Job Discription

Kiwanis Arco Concession Stand

Stats:

By contract: we furnish 30 volunteers per game, minimum; must staff all 16 cash registers; must train all volunteers prior to game night, especially cashiers.

2008 season: 21 clubs from 5 divisions furnished 201 volunteers for 15 events to fill a total of 450 volunteer positions. For this, we earned $12,819 for KFH. From the first game in 2000 to the last in 2008, KFH worked 122 games to earn a grand total of $131,616.

Crew consist: 1 leader, 2 cash control, 1 inventory, 1 ice & water, 3 hot dog rollers, 16 cashiers, 1 carver beverage, 5 runners minimum.

Additonal opportunities for non-Kings events: Ultimate Fighting Championship, Disney On Ice, Monarchs, concerts, preseason Kings games end of October. Can produce more revenue per event than Kings games if volunteers can be gathered to staff.

Start up:

Season begins first week of August when the Kings release game schedule. Ted Hansen will email home game schedule to charity group leaders. Each charity group must pick the games they want from the schedule and email back to Ted. This must be done quickly as possible so that KFH can get the games desired.

The Maloof's allow charity groups to operate 3 of the 4 concession stands at each game. There are about 12 groups competing for 3 slots per game date. Timeliness is critical.

KFH coordinator must have already decided the number of games to work for the season, typically 14-15 plus 2 play off games. Must have determined game conflict dates with other Kiwanis events such as other Kiwanis charity events, conferences, DCM's, holidays, etc. Conflicts are to be avoided as Arco won't take precedence over other Kiwanis activities for volunteers.

Allow about 10 days between games to avoid volunteer burnout. Most games will fall on week days. Include some Sunday games for long distance volunteers and clubs coming as a group dates. Downside: there are some regular volunteers that won't work Sundays. Usually 2-3 Sundays towards the end of the season will be sufficient.

Ted will confirm dates or report games not available due to other charities choosing them. Also will inform of what games are still available. KFH choice is to select replacement game dates or reduce number of games for the season.

Maloof Sports and Entertainment will host a charity volunteer meeting for group leaders at Arco Arena near end of September. Old and new rules and procedures, food and price changes will be discussed. Parking passes for the season will be made available. Contract between Maloof and KFH will be signed. Certificate of Liability Insurance is required and can be sent from the KFH insurance carrier to Maloofs.

The game plan:

Season begins early November and runs though the following April. Playoff games can run through June.

As soon as the schedule is firm, it is emailed, with a cover letter, to the incoming Lt. Governors and club presidents for Divisions 7, 44, 8, 32, and 27. To the incoming club presidents in 7 and 44 minimum, others as desired. It is important to involve and convince these leaders the vital contribution Arco makes to KFH. Suggest that each club assign an Arco coordinator to recruit volunteers at each of the local meetings and at the DCM's.

Send out KFH Arco Updates via email to Lt. Gov, club presidents, regular known volunteers about every 3-4 days. It is helpful to set up an email sub account such as KFHArcoNews@xxxxxx.net (the grouped leader's email ISP). Responses will go to this address without getting lost in personal email folders.

New volunteers must be trained either on site on dates established by Maloofs or at a Kiwanis location. Returning trained volunteers don't require additional training. Crew names for each game must be submitted to Maloofs prior to game day. Names will be review by Maloofs to determine in all have been trained and/or attended before. Volunteers will check in at northeast entrance and be checked off master list. Volunteers must have a photo id and be at least 18 due to alcohol being served.

Parking passes must be mailed to all volunteers prior to game date. The is no charge to park at Arco for volunteers. Uniforms must be worn by all volunteers, no exceptions: white shirt, black trousers. Any other combination and volunteer will be sent home by Maloofs. Arco will furnish caps and aprons for all volunteers. Volunteer name tags can be made in advance or on game day.

Group leaders (leader, inventory, cash control) arrive 3 hours before game time to set up cash control, sign in sheets, inventory, etc.
Volunteers arrive two hours before game time. The group leader checks them in and gives out assignments.

Volunteers sell food items from the front counter area prepared by permanent Arco staff in the back counter area.

Throughout game, cash control picks up cash from registers and prepares receipts to send to treasury during the game. Cash control will close out registers and end of game and prepare balance sheets for total receipts vs. inventory sold.

Inventory person will count product (cups, plates, containers, hot dog buns, candy, etc.) before the game and again after the game, difference is amount sold. Will report this to Arco stand managers. Amount sold will be compared to cash received to balance profit for game. KFH receives 8% of net sales (gross sales less shortages).

Post game: all volunteers clean sales area, hot dog rollers. Group leader assures the sales area is clean and tidy.

Comments:

Getting enough volunteers is always an issue. Ideal per game is about 32-33. Less: volunteers have to do double duty. More: volunteers get in each other's way.

Gas prices and competing Kiwanis fund raising events will keep many volunteers home. Club visits should be made frequently throughout the season to keep KFH Arco in the forefront.

Some clubs will choose to send a large number of Kiwanians to staff one game rather than some throughout the season. Close coordination with these clubs is required to assure names and numbers of volunteers are established and committed to well before game day.

About 6-8 people work almost every game; another 6-8 work half of the games; 3-4 clubs will have people at almost every game. 4-5 clubs will pick one game per season to work. These form the core of the operation and are critical to the success.

More than 22 clubs should commit out of the 80 or more in the service area. Circle K from Davis and UOP have participated in the past and should be tapped again to serve.