Montclair Soccer Club

Refreshments Manager

Job Summary

The Refreshments Manager buys refreshments for the attendees at the event, and brings and sets up the refreshments prior to the start of the event. Refreshments include bottled water and cookies. For the larger sized events, this involves ordering and ordering and picking up party trays from a grocery store.

Time Commitment

4-10 hours.

Quantity

Need 2 volunteers

Where is it done, mostly?

A trip to the grocery store and/or Costco; at the event locale.

Skills needed

Unafraid of food or people.

Background

The Montclair Soccer Club (MSC) has a program for Under 8 and Under 6 players. The U8 and U6 programs comprise about 30% of the total number of players in the Club. For the Fall season MSC organizes two New Parents Nights and a Coaches Day. All parents of new U8 and new U6 players are required to attend New Parents Night. New Parents Nights are attended by 50 to 120 people. Coaches Day is a required orientation for coaches of Under 8 and Under 6 players, and About 30 - 40 coaches, assistant coaches and parent referees attend Coaches Day.

Job Tasks

1. For the New Parents Nights, refreshments can include chips, sandwich party trays from a store like Albertsons, bottled water, cookies. For smaller events, cookies and bottled water have been enough. [Note: grocery stores often require that party trays be ordered at least one day in advance.]

2. To plan for how much to buy, a day or two before the workshop send an email to the person coordinating the workshop to identify the number of people who have registered for the workshop.

3. Buy refreshments for the workshop. Save your receipts so that costs of refreshments can be reimbursed by the Club. You can split this job into 2 parts - a Costo run and Albertsons run. You would work with one other volunteer to do either the Costco run or the Albertson's run.

   1. Costco:
      • 70 or so bottles of water
      • Cookies
      • Chips
      • Napkins
      • Paper plates (small plates work fine - err on the side of buying more rather than less)
      • 4 dozen ballpoint pens (buy inexpensive pens in bulk packages) - these are for the PCA workshop
   2. Lucky's list:
      • 1 - 2 days days IN ADVANCE of the event place an order for party trays of mini sandwiches.
      • coordinate with the other refreshments volunteer to pick up anything else that s/he wasn't able to obtain from Costco
      • pick up the trays and any other supplies/food the day of the event.

   Note: It's fine to just get everything from Lucky's. Some volunteers like to split the job up, and some like to get everything from just one store. Do what makes sense for you.

   The Luckys run needs to be done THE DAY OF the event to pick up the party trays. The Costco run can be done farther in advance. Party trays of sandwiches can be ordered from Luckys (510-339-4290) in Montclair Village. Party trays should be ordered AT LEAST 48 hours in advance. You should also verify that the order has been filled the day before you are going to pick it up. These trays are made with an assortment of lunch meat: roast beef, turkey, ham. Any trays are fine - you pick - these are just examples of what we've ordered in the past. For 100 people, consider ordering 2 each of the following trays (for a total of 6 party trays):

   1. croissant choice with mayo - large size tray - $44.99 (about 30 pieces)
   2. mini kaiser - lettuce, cheese & lunchmeat, plus mayo & mustard - mild cheddar only (no swiss, no American cheese) - $34.99 medium - (about 20 pieces)
   3. party roll - mixed rolls, with mayo, no mustard, with potato salad in the middle of the tray - large size $34.99 (about 30 pieces)

4. Arrive at the workshop about 20 minutes ahead of the workshop start time to set up a table or place from which to distribute refreshments. Enlist the help of arriving parents and/or coaches and Event Aides to carry in food and drinks and help set up.

5. Enlist the help of Event Aides to clean up leftover refreshments after the event ends.

6. Getting Reimbursed - After the event submit your receipts for reimbursement to our Treasurer (treasurer@montclairsoccer.org). Send in your receipts with a brief note indicating what it was for so Steve can charge it to the right account. Make sure to include your name and address. Our Treasurer is VERY efficient - checks are usually issued within 2-3 days after they are received.

   Montclair Soccer Club
   ATTN: Treasurer
   6114 LaSalle Ave., #337
   Oakland, CA 94611

7. Volunteer credit - after the event submit your hours using our submission form, http://www.montclairsoccer.org/Volunteers/report.html, so you can get credit for your volunteer time.