Opening Tasks
- Insert the “Brentwood Soccer Club” volunteer sign in the frame(s) outside the stand.
- Assign staff to count “Opening Inventory” quantities of specific items and verify against Inventory Sheet.
- For any discrepancies, have a second person recount the inventory. A supervisor must initial any change in opening counts.
- Verify that the prices on the board match the prices that ring up on the cash register and also match the price listed on the Inventory Sheet. (Yes, we’ve actually experienced both of these situations. Don’t take anything for granted. Verify everything!).
- Call the Commissary to order low or empty inventory items, including any needed non-charge items (i.e. cheese, chili, popcorn, etc.).
- Make sure all workers sign the Alcohol Sheet (or they won’t get paid).
During the Event
- Watch for inventory depletion.
- You should be the only one to call the Commissary to order more inventory!
- You should be the only one to sign for inventory when it is delivered! Count the inventory before you sign for it, don’t take their word for the quantity delivered! Return one signed sheet to the delivery person, put the other one in the red folder.
- Be sure all gratis items are recorded on the Gratis Sheet.
- Remind everyone to mark a check on all Vouchers next to the item received and to circle Small Soda if they requested a soda.
Preliminary Closing
1. After the final Intermission you can start counting ending inventory for items that are in storage (i.e. cabinets, cooler, backroom). Alert everyone to not put anything in or take anything out without informing you. Write these counts on a scrap piece of paper, not the Inventory Sheet, as they are not final counts.
Final Closing
1. Once the Supervisor has closed the stand, quickly complete your final counts. Write the “Ending Inventory” of all items on the Inventory Sheet.
2. Review all the Inventory receipts in the red folder and write them in the “Game Adds” column.
3. Count the items in the spoilage box and record them in the “Spoilage” column and on the Spoilage Sheet (with explanation).
4. Count all gratis items (recorded on the Gratis Sheet as well as vouchers received) and record them in the “Gratis” column.
5. Calculate the “Sold” column by taking the “Opening Inventory” (adjusted, if necessary) + “Game Adds” – “Spoilage” – “Gratis” – “Ending Inventory”.
6. Calculate the “Inventory Sales” column by multiplying the “Sold” column by the “Price”.
7. Total the “Inventory Sales” column.
8. Add in value any Guest Checks and Coupons.
9. Fill in Cash and Credit Card amounts from Cash slips.
10. Calculate Overage or Shortage amount.
11. Enter the “Ending Inventory”, “Gratis” and “Spoilage” columns into the computer via the cash register to the far left. The Supervisor will need to prepare the register to get to “Manager Function” before you can do this.
12. IMPORTANT! Do not submit your numbers until the person responsible for the cash has left for the Cash Room.
13. Assign someone to count Non-Charge items and complete sheet.
14. Make sure the Supervisor signs all sheets and clears you to leave.
15. Remove the “Brentwood Soccer Club” volunteer sign from the frame(s) outside the stand.
16. Take spoilage box and Spoilage Sheet to Commissary.
17. Return red folder (with all sheets), calculator and keys to the Check-In desk.
