests
2:30 PM: Coffee is served
***after coffee is served, desserts have been set up in satellite kitchen and servers are ready to
serve
2:35 PM: Dessert is served; Travel guide wishes our guests safe travels back to America and
hopes they enjoyed their time through the Caribbean. Also he will announce managers to come
out for speeches
***Managers prepare for speeches and when announced enter the dining room for speeches
2:40 PM: Management Speeches
Special Instructions




Staff should know which guests have dietary needs
Staff should be polite and attentive to guests
Staff should be following designated serving style
Beverage servers should be ready to refill water, iced tea, and coffee throughout the
service
Service Style: Modified Gold Plate
For our event we will be using modified gold plate style. Each serving team will consist of 4
servers who will be serving two tables. Each team will be led by the Head Server. Before the first
course is served the Head Server will be responsible for greeting the guests and asking if there
are any dietary needs. They will also be responsible for keeping their service team in the right
positions and placing food items correctly.
When serving, the Head Server will circle around the table to the chair sash at 12 o’clock and the
three other servers will follow, stopping at the 3 o’clock, 6oclock, and 9 o’clock positions. After
the head server nods the servers will serve from the left/clear from the right. Then shift to the
chair downwards on the clock and serve from the left/clear from the right.
21
Clean-up Checklist
When guests have completely cleared out of the dining room staff can begin clean-up. Staff is
free to change into more comfortable clothing for this part if they choose.
Ceiling Décor:
 Take down gossamer draping from ceiling
 Take down gossamer wrapping around poles
 Wrap gossamer back up for keeping
 Take down hanging parrots and place them in boxes for keeping
Wall Décor:
 Take down Margaritaville signs and place in boxes for keeping
 Take down wall banner decorations
Satellite Kitchen:
 Take down all pipe and drape and place in HTM closet
 Wash AVs and replace in proper location in kitchen
 Wash all pitchers and replace in the proper location in the kitchen
 Place all linen in assigned box
 Take down all tables and return them to the closet
 Pick up all trash and throw away
Stage:
 Take down stage and place where designated
Tables:
 Remove all trash from tables and throw away
 Bring all dishes to the bussing station except gold chargers. These will be wiped down
and wrapped tightly in saran wrap in stacks and returned to the HTM closet
 Place all chair sashes, table runners, chair covers, and tablecloths in the proper boxes
 Stack chairs and put back in the closet
 Fold table legs in and roll onto carts. Place back into the closet.
Centerpieces:
 Corona bottles, beer caps, and sand can be discarded
 Margarita glasses and sand buckets with decorations will be kept and placed in boxes
22
Dining Room Layout
Key
________ Walls of Highland Room
Tables
Poles
Stage
Doors
23
Table Setting Design
Key
Table
Centerpiece
Chargers
Water and Iced tea glasses
Bread plate
Tea spoon
Salad knife, dinner knife, soup spoon
Salad fork, dinner fork, dessert fork
Napkin
This place setting will be exactly the
same for each seat
24
Reception Banquet Event Order
Reception Managers:
Name: AmaliaRiess
Phone Number: (757) 652-5936
Email: riessap@dukes.jmu.edu
Name: Xiao Tang
Phone Number: (540) 246-9501
Email: tangxx@dukes.jmu.edu
Location:
Registration: Chalk board on wheels outside
near the World War II Garden Patio. If it
rains: by the spiral staircase inside.
Coat Check: right next to registration. If it
rains: by java city.
Drink Station: Tiki bar located on the lawn
closer to the Highland’s Room. If it rains: up
against the windows on the left hand side
Action Station:1 rectangular table next to the
drink station If it rains: up against the wall on
the right hand side
Entertainment: On the grass curved by the
tables and tiki bar and action stations. If it
rains: by the coke machine.
Satellite Kitchen: near the HM closet (in that
room)
Bussing Station:near the HM closet (in that
room)
Cocktail Tables: Festival “beach like” tables
outside, kept in current locations If it rains: to
the right and left of entrance of highlands room
Pipe and Drape: Placed in front of windows
and doors that show the dining room. Pipe and
Drape will cut off from people going any
further. If it rains: all along the sides and walls
leading into the dining room.
Margaritville’s Reception Vision:
As soon as our guests arrive downstairs, we
want them to feel as if they have just entered a
Caribbean Island and are about to experience a
relaxed, sunny, and “yummy” vacation. We
Event Information:
Event Name: Chillin’ in Margaritaville
Event Date: September 14, 2014
Event Location: Festival Conference and
Student Center (Highlands Room)
Event Address: 1301 Carrier Drive
Harrisonburg, VA 22801
Reception Time: 1:00pm- 1:30pm
Reception Area: Outside on lower patio of
Festival. Right outside of the Highlands Room.
If it rains: Reception area will be indoors
outside of the highlands room.
Timeline of Set-up:
Set-up (Night before: Saturday, September
13th): Large chalkboard with fish net hanging
off of it. Written on it will have surfing
conditions for the day. Margaritaville passports
and table assignments hanging on a clothes line
attached to the chalkboard. Pipe and draping
set up and table for coat check. Tiki bar will be
built and set up ready to move outside the next
day.
Set-up the day of Sunday, September 14th):
-Action and Drink station set up and decorated
by 11:00
-Outside decorations set up by 11:00
-Photo booth area set up by 11:00
-Drinks should be prepared and ready to serve
by 12:40
-Food ready to be served by 12:40
-Entertainment dressed and ready to perform
by 12:30
-Photo booth photographer ready to go by
12:30
Printing:



“Welcome to Margaritaville” sign
Registration Sign
Coat check sign
25
want everyone to come to our themed event
forgetting everything at home and leaving all
stress behind just as if you were to do so when
going on vacation. Since reception will be
outdoors, we will have palm trees all around
the area as well as fishing poles, ropes,
paddles, umbrellas, surfboards, fish nets, tiki
torches. There will be live entertainment
playing Jimmy Buffet Style music as soon as
guests walk outside. The atmosphere will be
very upbeat and “beachy”.
If it rains: We want the same feeling as if it
were outside but just inside. The only
difference is that the ceiling will have blue
gossamer and make it look like a sky.
Menu Options:









Coat check tickets
Action Station Sign
Photobooth sign
Drink station sign
Name tags for managers, supervisors,
and all employees
Painted photobooth backdrop
Cornhole sign
Passports and table assignments
Signs to place inside festival directing
guests down to reception area
Timeline Once Guests Have Arrived:
12:45 Reception will be ready for guests to
possibly arrive early. All staff is ready for
guest to arrive including entertainment and
photographer
1:00Reception begins. Hors D’oeuvres will
start to be served and Caribbean themed music
will begin to play. Action station and drink
station will be serving and restocked as needed.
1:27Travel guide will come out into reception
area and invite guests to come into the dining
room to enjoy brunch
Entertainment:
-photo booth
- Guitar/ Ukulele Player playing Jimmy Buffet/
Caribbean style music.
Linen:
-White linen and white table skirt for action
station
-White napkins for serving trays
-white linen for registration table, coat check
Dish:
-Trays to serve Hors D’oeuvres
-600 mini cocktail plates
-600 mini cocktail napkins
-600 beverage napkins
-180 tumblers for “Livin’ it up Punch”
-140 tumblers for “Whose’s to Blame
Margarita”
-2 clear drink dispenser
-toothpicks
-napkins for serving plantains
-5 serving bowls for action station
Decor
-Centerpieces: mason jars with sand and shells
-Fishing Poles with hanging fish
-White table cloths
-Surfboards
-tshirts
-cornhole
-palm trees
-tiki torches (not lit)
- sand dune fences
- sea shells
-hammock
26
-3 serving spoons for action station
-2 tongs
-boats
-fish nets and ropes
- lifesavers up against the door
- 2 colorful chairs
-Margarittaville signs everywhere
Reception Décor, Equipment, and Station Items
Parking
 D2 Lot across from Leeolou Alumni Center
Entrance
 4 parking signs
 “Welcome to the Chillin’ in Margaritaville” sign hanging on the festival doorway
 Signs placed in the Festival directing guests to the registration table at the downstairs
Registration
 Registration sign
 Chalk board on wheels
 2 rectangular tables
 2 white table cloths
 Flowers / Seashells
 Passport
 Stamp
 List of guest names
Coat Check
 Coat check sign
 Coat rack
 Coat check numbers
Entertainment
 A male guitar player
Photo Booth
 Handmade tropical background
 Sunglasses
 Hats
 Funny masks
Action Station
 Chips sign
 3 signs for Regular Salsa, Mango Salsa, and Black Bean Salsa
 3 salsa bowls
 3 serving spoons
 Big bowl for chips
 Tong
 Rectangular table
 White table cloth
27
 Framed food description
 Plates
 Napkins
Drink Station
 Drink station sign
 3 signs for 2 drinks and water
 Plastic tumblers
 Napkins
 Framed drink descriptions
Cocktail Tables
 4 cocktail tables
 4 white table cloths
 4 ribbons?
 4 small vases
 Glass beads
 Seashells
 4 tropical flowers
General Décor
 Palm trees
 Corn stalks on the yard
 Coastal jars
 Tropical Garden Stakes
 Flowers
 Seashells
 Surfboards
 Hammock
Bathroom
 Baskets filled with mints, floss, lotion, tampons and pads (women’s), hand sanitizer,
tissues, lotion, deodorant and soap
Reception Pull Sheets
Table Pull Sheet
Item
Rectangular
Tables
Vendor
SPEV
Total to Pull
4
Total Cost
$0.00
White Table
Cloths
Cocktail Tables
Chalkboard
Wall Barrier
SPEV
10
$0.00
Java City
HM Closet
HM Closet
3
1
1
$0.00
$0.00
$0.00
Location
Registration,
Action Station,
Beverage station,
Coat check
All tables in
reception
On the yard
registration
registration
28
Tableware and Flatware Pull sheet
Item
B& B Plates
Sauce Bowls
Tongs
Spoons
Serving Platters
Vendor
SPEV
SPEV
SPEV
SPEV
SPEV
Total to Pull
200
5
2
3
7
Total Cost
$0.00
$0.00
$0.00
$0.00
$0.00
Location
Action Station
Action Station
Action Station
Action Station
Passers &
bussers
Other
Item
Vendor
Total to Pull
Total Cost
Location
Pipe and Drape
HM
1
2.00
Coat Rack
Coat Hangers
AV’s
HM
HM
SPEV
1
200
2
$0.00
$0.00
$0.00
Coat Check, cut
off space, in
front of 2 outside
doors that lead
into satellite
kitchen
Coat Check
Coat Check
Drink Station
Reception Printed Material
Registration
 2 copies of the guest list (including names, table assignments, food allergies, etc)
 128 passports with destination tables
Other
 Food Description for the action station
 Drink description for the beverage station
Reception Handcrafted or Printed Materials






“Welcome to Margaritaville” sign
Registration Sign
Coat check sign
Action Station Sign
Photobooth sign
Drink station sign/tiki bar sign
29





Name tags for managers, supervisors, and all employees
Painted photobooth backdrop
Cornhole sign
Palm trees
Passports
Reception Entertainment




Travel Guide will be greeting guests and announcing dinner
A Jimmy Buffet cover band will be playing throughout reception
There will be a cornhole set up for guests to play
A photo-booth with many fun props
Reception Area
Number of Employees
Employee Duties
Registration
2
Register guests and hand out
passports. Stamp their passports
Coat check
2
Take gues coats and hang out
corresponding jockey numbers
Drink Station
2
Salt margarita glasses and hand
out both drinks
Action Station
2
Pass out chips and 3 salsas
Photobooth Station
1
Hand out photobooth props to
guests and make them smile!
Hors D’oeuvres Passers
4
Pass out hors d’oeuvres on
platters and beverage napkins
Bussers
3
Runners
2
Collect guest plates and
napkins and put them back on
platters. One will stand by the
dining hall while they enter
Make sure that the action
station and drink station are
stocked
Total Employees
18
Timeline of the Day and Reception Timeline
6:45 AM
Meet at J’s bagels for Breakfast and Manger’s Meeting.
30
?8:00 AM
Managers arrive to Festival. Begin setting up employee breakfast tables; check in
desk, and making sure conference rooms are organized.
8:15 AM
Supervisors arrive to Festival. FOH managers hand out supervisor packets to
corresponding supervisors and run through the event with them to make sure they
know all responsibilities and our vision. Managers will answer all questions.
8:40 AM
Managers need to double check everything is in place and set up, as well as be
prepared for any employees that are early.
8:45 AM
Staff arrive to Festival. They will be checked in and given nametags. Breakfast and
welcome meeting.
9:10 AM
Tour of the facility.Split staff in the functional areas as assigned– BOH and FOH.
FOH begin décor of reception.
?10:50 AM
11:00 AM
Employee snack is ready to be consumed
BOH manager leads a 5 to 7 minute overview of the prepared and plated menu
items in the dining room and overview of the reception food(food is sampled at
12:35 pm)
11:10 AM
Dining Room Training begins. Menu items for our brunch will be presented to all
employees. They will learn the serving style and run through how they will serve
the brunch until manager feel servers have mastered the serving technique. Satellite
kitchen will be explained as well as a run through of the menu. All exits and
entrances will be pointed out. We will also run through the timeline of our brunch.
12:00 PM
Entertainment staff and photographer arrive to Festival.
Reception Training begins. Nametags will be given.
31
12:35 PM
Sampling of Menu for reception staff to make sure they know theingredients.Last
run through by managers to make sure everything is cleaned up, all booths are setup correctly, drink AVs are in place and employees are ready.
12:45 PM
All food and beverage is in place. Reception staff ready to welcome guests.
1:00 PM
Reception begins.
1:27 PM
Transition begins into the dining room.
1:30 PM
Reception ends and Dinning begins. 2 reception employees, not working in dining,
will help reception managers to clean up, take down some decorations, and set up
for post reception.
Reception Break Down and Clean Up While Guests are in the Dining Room



Make sure all food, drinks, and trash are thrown away or taken to the kitchen
Take all centerpieces down
Keep Registration table, and put gifts nicely on table
Entrance
 Take down the entrance sign and all décor and place them in the conference room.
Registration
 Place any leftover table assignments, pins, pens, paper and passports in their box and
place them in their designated space in the conference room
 Keep the table cloths as well as chalkboard so gifts can be placed on top of table.
 Replace the table cloth with a clean one if necessary
Action Station
 Remove all décor and place them in their designated area in the conference room.
 Take all surfboards off and bring them to the designated space in the conference room
 Make sure all trash is thrown away and all bowls and utensils are placed in the kitchen
Photobooth Station
 Take all photobooth props and place them in a bin and bring it to the conference room.
 Keep the backdrop for decoration as guests leave.
Beverage station/Tiki Hut
 Throw away any used plastic cups and beverage napkins
32



Bring any unused garnishes back to the kitchen for storage
Empty all AVs and bring them back into the kitchen area
Clean up all décor and place signs and drink description in designated area in the
conference room
Cocktail Tables
 Untie the ribbons and replace the table clothes with clean ones if necessary.
 Take down all centerpieces and bring them to designated area in conference room.
33