Food & Beverage Committee

The Food & Beverage Committee determines the food and beverage needs and quantities, negotiates prices, contracts with vendors including water for the artists, coordinates with Staging for space, tent and equipment needs for the vendors as well as for guest dining areas, coordinates with the Guild Treasurer for cash control, organizes and supervises during the Fair including ticket purchases and line control.

The Chair is appointed by the Fair Chair and is a member of the Fair Steering Committee. Often a Co-Chair is appointed to share the workload and focus on beverages. The Food & Beverage Chair is the Coordinator for all food committees including American Indian Food and Piki Bread.

The Chair

  • Reports progress and problems to Fair Chair.
  • Attends all Fair Committee Chair meetings.
  • Prepares and submits a line item budget to the Fair Chair.
  • Coordinates with Fair Chair and Staging Chair to understand and accommodate any changes for the upcoming Fair.
  • Invites the Fair Chair to strategic committee meetings including wrap-up and initial planning meetings.
  • Recruits, schedules and trains volunteers.
  • Submits the list of volunteers to the Volunteer Placement Chair for badges to be made.
  • Acknowledges by thank you note, or other means, appreciation for the work done by volunteers working on this committee.
  • Submits vendor invoices to the Guild Treasurer for payment.
  • Submits vouchers with receipts to the Guild Treasurer for reimbursement of Committee expenses.
  • At the end of the year, reviews the committee job description posted on the Guild website and in the Committee Notebook. They should both be the same. Updates and sends it to the Fair Chair who will review and forward it to the President Elect and to webmaster@heardguild.org.
  • Attends the Wrap-Up Meeting after the Fair. At least a week prior to the meeting, emails the Committee Report to the Fair Chair. The sections of the report are: Committee Purpose, What Worked Well, What Needs Improvement, Recommendations for Improvement. Appropriate attachments would be sales spreadsheets, tallies, and other information that would be useful for decision making. One report is given to the Fair Chair and the duplicate is kept in the Committee Notebook. The report is the basis for the individual Committee planning meetings for the following year.

Tasks

  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, changing booth locations, power and water hook ups, guest seating and tents, and signage needs. Consults will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Select food vendors and negotiate contracts.
  • Submit copies of all contracts to the Guild Treasurer for authorizing signatures.
  • Select menus and set prices for all foods and beverages. Arrange to print handout menus.
  • Work closely with food vendors to ensure proper tent layouts, power, refrigeration, equipment and any other needs. Schedule their set-up and tear-down.
  • Know the related health and food handler permit and inspection requirements and see that they are met. Be present during inspection and cure any deficiencies.
  • Arrange with Guild Treasurer for cash handling and security.
  • Inventory and order equipment and supplies including food tickets.
  • Return or distribute water not sold.
  • Inventory equipment and supplies after Fair and pack for storage.

Time Line

March/April/May

  • Begin recruiting and continue through the beginning of February
  • Begin planning for the next Fair. Invite the Fair Chair. Engage the Pavilion food vendor in particular early to reserve the dates.
  • Inventory and determine the number of food tickets to order. Order through Museum Design.

July

  • Prepare and submit a budget to the Fair Chair.

October/November

  • By October 1, send promotional materials to Fair Chair including images for inclusion in the Fair Program and web site. Continue to send updates to the Fair Chair through February.       Particularly need vendor names and menus.
  • Attend Fair Committee Chair meeting.
  • Consult with the Fair Chair, Staging Chair, and Signage Chair about set up requirements, booth location and signage needs. Consult will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Select food vendors and menus and set prices.
  • Coordinate with Volunteer Placement Chair to recruit at Job Fair usually at October Guild meeting.

January

  • Confirm with the Fair Chair, Staging Chair, and Signage Chair about set up, booth, and particularly signage needs. Confirm will all other Chairs as needed to ensure the success of the Committee and Fair.
  • Confirm volunteers’ commitment and verify their schedules.
  • Inventory equipment and supplies in storage and arrange necessary purchases.

February

  • Attend Fair Committee Chair meeting.
  • Finalize volunteer schedules and submit volunteer names to Volunteer Placement Chair so badges can be made.
  • Order supplies and equipment for all booths.

The Fair

  • Be present during inspection and correct any deficiencies.
  • Assist all Food Chairs with set up and operation of booths and clean out of booths.
  • Manage line control, ticket sales area, guest seating area and all other aspects.
  • Return or distribute water and supplies not sold or used.
  • Inventory and pack equipment and supplies after the Fair and place in storage.

March/April

  • Submit vendor invoices and expense vouchers to the Guild Treasurer if not already done so.
  • Acknowledge the work done by the volunteers.
  • Meet with Committee to debrief. Invite the Fair Chair and next year’s Committee Chair if there is a new Chair.
  • Write the Committee report (see Chair section above)
  • Review the job description (see Chair section above).
  • Attend the Fair Committee Chair Wrap-Up Meeting.
  • If not continuing as Chair, ensure a smooth transition to the new Committee Chair.

7/20/14