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- Food & Beverage Budget
- High level cost by event & type of menu (bevs only, bev&snack, box lunch, cookout, buffet, combo)
- Maintain existing Excel spreadsheet with estimates & actual costs…manage to the budget
- Advise Treasurer of any large variances
- Request Board approval of additional funds, if needed
- Event Coordination & Negotiation
- Other SFMC Committees & Treasurer
- Tournaments – Entry Fee amounts & allocations to F&B, References on Tournament Schedule
- Communications – provide description of actual menu offerings
- Treasurer – provide invoice detail of amount due to SF Concessionaire
- Pro Shop
- Inform Pro Shop of F&B allocation from entry fee for each applicable event
- Pro Shop pays entry fee allocation directly to SF Concessionaire (deducted from bill)
- Loop back with John V. after each event to confirm payment was made
- SF Concessionaire
- Primary SFMC liaison to Concessionaire & Service Staff
- Provide SFMC Event Calendar with dates with refreshments
- 2-3 weeks prior to event, negotiate best menu options within budget allowance and determine appropriate Gratuity % based on services provided. Provide estimated headcount for each event and confirm actual count 1-2 days prior to event date.
- Arrange controls to track actual consumption (event roster, drink tick sheet, etc.)
- Follow Up before, during and after each event with F&B
- Obtain detail invoice from Concessionaire, determine appropriate Tip% and submit to Treasurer for payment
- Members
- Ask for feedback on F&B provided (quality & quantity)
- Share member feedback with the Board and Membership Committee
- Outside Venues
- Evaluate and Select venue for March Membership Meeting and other outside activities
- Negotiate refreshments & costs within budget
- Be the primary liaison with the venue
- Request copy of the bill, determine appropriate tip% and pay on your credit card
- Submit copy of paid bill to Treasurer for reimbursement
