How To Run A Hospitality Ministry At Rowell United Methodist Church

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1 Hospitality Ministry of Roswell United Methodist Church Purpose: The Hospitality Ministry of Roswell United Methodist Church is committed to providing excellent hospitality and service through planning, preparation, and execution of quality food and beverage service for ministries and events held at Roswell United Methodist Church. Service: RUMC kitchen hours of operation are: Mondays Thursdays, 7:30 a.m. 2:30 p.m. Fridays and Saturdays, by scheduled event only Sundays, 8 a.m. Noon Please schedule kitchen access outside these hours through the Director of Hospitality. Additional charges may apply for events and for access outside of the kitchen hours of operation. Staff: Director of Hospitality Julie Scott, or jscott@rumc.com, is on staff to provide professional food service management for our ministries and events. Once an event is approved through EventU, the event contact person is responsible for scheduling an appointment with the Director of Hospitality to discuss the needs of the event which should include: number of guests, scheduled location, budget, services needed (menus, linens, centerpieces, type of table service, etc.) a minimum of four weeks prior to the event. After planning, a per person cost and any other miscellaneous charges will be provided to the event contact. Ten days prior to the event, the event contact is responsible for providing a final number to the Director of Hospitality so a final bill may be prepared and presented. The Director of Hospitality is the point of contact for all events. Members of the hospitality staff include a cook, hourly employees and volunteers. While all are hired or scheduled to serve, they are assigned specific tasks to make events possible. Event contacts are encouraged to see the Director of Hospitality, or the contact assigned by the Director of Hospitality, for all needs leading up to or during an event. Scheduling: Requests for food service and the space where you would like your event hosted should be submitted in EventU for approval. Once an event is approved in EventU, the contact person for the event should contact Director of Hospitality Julie Scott, or jscott@rumc.com, to discuss specific needs. Quality and Commitment: The RUMC Hospitality staff is ServSafe trained and certified. Developed by the National Restaurant Association, this program sets high food safety standards that include: food safety knowledge, personal hygiene, safe food preparation/storage, cleaning and sanitizing, and safe chemical storing. To uphold this standard, kitchen access is limited to uniformed hospitality staff and trained volunteers. All group food and beverage on the RUMC campus shall be

2 scheduled and provided through the Hospitality department. The following food events are grandfathered as exceptions to this policy: Adult Sunday School refreshments Job Networking The Director of Hospitality recognizes the value of fellowship and community that is gained from communities coming together with food. We will make every effort to work with you to create this atmosphere while maintaining food safety standards. Volunteers: persons wishing to serve as a part of our hospitality team will be trained by the Director of Hospitality and have access granted accordingly: *Food preparation, handing, and service (limited kitchen access, under the supervision of paid hospitality staff) *Greeting and table preparations (no kitchen access) *Volunteers between the ages of 12 and 15 must be trained by a hospitality staff member and supervised by a trained adult using the above guidelines. Outside Catering: In the case of outside catering being used for an event which requires kitchen access, the caterer must be licensed, insured, and preapproved by the Director of Hospitality one month prior to the event and prior to any signed contracts. All contracts must be approved and/or signed by the Director of Hospitality and the Church Business Administrator. A kitchen staff member must be present if the ovens, mixer, or dishwasher are needed and a fee of $25/hour will be charged to operate kitchen equipment and a $25 usage fee will be charged for RUMC ministries and $50 for outside groups. In some cases, additional fees will be incurred for a hospitality staff member to be present to ensure ServSafe standards and practices. Building Usage and Custodial Fees: Possible building usage and maintenance fees will be discussed in the planning meeting after scheduling has been approved by EventU. These fees are established and maintained by the Church Business Administrator. Minimum Service Requirements: The following minimum service per person is: Hot selections require a minimum of 15 guests Cold, To-Go, and beverage selections require a minimum of 6 guests Platter selections require a minimum of 12 guests Food Charges/Fees: All meal prices include: buffet style meal, disposable plates, bowls, napkins, and beverage cups. Prices also include stainless steel fork and knife combinations and tablecloths for dining and buffet tables. Tablecloth colors of white, beige, and dark green are available for dining tables. Buffet/serving tablecloths are available in white only. Ministry areas/committees are responsible for providing one volunteer server per 20

3 guests with a minimum of three volunteers per meal. Volunteers should arrive 30 minutes prior to the event, reporting to the kitchen, for service instructions. Additional fees: China plates 50 cents/plate Coffee mugs 15 cents/plate Water glasses 25 cents/plate Table skirts-white $2.50/skirt Full service seated meals, banquets, and formal dinners are an additional 50 cents/plate, plus cost of servers. $ 25/hour for servers, one server per 25 guests required for seated meals. Server charges also apply to events held outside regular hours of operation. This would include: meals served in the evening, Monday Thursday and day and evening events on Friday and Saturday. Cancellation policy: Events cancelled with less than seven business days notice will incur a charge of 50% of food and labor costs. If the event is cancelled with only 48 hours notice or less, 100% of food and labor costs will be charged. In the case of inclement weather, power outage, or food distribution issues, the Director of Hospitality may cancel the event and 100% of the charges will be refunded.

4 Event name: Event date: Event time start/finish: If RUMC event, is reservation in EventU? Event location/address: Contact name: Contact address: Contact Contact phone number: Estimated number of guests: Menu selections: Hospitality Ministry Contract Estimated food charges (per/person): Event service fees: Total due: Special directions/arrangements: Tablecloth color: Buffet or seated meal service: Number of volunteers: Final guest count due seven days before the event: Deposit amount due 30 days prior to event and amount due: Final payment amount and date due: Internal RUMC acct to be charged: Confirmation of agreement and contact person has read cancellation policy; Event Contact Julie Scott, Director of Hospitality _ Roswell United Methodist Church

5 Cancellation policy- If food service is cancelled with less than seven business days notice, 50% of food and labor costs will be charged. If food service is cancelled with only 48 hours notice or less, 100% of food and labor costs will be charged.