DAY MANAGER GUIDELINES

IMPORTANT. Read these instructions. They will simplify your day. As the Day Manager, you resolve problems, answer questions, and keep things running smoothly. We are here to serve the public, enjoy each other's fellowship, and earn money to support our charities. If you have questions or need to pass on information about the management of the Cafe, call one of the contacts posted at the cafe.

IMPORTANT DAY MANAGER NOTES

• You are in charge, TAKE CHARGE! Specifically, DO NOT allow others to tell pie servers and cooks what to do! Backorders will occur. Anarchy won’t help.
• You are legally in charge of the cafe during your shift. Do NOT leave the cafe for extended periods and always let someone else know where you are going.
• Be active and responsible! Your job is NOT to stand around and watch others work. You are responsible for operating the cafe smoothly. This means assisting wherever necessary, assigning tasks, walking around to check how things are going (i.e. dirty tables, trash cans, condiment stock, etc), and resolving conflicts in a positive manner.
• Check message board located in the back of the cafe for last minute changes, instructions, points of contact, or other information.
• Turn Cell Phone ON!
• Do not stock more than 3-5 bags of ice late in the evening. We need room for perishable supplies in the morning.
• Return freezer key to key holder immediately after use.
• Report any mid-day pie deliveries to the Pie Coordinators.
• Balance the cleanup workload. Cooks and pie servers (i.e. dishwasher) have much more to do. Letting individuals leave early penalizes others.
• DO NOT COUNT the money! This is the cashiers job. You are to quickly double count once the cashier has sorted and counted. Otherwise other duties at closing will be overlooked.
• Date perishable inventory when stocking. Make note of mid-day supply deliveries on the inventory.
• NEW - Ice is no longer delivered. You must get your own ice, located between Hispanic and Indian Villages. Pay for ice in cash from register receipts. Take money with you to pay at time of pickup. Get receipt. DO NOT PAY TAX on ice.
• Read and familiarize yourself with the instructions of each of the work areas.
• Review the health regulations and other important worker notes.
• NEW - Collect and return season passes as explained in the Pass Handling notes.

ALL MANAGERS

1. Two days before your shift call all workers from your church, who are scheduled to work on the day that you work. Your counterpart from the other church will call workers from that church. This gives everyone a last minute reminder and alerts us to scheduling problems before it is too late to solve them. If you want a copy of the sign-up sheet for your day, copy it in your church office and return the original to the sign-up area, because people will still be looking at all of the sheets to check their times and make last minute changes. Encourage workers to car pool and remind them that season admission passes are available at Asbury UMC. Should you have a cancellation, you can try to fill it or contact your Schedule Coordinator for help. Ask if the person who is canceling can think of a substitute. Check with other people on the same shift to see if they can bring a friend along or recommend another worker. If all else fails, call your church chairperson, and they will try to find another worker. On weekdays, you may have to operate the cafe without a complete staff. Make sure critical jobs are covered (Cashier, Cook, Pie Server). Avoid tying yourself to any one job, as you may need to leave the position for other duties. Even when you are short of workers, it is a good idea to offer each person an opportunity to take a break while you substitute for them.
2. Parking is through Gate 8 on Louisiana, just south of Lomas. Your parking pass is good only at this gate. Remember, right turns only into the fairgrounds. The State Fair supplies laminated concession badges. They identify you as the person in charge and represent your admission pass to enter the Fairgrounds.
3. Greet new workers as they arrive. Remind them to wash their hands and wear a hat. Introduce them to the person they are replacing or brief them on their job.
4. Brief entire crew on health and safety issues before they start. (For morning opening, the Asbury Cafe Manager may do this if present. Use briefing list of the cafe manager checklist.
5. Make sure everyone is observing all health rules and cooperate with the Health Inspector who comes daily.
6. On-shift workers get free drinks and half price grill orders, but pay full price for dessert. If requested, you may reimburse workers for entry and/or general, not preferred, parking fees. Place a note in the cash drawer explaining the reimbursement. Refer any problems to the Cafe Manager.
7. Should other people approach the Cafe for free food, refer them to the Albuquerque Rescue Mission, etc. Be aware that some individuals make a practice of manipulating fair vendors to CON them out of free goods. When word gets out that they SCORED at the cafe we get inundated with requests. Also, we do NOT give free coffee or pie to AKAL Security personnel or State Fair employees or volunteers, except at your discretion usually in response to their help with some situation.
8. Customer complaints are referred to the Day Manager to be resolved discretely at the back door. Offer to refund their money. Remind them that we are volunteers and the proceeds go to charity. Try to remember, "Do unto the customer as you would have them do unto you!"
9. Receive deliveries from vendors. Ice is C.O.D. Others are charged. Take money from the cash drawer to pay for ice as required — do NOT pay tax. Place receipts for ice and invoices in the file folder below the register. Inventory sheets in the back room indicate stock levels to be maintained. Generally, the delivery person can read and update these sheets without your assistance. On the last weekend of the Fair, do not open new cases, unless you are sure they will be completely used. Vendors will credit us for any unopened cases.
10. Manage by walking around. Check each work area for smooth operation. Periodically clean tables, stock condiments, empty trash, and relieve workers to allow them a break.
11. Check with the cashier throughout the day to see if change is needed. The bank is located on the south side of the main west entrance to the Fair, Gate 4. All sales are cash. No credit or checks. Store accumulated cash in the moneybox. Keep donations separate, as the State Fair does not tax them. It is important that cash register mistakes requiring a void be recorded. Try to correct the error via the cash register instructions. Mark the tape where the problem occurs and write a brief note indicating the problem, sign the note, and place with the receipts and invoices.
12. As new workers arrive, start them one or two at a time. It will take even experienced workers a few minutes to get acclimated at shift change.
13. Grease is disposed of in designated grease depositories provided by the State Fair.
14. If there is trouble with the soda machine, check to see if that syrup box needs to be changed. Syrup boxes have quick release connectors and require no tools. Surplus syrup is stored under the soda machine counter and/or on the rack outside. If all drinks loose fizz, a new CO2 bottle is needed. Use wrench located in the toolbox below the cash register.

Morning Managers

1. Pick-up the EARLY Day Manager's Packet, Seed Money Pouch, and Night Drop Bag from Asbury UMC, 10000 Candelaria NE, by 7:45 A.M. Enter from the main entrance (Northeast). The items should be located in the Asbury Cafe Operations Box on the counter of the information desk in the Narthex.
   

   Early Day Managers Packet Contents:
   	Keys: Asbury UMC, Cafe back door. Concession Badge (serves as your admission) Parking Pass Day Manager Instructions
   Also pickup:
   	Seed Money Pouch.

   Both Day Manager packets will probably be there. Be sure to get the packet marked for the Early Day Manager. Please keep contents of the bag in the bag when not in use and make sure bag contains everything when returned. Failure in this regard will cause problems for the next Day Manager.

   Pies and supplies will be delivered in a separate vehicle.

2. Stock inventory before the workers arrive. Check delivery against invoice and DATE perishables! The Cafe Manager may assist with the inventory.
3. Try to arrive at the Cafe by 8:15 as workers will start showing up around 8:30. Coordinate the workers to get their areas ready. Instruct your workers to follow the opening instructions for their position and note their items on the Opening Checklist. Specific instructions are posted near respective work areas.
4. The biggest job in opening is stocking the pies. Limit the number of individuals helping with this activity to 2. More workers will overwhelm the pie server and lead to confusion and more time. Double check with pie servers to make sure two day old pies have been discarded and that yesterday's pies get sold first.
5. After workers arrive for first shift, be sure to collect all season passes and give to the Pie Deliverer for return to Asbury. You should receive a call between 8:30 and 9:00 AM telling you how many passes were signed out. You will receive a second call for second shift workers around 1:00 PM. Collect the passes from the workers and return them to the Season Pass folder of the Cafe Operations Box at Asbury at the end of your shift.
6. The Cafe Manager will take care of the cash register or assist the cashier if he/she has arrived.
7. The cafe operates from 10:00 AM to 10:00 PM. You may open earlier if ready. The cafe does NOT open until the Cafe Manager gives the daily briefing.
8. Upon being relieved, take the daily inventory or have the late manager do it. It is better for the late manager to take inventory WHILE you are still there since you are more aware of the status of the cafe and location of stock and this gives the late manager a chance to learn the status before taking over. This also gives the late manager time to get organized and familiar with cafe activity before you leave.
9. Return Day Manager Packet to Asbury UMC or as noted on the packet. Enter at the main northeast door and place the packet on the lower counter of the information desk in the Narthex where you picked it up. Exercise care when removing the passes from your windshield, because they must be used for the duration of the Fair. Be sure the church door is locked, when you leave.

Evening managers

1. Pick-up the LATE Day Managers Packet from Asbury UMC, 10000 Candelaria NE, before 3:30 PM. Enter from the main entrance (Northeast). On Friday you may need to enter through Mother's Day Out at the southeast corner. The packet should be located in the Asbury Cafe Operations Box on the counter of the information desk in the Narthex.
   

   Late Day Managers Packet Contents:
   	Keys: Asbury UMC, Cafe back door. Concession Badge (serves as your admission) Parking Pass. Day Manager Instructions

   Also pickup:
   	1 Empty Night Drop Bag (Keys at cafe)

   Please keep contents of the bag in the bag when not in use and make sure bag contains everything when returned. Failure in this regard will cause problems for the next Day Manager.
   

2. Arrive at the Cafe by 4:00 PM., so you can discuss the cafe operation with the morning Day Manager. You should become familiar with the cafe status and activity while the early manager takes inventory. It is suggested you take inventory WHILE the early manager is still there since they are more aware of the status of the cafe and location of stock and this gives you a chance to learn the status before taking over.
3. Ask the pie server to take a pie inventory, so you can call the Pie Coordinator with the pie status by 5:00 PM.
4. When workers arrive for last shift, you should receive a call around  6:00 PM telling you how many passes were signed out. Be sure to collect all the season passes from the workers and return them to the Season Pass folder of the Cafe Operations Box at Asbury at the end of your shift.
5. By about 7:00 PM, give or take depending on business, you may announce specials to move items that will otherwise go to waste, such as whole day old pies that can't be carried over, hot dogs, chili, and chili dogs.
6. Close the Cafe by 10:00 PM. You may close 30-40 minutes earlier if business is very slow.
7. Some cleanup tasks can begin 30-40 minutes before closing. Have extra workers take the floor mats out back and scrub them per instructions. Change the grill hood filter and wash the old one per instructions. About 15-20 minutes before closing turn off the grill to allow it to cool before cleaning.
8. The shift ends when the Cafe is clean. No one leaves early except at your discretion. Be aware that if a few workers leave early, other workers will be stuck working later. Have workers follow the closing instructions posted near their work area and note their tasks on the Closing Checklist.
9. The cashier will count the daily receipts. Take receipts in locked money bag (with an enclosed copy of the tally sheet) to the night drop. Leave lock-bag keys in the box at the cafe.
10. Insure that all personnel walk to their vehicles in groups. Call for a security escort for anyone if necessary.
11. Upon closing, return Day Manager Packet to Asbury UMC or as noted on the packet. Enter at the main northeast door (using your key) and place the items on the information counter where you picked them up. Exercise care when removing the passes from your windshield, because they must be used for the duration of the Fair. Be sure the church door is locked, when you leave.

Packet Info

PLEASE KEEP CONTENTS IN BAG PLEASE
CONTACT CAFE MANAGER IMMEDIATELY IF ITEMS MISSING!

Last updated: September 09, 2000