Lemonade Planning Latest

Ordering of Tent

(This needs to be done in June. All Seasons Party Rental, 12416 Grandview Rd., Grandview, MO, 765-1444. )Confirm that they will transport, set up and take down the booth. See layout document in lemonade binder or in electronic form. Check the inventory of tables, counters, support stands, pallets (B.&D.S.have) , signs (EB has banners) , overhead light (B&D. S. have) , fan (B.&D.S. have) , electrical cord and connector (B.&D.S. have) , tarps, dolly, staple gun (B.&D.S. have) and assorted tools.

Shift Leaders

Cheryl W.

L. Callahan

David M.

Sarah G.

Blake E.

Claus

B. Haman

Claus

David A.

Dennis and Lori

Keet K.

Margie F.

Melissa H.

Paul G. if in town

Roshan P. if in town

Perhaps next year Al V. if he can.

August shift leader meeting-- in 2008 Patty ordered and made handle the food--Lewis and Clark Room was set up with tables at 5:30 Tues. before August general meeting. At that time shift leaders are given packets with their paperwork.

Chamber of Commerce Meeting

Patty attended in 2008. Date: Wed., July 30 Time: 7 p.m. Location: Independence Chamber of Commerce, Council Chambers, 111 E. Maple 816-252-4745

At that time, or later, we will ask for a few extra (up to 5) passes for vehicles to get in and set up. Packet was picked up on Thurs. morning August 28 by Patty in 2008.

Insurance

Treasurer normally secures insurance from National. National has to send proof of liability to Independence. Detailed instructions are being placed in the 2 copies of the lemonade binder. Treasurer then receives reimbursement of $90 insurance paid to Indep. in Jan. when booth was registered.

Doris dealt with National to get them to send the confirmation of insurance to Independence Chamber of Commerce. The week of June 15-21, Doris contacted Independence COC and they confirmed they have received the documents from Sierra Club National and will send Doris the insurance reimbursement check.

Recruiting of Volunteers

In 2008 TWO WHOLE PEOPLE SIGNED UP VIA THE WEB SIGN-UP SHEET!!!! YAY!!!!

From the notes from 2007: Shift leaders should be given the names and numbers of people they had on their shift from last year and call them plus any friends they want to have on their shift. Need to have their shifts filled by second week in August so we know where the holes are.

Go here to get the latest master schedule.

Go here to sign up a volunteer.

Getting Instructions/materials to Shift Leaders

There was a shift leader meeting before the Gen. Meeting August 5. All the morning shift leaders showed up so they got their checks for startup cash in their packets. EB mailed the remaining shift leader packets. Shift leaders were called and reminded to mail their mailers and call their volunteers on 8/16.

The following documents are available in electronic form:

For Shift Leader Packet:

Shift Leader Instructions

Booth Set-Up

Stations Inventory & Instructions

Opening/Closing Shift Instructions

Health Rules for Volunteers/Health Rules for Procedures

Volunteer Mailer

General:

Tent Dimensions from All-Seasons Rental

Startup, end-of-shift, and end-of-day cash instructions

Signs (which also exist in laminated form with lemonade supplies):

#1 Wash Station

#2 Lemon Station

#3 Cashier Station

#4 Ice/Cup Station

#5 Sugar Water Station

Shift Leader Instructions

Closing Shift

Health Rules for Volunteers At Lemonade Stand

Water Hydrant Locations/Waste Water Instructions

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Shift leader packet should include Shift Leader Instructions, THB Volunteer Info Mailer, Deposit slip, envelope to mail bank receipt to the treasurer, check for startup cash, instructions what to do with startup, end-of-shift, or end-of-day cash, instructions, thank you notes and envelopes for their shift volunteers, Health Rules, Booth Set-up, Opening/Closing Shift Directions, and Stations Inventory and Instructions. Also Ellen's phone number to report amount deposited after each shift.

If use same Volunteer Info Mailer as before, shift leaders must highlight their shift and put their (shift leader's) contact info on the mailer before mailing them out to the people on their shift.

Misc. Logistics about Shifts

C.W. suggested copy of shift leader instructions such as what to do with the money, posted in the booth near or on the cash box.

C.W. had an excellent suggestion that this year we take photographs of the booth and each of the stations, wash stand, etc. as it should be and keep those photographs as part of the permanent archive. Update: These photos were taken and ready to be prepared and posted for 2009.

Experienced Shift leaders say it is best for startup cash to be $200, ALL in ones. They suggested the startup cash person bring $100 of their own money in ones, as well as the startup cash. They said they keep running out of ones.

Day Captains

Day captains are those who agree to be the person on call for one of the four days if they run out of anything.

Concerns and Suggestions for 2009

The hand washing station needs to be kept on the cart for the hand

washing. It was on the lemon squeezing counter when we got there

with the drip pan next to a box of paper cups and the carton holding

the cups was quite wet so we had to transfer those cups to a less

full box. Also, washing hands that close to the preparation area

might be frowned on by the health dept.

Also, the paper towels had gotten wet and ruined one unopened roll.

I think five rolls is the maximum that should be taken up there. Four

should be more than enough. We had nearly four rolls left and one of

those was ruined. They were also using paper towels at the counter

for something—they should be for the hand washing only.

This may not be a big deal, but the health dept might object to this—

there was a big box of fruit on the counter behind the squeezers

which could cause contamination from transferring the fruit across

the squeezing area. I suppose someone thought it unhandy to take the

rinse bucket to the lemon/lime box to get enough fruit to work on and

wanted the entire box on the squeezing counter.

With the hand washing station and the big box of fruit all on the

preparation counter, there wasn't a lot of room left for squeezing!

Suggestions: Peanuts for sale in the barrels

Do we have to pour out the sugar water at end of day? It says this on "Closing Shift" sign.

Suggestions from Bill Metzger:

1) A neon sign of some sort would help the booth stand out at night. (An antimated one showing lemons being squeezed would be appropriate).

2) Some sort of laminated sign on the counter listing what is being sold and options:

a. lemon only

b. lemon / lime combo

c. sugar / no sugar

d. with cherry flavoring (an idea Roshan has toyed with)

3) Some sort of plan to attract repeat business.

$3.00 is a lot of money for a lemonade. Most people will only spend that much one time.

If people thought they were getting some sort of bargin, they may come back more often.

Maybe something like:

- But 1st glass for $3.00. Get hand stamped (each day has unique color).

- Having a hand stamp and the original cup, would allow them to purchase a refill for ($1.50, $1.25 …) ???

- Sure some people may buy a refill and give it to their kids, or their spouse, but it’s $1.50 they would not have spent without the “bargin”.

(and I’m sure at $1.25 / glass, SC would still be making money on the sale).

- Having the cashier keep track of how many refills per shift, would help provide data as to whether or not $3.00 sales were being sacrificed for refills.

When we close the shift, we need a better system for what is put where so the morning shift can find stuff.

Should the closing shift close the flaps or not?

Need new: Duct tape

Booth Set-Up Sign

Wash Station #1 Sign -- DONE!

Sign that shows them how not to break the squeezer

Stir straws

Drink straws if they request

Different holder to dispense the drink straws ?

Dispenser for the sweet & low? People reaching in container is bad.


				Lemonade Planning Latest