Club Activities, Events, and Fundraisers

CHARTWELLS CONTRACT & CLUB EVENTS

The only items that clubs (this pertains to clubs ONLY) may bring into the Conference Center and adjacent areas (Terrace Dining Room, other F rooms, and cafeteria) are cake, cookies, nuts, and mints. The only beverage that clubs may bring in is punch. All other foods and beverages must be purchased from Chartwells when your club holds an event in the Conference Center and adjacent areas.

Chartwells’ exclusivity extends ONLY to the Conference Center and adjacent areas, so if your club has an event somewhere else on campus, they may bring in food and beverages from an outside vendor.

HOT FOODS AT FUNDRAISERS

Due to Health Department regulations clubs may NOT have hot foods (hot dogs, chili, etc.) at bake sales or other fundraisers. The ONLY exceptions are:

  1. Pizza sales where the pizzas are made at a restaurant, delivered to campus by the restaurant, and stored in a warmer provided by the restaurant
  2. Concessions at Athletic games where the Athletics Office provides the equipment and training

RUNNING ATHLETICS CONCESSION STAND

TIPS & NOTES

The contact person in Athletics is Tracy Elliott at Ext. 8439 or in C 101 (in the gym).

It’s best to work the concession stand at a tournament or when there are 2 or more games on one date.

The only hot foods that can be sold by clubs at the concession stand are hot dogs and nachos because Athletics provides the equipment and the training. These can be sold only at the concession stand during a game and not at bake sales or other club fundraisers or events.

Clubs MUST get their petty cash for making change from the Student Activities Office - not the Athletics Office.

Club advisors must attend all club fundraisers, events, and meetings - this is a club fundraiser and the club advisor must be in attendance. The club advisor does not have to stay the entire time, but must physically check in with the club at least once (once per day if doing more than game). Club members must have a way to reach the club advisor (e.g. cell phone) if he/she will not be present during the entire game.

FOLLOW THESE STEPS

Contact Tracy Elliott to see what games/dates are available.

Complete the Club Activity Proposal Form online at the Club Corner at https://secure.jalc.edu/activities/activity_proposal_form.php. Be sure to include in the "Additional Setup Instructions" section that your club needs a cash box and $50 in ones and quarters.

After receiving notification from Student Activities that the activity has been approved, confirm the date(s) and time(s) with Tracy.

Determine when club members need to arrive in order to set up the concession stand.

Let Tracy know when you plan to arrive. She will show you how to use the equipment, where items are stored, and how to clean the equipment. Purchase food and drink products.

Athletics provides:

  • Popcorn bags
  • Nacho containers
  • Gloves
  • Condiments for hot dogs
  • Coffee
  • Cleaning supplies

Club responsible for:

  • Hot dogs and buns
  • Nacho chips & cheese (no meat!)
  • Beverages (sodas must be Pepsi products)
  • Candy bars, potato chips, baked goods, etc.
  • Napkins
  • Cups (if selling poured beverages)
  • Coffee cups (coffee sells well in winter)

Prepare signs listing your menu and prices. Be sure the name of the club is prominent; people like to know when they're helping out a group of hardworking students!

Pick up cash box and change from Student Activities Office between 8am and 4:30pm on the business day (Monday – Friday) that comes immediately before the game. Store the cash box in the club advisor's office and keep the office locked. Tracy can store the cash box in the Athletics Office if it is impossible to store it in the club advisor’s office. Clubs must not send the cash box home with a club member or club advisor; it MUST stay on campus in the club advisor's office or Athletics Office.

Game day/night…sell, sell, sell!

  1. Get your cash box.
  2. Ask Tracy if the announcer can tell the audience that your club is selling snacks and drinks at the concession stand and tell what you're raising money for. People are more likely to buy when they know what they're supporting.
  3. At the end of the game, go through popcorn inventory with Tracy and pay her from your cash box what the club owes for popcorn.
  4. Clean the equipment following Tracy’s instructions. Leave the area organized and neat…leave a good impression of your club!
  5. Count the money in the cash box and note how much is there.
  6. Store the cash box in the club advisor's locked office or ask Tracy to store it in the Athletics Office.

On the next business day (Monday - Friday) after the game, bring the cash box to the Student Activities Office. We will remove the change we provided and will deposit your proceeds into the club account.

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