Yearly Cafe Schedule

Chairperson's Yearly Cafe Schedule

TIMEFRAME	ACTION	NOTES:
Before May 1	File concession application with State Fair.	Usually mailed out at end of previous fair.
Before May 15	First organizational meeting
Before May 31	Fill Committee positions
	Inspect cafe to determine repairs, etc.
June 1	Second committee meeting. Resolve assignments and to do items. Collect information on beneficiaries for review at next meeting.
Early June	Pay 1/3 fee to State Fair and insurance.	A few weeks after the concession application has been filed, the State Fair will mail out the contract. It must be signed and returned with 1/3 of payment due.
	Pay fair insurance.	Included with the contract is an insurance policy and credit card payment voucher.
	File Temporary Food Service Application with Environmental Department.	Included with the contract is an application for a Temporary Food Service Permit. Complete and mail to Environmental Health Dept.
Late June	Committee meeting to review beneficiaries and prices.
	Update brochures and counter slips and submit to printer.	Update brochure to reflect any changes to beneficiaries, etc. Update counter slips and submit to printer as early as possible.
Early July	Make second payment to State Fair.	Schedule a workday with the State Fair for 2ND Saturday before the fair.
Before July 30	Place initial Coke and Zanios orders.	Special Inventory Instructions.
	Submit counter sales slips and brochures to printer	Printing by Joe Provonzie at Printing Services (505) 345-1500
	Contact cell phone provider and other corporate sponsors.	Kim Thompson at Voicestream. (505) 878-1400
Early August	Obtain parking passes, health permits, etc. from State Fair.	Laminate season passes.
	Freezer to church.	Move freezer to church if needed to support pie parties.
	Cash Register Serviced	As necessary, have cash register serviced at Cash Register Systems Inc. If not make sure pads are inked.
	Pie Carriers to church	Transport pie carriers to church for pie parties.
	Pie parties begin.	Prepare labels for pie party as needed.
	Steam Cleaning	Contract for steam cleaning the hood and interior of cafe. A receipt must be submitted to fair.
	Fire extinguishers serviced.	Service portable fire extinguishers and grill hood fire suppression system. Units will be inspected by fire marshall prior to issuing service permit.
Mid August	Electric and gas and water turned on.	Call State Fair and have utilities turned on (i.e. billed to cafe) a week or two before workday. Double check on workday schedule with State Fair.
Late August	Prepare laminated sheets for cafe as needed.	Laminated: grill instructions, counter sales slips instructions, menus, season passes.
	Make up Day Manager instruction book.	All cafe instructions and information from web site or as available.
	Prepare copies of papers needed for daily operations.	Cashier balance sheets, cafe pie inventory sheets, labels for pie box,
2 WK Before Fair	Cafe Workday.	Geneeral cleaning and maintenance.
	Coke machine installed and serviced.	Keys available for Coke from the concession office.
3 Days Before Fair	Mandatory State Fair Concessionaire Meeting	Concessionaire briefing held in Route 66 restarant (Racetrack and Main Sts.) at the State Fair.
	Inspections begin - Fire, Health, etc.	Someone must be at the cafe all day from Tuesday Noon until opening.
	Prepare Day Manager Packets	Keys, Day Manager Instructions, Cell Phones, etc., label packets with delivery instructions.
2 Days Before Fair	Zanios Stock	Must provide them keys in advance.
	Cash register, freezer, and kitchen roll cart to fair.
	Pickup cell phones
Day before Fair	Final cleanup.
	Zanios perishable deliveries, Zanios coffee machine setup
	Rainbow Delivery
	Initial Cash Register Z Reading
During the Fair	Help with opening and give daily briefing.	Follow the Cafe Manger's Daily Checklist.
	Make third payment during fair.	Remind Office Manager in advance.
	Turn in gross receipts paperwork (3 times)	As required by fair.
	Scheduled pie party	Mid-fair pie party held if playing catchup.
Last Fair Day	Pay Rainbo from receipts.
Day After Fair	Cleanup.	Workday and Cleanup Instructions.
	Pay Coke Settle account with Zanios Settle account with Rainbo	All unopened supplies can be returned to Zanios. Sell excess Coke products to other permanent vendors. Rainbo will take back unopened buns.
	Dispose of pies.	Extra baked pies can be taken to Rescue Mission, etc. Frozen pies sold from church.
	Return cell phones.
Post Fair	Thank you letters.	Personal letters to each vendor, coordinators, pastors, special volunteers, churches, VIPs, etc.
	Pay Zanios	They will pick up check at church.
	Distribute checks	Distribute checks to individual churches for handout of funds to beneficiaries. Alternately hold a potluck.
	Write newsletter articles.
October	Pay off-season rent agreement.
November	Prepare year end report for the Yearly Church Conference.	May be prepared ahead of time, but must be ready in time for the annual Church Conference.