The Ultimate Guide to Running a Successful Concession Stand. Presented by Craig Cuchra, Brand Manager

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1 The Ultimate Guide to Running a Successful Concession Stand Presented by Craig Cuchra, Brand Manager

2 What I hope you gain from this session 1. Address basic concession stand start up questions 2. Point out some obvious and not so obvious helpful hints 3. Q&A session to help answer some specific questions you may have

3 The 10 basic questions that every concession stand operator should know 1. Multiple or Single Locations 2. Staffing 3. Location 4. Hours 5. Menu and Pricing 6. Inventory 7. Storage 8. Equipment 9. Money 10. Transportation

4 The 10 basic questions that every concession stand operator should know 1. Multiple or Single Locations 2. Staffing 3. Location 4. Hours 5. Menu and Pricing 6. Inventory 7. Storage 8. Equipment 9. Money 10. Transportation Let s s take a look at each one

5 1. How many locations will we operate (at the same time)? Layout of the park and park rules will play a large role Are you in a soccer prarieland or megaplex? Need to decide between one central location or multiple locations Each has their advantages and disadvantages There is no right or wrong answer Use what works for you and what you know you can manage

6 2. How will we staff our stand? The set up and profit goals will dictate staffing needs Establish responsibilities (jobs) before volunteers arrive Stocking and restocking Cash management Inventory purchasing Stand maintenance and upkeep Stand set up and tear down Selling When working with your volunteers make sure you: Are clear and consistent Emphasize that you appreciate their help Express you need their active participation

7 3. Where should we locate our stand? More people who see your stand = More sales = Greater Profit Key locations to consider for your concession stand Intersections between fields Pedestrian entrances and exists in parking lots Near public facilities such as shelters or bathrooms Near landmarks, sculptures or other physical objects Could include playgrounds, basketball hoops, skateparks

8 4. What hours should the stand be open? The league or tournament schedule will be a major factor Two rules to follow regarding operating hours: 1. Snack time can be any time 2. Someone will always be hungry or thirsty Children are you main consumers, but don t forget the adults Coffee for early morning games Hot food during meal times Remember your volunteers schedules as well

9 5. What items will be on the menu and how should we price them? Children are your consumers so keep the menu simple and the pricing clear General Guidelines 1. Purchase products that can be priced at same levels 2. Generally price items 2X what you paid for them 3. Value combos can be very helpful 4. Displaying products with pricing is important 5. Stick to your menu, but be flexible if you need to be Make purchasing decisions easy for you customers!

10 6. How much inventory should we purchase and variety? Last year s sales history is a good place to start League rosters will also be helpful to estimate the # of potential customers. Number of teams playing: 10 Players per team: 12 = Total Players 120 Parents/guardians per player 2 Siblings, friends, family per player 2 = Total Spectators per player 4 Total People (120 X 4) 480 Keeping good records of what was sold will help you get a quick grasp of inventory levels

11 7. What are our storage needs? This largely depends on if you are selling anything that is sensitive to heat or cold In either case use good judgment Be mindful of the weather conditions Can that chocolate bar hold up in a storage locker in the middle of summer? Drinks, granola bars, and non-chocolate candy hold up well in all weather conditions On-site storage can have advantages but be careful.

12 8. What other equipment will we need? Depends on two factors 1. single or multiple locations 2. serving hot and/or cold food Single location Canopy tent Folding table and chairs Multiple locations Folding card table Umbrellas Other basic equipment: Cash box Bug Spray Calculator Tape Latex Gloves Markers Menu Boards Garbage cans Sanitary Gel Rope / Bungees Paper Towels Wasp / Bee Rep. First Aid Kit

13 9. How will we handle money before, during and after the stand is open? Assigning the job as Cashbox Supervisor is critical. Specific responsibilities include: 1. Having enough small bills and coins for early transactions 2. Removing excess cash from the drawer during the day 3. Reconciling incoming cash with remaining inventory 4. Moving cash from the field to the bank. 5. Resolve and monetary disputes or issues

14 10. How will we transport our inventory between the store, our stand and storage facility? Most of the time the person buying the products is also storing the leftovers for future use. It is critical to maintain a weekly log of what you purchased, sold, and the left over inventory. 1. Helps in making restocking easier 2. Helps in determining if you menu is working for you 3. Helps for making next year or the next tournament easier to manage.

15 Volunteer checklist Communication with your volunteers is the key to success for your concession stand. Remember to answer these questions. 1. Do the volunteers understand where they should report and when? 2. Do I have each volunteer s confirmation on work schedules and a phone #? 3. Do the volunteers know who to call in an emergency? 4. Does each volunteer understand their responsibility? 5. Have I asked volunteers to bring extra coolers, chairs, garbage bags, etc? 6. Do the volunteers understand the menu and pricing? 7. Have I trained the volunteers on the handling of money? 8. Do the volunteers understand our customer refund policy? 9. Do the volunteers understand our policy on helping themselves to products? 10.Do any of the volunteers have special needs?

16 Available Forms : Contact List US Youth Soccer Field Facility Contact List Facility Name: Location: Name Job Description Home Phone Work Phone Cell Phone Field Manager Field Maintenance League President Rain-out number Concession stand coordinator Notes:

17 Available Forms : Volunteer Contact List US Youth Soccer Volunteer Contact List League: Location: Name Availability Phone Numbers Job Description Mon Tues Weds Thurs Fri Sat Sun Home Work Cell Potential Job Descriptions: Notes: Stocking and restocking Maintenance and upkeep Cash management Set-up and tear-down Inventory purchasing

18 Available Forms : Inventory Control US Youth Soccer Concession Stand Inventory Control League: Location: Enter Enter Calculation Enter Calculation Enter Calculation Enter Calculation Item Category(*) Boxes Purchased Pieces per Box Total Pieces Cost per Box Total Cost Remaining Quantity Pieces Sold Sell Price Revenue Airheads 90ct Non chocolate Candy $ 0.25 $ Airheads Xtremes Sweetly Sour Belts Non chocolate Candy $ 0.75 $ Airheads Xtremes Rolls Non chocolate Candy $ 0.25 $ How to use this chart: Calculate the candy and snacks you purchase at Sam's Club in "pieces" or "eaches". > If you buy 2 boxes of 90ct Airheads bars you have purchased 180 "pieces": enter this in "Total Pieces". > "Cost" is what you paid for the candy. 2 90ct Airheads boxes cost $7.99 each at Sam's Club. > "Remaining Quantity" is the product left over at the end of the day. > " Pieces Sold" is the difference between what you bought and what is left over. > " Sell Price" is what you are selling the product for. > " Revenue" is a calculation of the Quantity Sold multiplied by the Sell Price. Notes:

19 Where do I get all of this information? Complete documents will be available at both usyouthsoccer.org and airheads.com Word files will be in.pdf formats Spreadsheets will be in Excel formatted files

20 Wrap Up Final points to remember: Planning is critical for success Volunteers are your greatest assets A little paperwork goes a long way to solving headaches Have fun and Happy Selling!!

21 Q & A If you have further questions or comments, I will be at our booth (#1021) for the rest of today and most of tomorrow. THANK YOU VERY MUCH

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