Chairman's Planning Guide Riverport Concessions 2001 PLANNING 1. PRIMARY PURPOSE. (WHAT IS THE ONE REASON YOU WANT TO SUCCESSFULLY RUN THIS PROJECT?) The primary purpose of this project is to raise funds for the General Revenue Fund of the West St. Louis County Jaycees while not touching a drop of beer. 2. GIVE A BRIEF DESCRIPTION OF THE PROPOSED PROJECT AND BACKGROUND INFORMATION. FOLLOW THIS WITH A LIST OF THE SPECIFIC AND MEASURABLE GOALS TO BE ACCOMPLISHED BY THIS PROJECT. (EXAMPLE: TO INVOLVE 25 JAYCEES.) Description: Chapter members will man a beer and bottled water concession booth at the Riverport Amphitheater during the 2001 concert season. The money will go into the General Revenue Fund for operation of the West St. Louis County Jaycees. This project will assist in attaining the goal "Conduct at least 10 fundraising projects raising at least $20,000" in the Financial Management Pinnacle Area/CPG Category, under the Management Development Programming Area, as outlined in the 2001 Chapter Planning Guide for the West St. Louis County Jaycees. Goals: A. To raise $3,000.00 for use by the West St. Louis County Jaycees. B. To work all concerts. C. Involve a total of 30 Jaycees throughout the concert season. 3. WHAT ARE THE SPECIFIC MANPOWER ASSIGNMENTS? (SHOW NAMES AND DUTIES.) A. President: Name: Tim Vincent Duties: 1. To insure that the goals established in the chapter plan are accomplished. 2. To serve as an ex-officio member of the planning committee. B. Project Chairperson: Name: Matt Schaefer Duties: 1. To complete the Chairman's Planning Guide. 2. To coordinate and promote the project. 3. Scheduling of concerts. 4. Scheduling of personnel. 5. Obtain payment checks from Aramark Entertainment. C. Finance Sub-Chairperson: Name: Jack Nease Duties: 1. To handle all financial matters concerning this project, including handling any monetary income and payment of any bills. 2. To provide periodic financial reports on the project to the chapter. D. Manpower At least 2 members will be needed for each 5-hour concert. Longer concerts will be divided into 2 shifts, which will need at least 2 members for each shift. 4. WHAT SPECIFIC MATERIALS, SUPPLIES, AND RESOURCES WILL BE REQUIRED? Items to be provided by the Chapter: A. Chapter Plan B. Chapter Newsletter C. Chapter Roster D. Past Chapter CPG E. Chairman's Planning Guide form and guidelines F. Meeting Agendas and Minutes G. Chapter General Membership Meetings H. Chapter Board of Directors Meetings Items to be provided by Chapter Members: A. Item: Pen and Calculator for use the during concert. Responsible Member: Lead Worker Date Needed: Date of each concert B. Item: Sign-up sheet. Responsible Member: Chairperson and/or Co-Chairpersons Date Needed: Before the first concert and updated as needed. Items to be provided by non-Jaycee resources: A. Item: Concert Schedule Supplier: Riverport Amphitheater Address: 14141 Riverport Dr. St. Louis, MO Contact Person: Diane or Carla Responsible Member: Chairperson Date Needed: Before concerts start and as schedule is updated. Donation or Purchase: Donation B. Item: Workers Shirts Supplier: Aramark Entertainment Address: 14141 Riverport Dr. St. Louis, MO Contact Person: Diane or Carla Responsible Member: Lead Worker Date Needed: Time of concert Donation or Purchase: Donation C. Item: Beer and Water Supplier: Aramark Entertainment Address: 14141 Riverport Dr. St. Louis, MO Contact Person: Diane or Carla Responsible Member: Lead Worker Date Needed: Time of concert Donation or Purchase: Donation D. Item: Cups and Ice Supplier: Aramark Entertainment Address: 14141 Riverport Dr. St. Louis, MO Contact Person: Diane or Carla Responsible Member: Lead Worker Date Needed: Time of concert Donation or Purchase: Donation E. Item: Start up cash Supplier: Aramark Entertainment Address: 14141 Riverport Dr. Contact Person: Diane or Carla Responsible Member: Lead Worker Date Needed: Time of concert Donation or Purchase: Donation 5. DESCRIBE THE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY COMPLETE THIS PROJECT. Problem: Not enough workers. Solution: Schedule concerts and have sign-up sheets ahead of time. Call members if there are openings. Have a commitment from two other chapter members that will act as back-up workers for last minute cancellations. Problem: Too many members wanting to work at a concert. Solution: Operate on a first come-first/served-basis. Ask for volunteers to drop out. Problem: Concert canceled. Solution: Contact workers and advise them of the cancellation. Problem: Selling beer to under age customer. Solution: Aramark Entertainment is requiring all persons working concerts to complete a two hour training session detailing what to look for to spot underage customers, fake ID's, and how deal with such situations. 6. COMPLETE A PROPOSED BUDGET INDICATING ALL ANTICIPATED INCOME AND EXPENSE. (NOTE: INCOME SHOULD EQUAL EXPENSE.) Income: Appropriation from the chapter $ 0 Income from sales of supplied Beer and Water $ 500.00 Total Income $ 500.00 ========= Expense: Return of Appropriation from the chapter $ 0 Total Expense $ 0 Profit (Loss) to Chapter $ 500.00 ======= 7. LIST THE SPECIFIC STEPS TO BRING THIS PROJECT TO A SUCCESSFUL COMPLETION SHOWING PLANNED DATES FOR EACH STEP. Date Step to be taken 03/09/01 Get approval from the Board of Directors. 03/16/01 Get approval from the Chapter. 03/30/01 Agree to serve as Chairperson. 04/26/01 Complete the first seven questions of the CPG. 04/27/01 Sign contract with Aramark Entertainment. 04/30/01 Attend training and schedule early concerts. 04/19/01 Start promotion of the project and having the sign-up sheets at each general membership meeting. Continue promotion and sign-up sheet through completion of the project. 05/12/01 Date of first concert. Other concerts to be schedule throughout the Riverport concert season as they are announced. 05/12/01- 09/15/01 Concert season. 09/20/01 Final report to the chapter. 12/30/01 Complete the CPG. IMPLEMENTATION AND EVALUATION 8. RECORD ANY REVISION OF THE ORIGINAL PLAN. Date: 05/10/01 Revision: Contract was not signed until this date. Date: 05/10/01 Revision: Chapter appropriated $225.00 as insurance in case a member served alcohol to a minor Date: 07/09/01 Revision: Notified by Aramark Entertainment that the West County Jaycees Beer Booth has been shut down for the 07/10 and 07/11 concerts. Date: 07/16/01 Revision: Notified by Aramark Entertainment that the West County Jaycees Beer Booth has been shut down for the 07/17 concert Date: 08/05/01 Revision: Notified by Aramark Entertainment that the West County Jaycees Beer Booth has been shut down for the 08/06 concert Date: 08/09/01 Revision: Notified by Aramark Entertainment that the West County Jaycees Beer Booth has been shut down for the 08/10 concert Date: 08/12/01 Revision: Notified by Aramark Entertainment that the West County Jaycees Beer Booth has been shut down for the 08/13 concert Date: 09/30/01 Revision: Received final checks from Aramark. We made WAY more than originally thought. 9. LIST SOLUTIONS OR RECOMMENDATIONS FOR A FUTURE CHAIRPERSON. A. Make sure you know right away at the beginning of the project exactly how the profits will be based. This year our profit was based on two things: a percentage of the gate (i.e. the higher the attendance the more $$$ for us), and a percentage of each non- alcoholic beverage sold. They've considered other ways of doing it in the past, which could drastically change how much money we make. This year we only budgeted $500 because we had no idea how they were going to do it. The sooner the chairperson finds this out, the easier it will be on everyone, especially the Treasurer and the President; and in this case the '02 President just happens to also be the author of this '01 Riverport CPG, so please find this out ASAP!! B. You can never start recruiting manpower for a concert early enough!!!!! If you get a late start and wait until the week before the show, you may end up having to work the show yourself. I would say for your typical concert start calling your workers TWO WEEKS before the show. For such concerts as Ozzfest, or any other such show that is an all-day affair, you should start calling even earlier, especially if the show is scheduled during the work week when many people don't want to take vacation or time-off from their jobs to go work a beer booth. In these cases you should know who your workers are that have flexibility in their work schedules. These would be your teachers (since most of the concerts are over the summer), salesmen, members who run their own businesses, etc. B. On a similar note as (D.) one thing you can do to save yourself some headache is to make up a schedule of concerts, and call each one of your workers. Tell them the planned concerts scheduled for the rest of the year, and ask them which ones they'd be interested in working. This way you've got a head start when concert time draws near, and you only need one more volunteer instead of trying to find two. You could have some concerts with workers scheduled two months in advance! C. Each concert must have a Lead Worker that knows the procedures of opening and closing the booth, doing money drops when the drawer gets full, etc. So whenever possible, you should have the Lead Worker for a concert show the other person the ropes on how to perform these procedures so that they can be a Lead Worker themselves for an upcoming show. The more people you have that can take this role, the easier life is on the chairperson. D. Know who your emergency people are. When someone calls who's scheduled to work a concert in two days and all of a sudden they can't make it (trust me this WILL happen), you need to have some emergency people who will work a show for you. Don't try to take advantage of the situation though, only call them if you're really in a bind, otherwise it's not very fair to that emergency worker. E. A few days in advance you should call the people you have scheduled and remind them of the upcoming show. They may have forgotten about their baby shower they have that night, or trip to the Lake, or whatever. If you do this with a little advance, you'll have a little time to find someone else if the need arises. F. Make nice with Diane and Carla at Aramark. Be their friend. If they like you they can help you out if need be. Example: this year one of our workers showed up for a concert not in the proper dress code (she didn't know there was one). I talked to Diane and she let it slide just the one time. A day or two before each concert make sure to send them a list of who is working the show (actually you have to do this, it's not just a suggestion). G. Make sure and work a few concerts yourself. When new workers ask you questions about the booth, where to go, what to do, or whatever, you can answer them confidently. H. Verify concert dates and times periodically (i.e. every few days) to keep up with the schedule. They are constantly adding new concerts, so you must keep a watchful eye. Every now and then Aramark will send a list of what the upcoming concerts are, when the gate times are and what the call times are. I. Be aware of what the call times are for every show. This is what time that someone from the chapter (the Lead Worker) needs to be there to pick up the startup cash, the shirts, etc. to get the booth going. This is usually an hour before gate time, which is usually two hours before the concert. J. Be aware that we will not be working every show. Sometimes some Joe Schmoe will come along that you never heard of, or is way past his/her prime, or whatever, and doesn't sell many tickets. In such cases they may cancel the West County booth. The unfortunate part is that they never tell you this until like a day or two before the show, because it's not until then that they know what ticket sales are going to be. Sometimes you will work your tail off trying to find people to work a show, and they cancel the booth on you at the last minute. Not much you can do about that. K. This whole training session that Aramark is making everybody go through is a big pain in the chairperson's butt! Instead of having the whole chapter roster to contact about concerts, you have only the list of people who are trained. Keep in contact with Kelly at Aramark to find out when the upcoming training sessions are. Early in the year they'll have them all the time, then later in the summer they might have them once a month. It wouldn't be a bad idea to have a training session done at a Chapter meeting. L. At the actual concerts a calculator can come in handy when you're counting out money at the end of the night M. Make sure the cash registers are working properly. N. Know who the managers are, etc. at the concerts so if you run out of bottled water, or you need more ice, or the keg is dry, or whatever, you can have it taken care of right away. O. The Lead Worker is the only one who HAS to be there on time. Whoever else is working the show can wait on getting there until gate time if need be. In some cases, they can even wait a little longer if it's not going to be a big crowd at the show (use your own judgment). P. Another thing to use your own judgment on: for cases where the crowd is drunk and rowdy, it's a bad idea to leave one person by themselves at the booth. Reason being that while the worker is pouring the beer, his/her back is turned to the cash register, and someone could try to run off with it (don't laugh, it's been tried before). If you have two people, you will prevent this. Under normal circumstances, with a fairly well behaved crowd if a booth worker wants to go take a break and get some food, use the restroom, that's no big deal. But again it's the drunk and rowdy crowds that you have careful of. 10. GIVE SPECIFIC AND MEASURABLE RESULTS FOR EACH GOAL ESTABLISHED. DESCRIBE THE IMPACT OF THIS PROJECT ON THE CHAPTER, INDIVIDUAL MEMBERS, AND THE COMMUNITY. Goal Results: A. To raise $3,000.00 for use by the West St. Louis County Jaycees. This goal was exceeded, as $4,370.04 was raised for the chapter general revenue, which was above the stated goal. This was 46% above the goal. B. To work at all concerts. This goal was not met. We worked 25 of 31 concerts, which works out to 81%. C. Involve a total of 30 Jaycees through out the concert season. This goal was not met. Through the season 25 West St. Louis County Jaycees and one prospective member participated. This was 83% of the goal. Benefit to the Individual: A. Lead Worker gets similar experience to running a retail bar operation. This could lead to a whole new outlook on careers. B. Other workers get retail sales experience, as well as improved beer pouring ability (just in time for Ballwin Days). C. Workers get to enjoy the music and activities (parking) of the concert for free, as well as some eye-popping scenery and humorous actions of drunks. Benefit to the Chapter: A. Additional revenues to the chapter. B. Better-trained Jaycees, which lead to better chapter leaders and chairpersons. C. Chapter can advertise their participation through signs, pins, and hats, so the P/R benefit cannot be measured. Benefit to the Community: A. Income for the chapter to work on community projects. West St. Louis County Jaycees - Chairman's Planning Guide Page 1