Original Manual.docx

Spring Fling2014Booth Manual

Original and Pizza BoothsBre AllaartClub Relations Director

Email: springfling@email.arizona.eduOffice: 520.621.5610Cell Phone: Field Cell Phone TBD

Office HoursMonday 11am-4pmTuesday 11am-1pm &2pm-4pm& 3:30pm-5pmThursday 11am-12pm &2pm-4pm*or by appointment

Welcome to Spring Fling 2014! The 40th year of our amazing event! Congratulations on being selected to raise money for your club with your fellow University of Arizona clubs. It is my pleasure to be directing your involvement this year. I have made it my goal to provide every club with the support and feedback necessary to be successful in Spring Fling. Many of you depend on the funding raised during Spring Fling; you and I want to maximize that funding. I will outline Spring Flings policies and procedures as how they pertain to your individual club:I. Preparation (page 2)II. Mall Conduct (page 8)III. Business Procedures (page 9)IV. Disciplinary Actions (page 11)V. Checklist (page 14)

It is my hope that you see my level of commitment to making this anniversary year a great success. I am asking that you reciprocate this commitment with respect. I will not ask you to fill out a form or give me information that is not worth your time. Any piece of information or form is timely and I would appreciate a response within 48 hours. Other club responsibilities are as follows:1. Attend all booth meetings (See calendar for dates, times, and location)2. Return the required forms by the dates specified.3. Run your assigned booth during each day of Spring Fling.4. Provide cashiers for the assigned number of cashier shifts (and make sure cashiers attend training sessions)5. Set up your club booth at your designated time (to be assigned later).6. Follow all of the conduct and operational guidelines in this manual.

Failure to adhere to these requirements/policies will result in disciplinary action discussed later in the manual. I do not anticipate many problems but have to start out with that disclaimer. I also want everyone to know that this a new venue and new year for us. Everything will be planned but if at any time something needs to change I hope you will be flexible with me. If I have to change meeting times or dates you will be notified in advance. Now on to the fun stuff, about what it actually means to participate in Spring Fling!

Spring Fling 2014Wednesday/ ThursdayApril 9th/10th Booth Set Up3 PM - 7 PM

FridayApril 11thRisk Management Inspection10 AM

Health Department Inspection3:30 PM

FridayApril 11thOpen4 PM - 11PM

SaturdayApril 12thOpen11 AM - 11PM

SundayApril 13thOpen11 AM - 6 PM

I. Preparation

Club ContactsThe Club Relations Director sends all emails to the primary contact provided in the club booth application. Before the next meeting a link will also be sent out to a GoogleDoc where your club will provide 4 permanent contacts. This will be used to create a contact tree for your organization. If the primary contact (expectations listed below) does not keep in contact, the others on the list will be contacted. When unforeseen circumstances arise (unfortunate weather conditions or other fair conditions), this list will also be used to achieve quick contact with any leading members of the club.

Expectations of Club Rep (Primary Club Contact)1. Read and understand the booth manual and enclosed forms2. Attend all mandatory mass booth meetings (January 29, February 12, March 12, April 2)3. Present and communicate meeting information to other club members who are scheduled to work in the booth (i.e. rules, procedures, cleanup policy, cashier meetings, etc.)4. Submit booth forms by Wednesday, Feb 12, 20145. Pay the booth rental fee (to ASUA front desk) by Friday, March 7, 2014 at 12 pm. 6. Complete and submit the proper Health Permit application (to Bre Allaart) by Wednesday, February 12th, 2014 at 6pm. 7. Create and maintain a positive attitude among the student workers in the booth8. Must be on the field at the open and close of each carnival day (Can be shared with other contacts)

**Failure of a Club Rep to meet these requirements will result in possible disciplinary action due to a breach of contract**

Contract/FormsDont hesitate to ask a question! Chances are that you are not the only one with that question. It will help you as well as the other clubs involved. The deadlines for various forms are as follows:February 12th W-9, Booth contract packet, Online Club Contact Update by 12pm March 5th- Cashier signups due by 12pm March 7th- Last day to drop, check due in ASUAMarch 12th Health Permit Application at 6pm

Booth Rental FeeA $150 booth rental fee is charged to all clubs and organizations with an Original Booth to cover the costs that are incurred by Spring Fling in equipping the booths with the necessary supplies. The booth rental fee is due on or before Friday, March 7th, 2014 before noon to the ASUA front desk. Only CASHIERS CHECKS and MONEY ORDERS, payable to The University of Arizona, will be accepted. No personal checks, club accounts, fraternity/sorority house checks, or cash will be accepted. These payments are non-refundable after March 7, 2014. Each participating club will pay the full $150 booth deposit unless it is sharing a booth with another club. Then those clubs split the payment between them (i.e. each club pays half). Your booth fee pays for Spring Fling to provide a health permit and also, a limited amount of floors, screens, and sanitary gloves for each food booth. Each booth will also be given a fire extinguisher and trash bags (clubs can retrieve trash bags and gloves from the procurements area).

Apparel In an effort to foster our image as a cohesive team and celebrate the 40th year. I am asking clubs to wear club shirts or special 40th shirts. Spring Fling will be releasing our logo along with a University of Arizona logo in pdf or jpeg format so clubs may screen-print them onto their shirts. If your club doesnt have the funding to screen print, please come up with an alternative so that your club looks cohesive. (ie your regular club shirt or everyone wearing the same color)

Informational PostersI want your clubs to be the focus of our event! In order to push your clubs more towards the center of attention, I would love to see a poster or two outside your booths telling patrons (with pictures and words) what your club is all about. Why is your club an important piece of the university mosaic? Why was your club chosen for Spring Fling? Make those patrons proud to be supporting the University of Arizona and the students!

Supplies

AppliancesAll booths are responsible for procuring their own appliances. The Directors of Spring Fling recommend that you make arrangements for appliances as soon as possible.

Overnight securityWill be available during the carnival, but The University of Arizona and Spring Fling accept no responsibility for any items left in your tent/booth overnight. In short, leave appliances and supplies on the field at your own risk.

Food storageA refrigerated truck will be available for all booths during Spring Fling. However, refrigeration alone is provided, so you must provide your own freezer for any items that need to stay frozen. If you need a freezer, remember that you are going to need constant power (overnight) to keep your food frozen. With the problems in the past regarding the refrigerator truck, only the food your club thinks it will sell that day will be allowed in the refrigerator truck. This is to prevent a large loss of food. If the refrigerator truck does fail, Spring Fling will replace up to $75 worth of food per club as indicated in the Refrigerator Liability Release Papers. In addition, Spring Fling will not be responsible for any lost or damaged food that is stored. The refrigerated truck is kept locked and it is supervised by the Club Relations Staff.

ProvisionsSpring Fling provides the following items:

Booth frame (8x16 structure)One overhead light per 8 x 8 structure (2 total)Fire extinguisherTwo electrical outlets with two inputs each2 Tables and 4 chairs Trash bagsAccess to waterGloves (food servers)FloorScreens (to keep bugs and debris out of the front of the booth)Warmers (pizza booths)Grease disposal barrelsGrey water tank

Original Food Booths need to provide the following items:

4 (8 x 4) sheets of plywood for the facade Decorations for booth and facade (i.e. lights, paint)Building materials (i.e. hammer, heavy-duty zip ties, drill)** Waterproof tarps to cover both top and back of booth Bucket and bleach (per the Health Code Sanitation Pail Requirement) Appliances (other than pizza booth warmers)Electrical cords, power-strips or other suppliesHand washing station (per the Health Code Requirement)Coolers for drinks and iceDrop cloths if using grease or oil

**Remember, you cannot alter the physical structure of your booth. Do not cut or remove any part of the structure**

Beverages and IceSpring Fling purchases Coke products for clubs to sell. Clubs are charged at cost for these products by inventory taken by the Club Relations Director before and after each day of operation. To streamline the process, after each day of operation please remove the drinks from any coolers and order them on a counter. Ice is also available to keep these beverages chilled. Clubs will be charged at cost for this as well. Clubs simply need to report to the Procurements Tent behind the original booths to obtain these products.Physical ResourcesElectricalSpring Fling will provide every booth with a minimum of 110 volt (16 amps) of electrical power. Each booth will have access to two permanent outlets with two plugs each. Wire trees are not permitted unless there is an internal fuse or breaker on the tree itself. Additional outlets, including 220 volts (fryers or industrial stoves) may be requested.

Remember, if you need to keep things frozen, you will need a freezer and constant power. All appliances must be put on the online Physical Resources Request Form and specify whether they require 110v or 220v (110 volts is the standard all socket voltage, 220 volts are usually used for industrial fryers and cookers four prong plug). Overnight power can also be requested online. We need to know this information so we can prepare the layout of the mall and give the electricians plenty of time to set up. Please check your equipment and ensure that you indicate correct voltage. If your booth requests a 220v outlet, Physical Resources will be contacting your group.WaterWater will be available in designated areas on the mall. Each booth will be responsible for transporting water to their booths. You are can only wash items in the three-bin setup discussed in the temporary health guidelines. This also requires heated water as part of the sanitization process. Please bring the appropriate number of utensils, plus a few extras, for that day. We also have to watch water usage due to the possibility of mud; it is a violation of the Health Department to have all the mud behind the clubs. Please indicate on the Physical Resources form if you need water each day or night.

Facades

All booths must supply their own facade to advertise their booth, stating your club or organization, what you are selling, and who your sponsor is. Your sponsor should not exceed 10% of the total area of the facade.

A basic facade consists of (2) 4x8-foot pieces of plywood to cover the lower half of the booth and (2) 4x8 sheets of plywood to cover the upper part of the structure. The bottom piece will rest on the ground and upper piece will start above your desired window space. The 8x16 booths will need four 4x8 plywood sheets.

Facades in the past, which we have found to be appealing, have included the following elements:Bright colors Glow in the dark paints, black lightsChristmas tree lights Bold, uniform letteringNeat and uncluttered look Cut-out shapes/letters in the plywoodChicken wire with paper mache Use of 3D images

The Spring Fling logo for your faade design can be provided upon request as well. Please keep the content and style of your faade respectful and tasteful. A fine is possible for violation of the Spring Fling community standards policy. From past experience, we have found that painting the facades one to two weeks before the carnival is most beneficial because it allows time for the paint to dry and for touch-ups. All facades will have to be done prior to move-on day. When you bring your faade to set up on Wednesday, April 9th, you must have your own tools (hammers, zip ties, brushes and touch-up paint) because you will not be able to borrow tools from Spring Fling. Please do not wait to paint your faade on the field during set-up.

By Friday, March 7th, 2014, I would like to have a very good idea of what your faade will look like. There will be instructions on the online Graphics Form.

Please consult the Community Standards section, attached to this packet to remind you of the standards that exist for Spring Fling. All booth faades will be inspected April 9th during set-up. If facades are unacceptable or they have changed from the design approved by the Club Relations Staff, you will have to change it before you will be allowed to open on April 11th, 2014. If you find you need to change your design, please contact the Club Relations director as soon as possible.

Temporary Food Facilities Guidelines

During the Mass Booth Meeting on February 12, 2014, the Pima County Health Department will give a presentation on all the rules regarding food preparation. At this time, applications for a temporary Health Permit will be dispersed. This permit will be due, completed, by Wednesday, March 12, 2014 at 6 pm. I will be taking all of the permits to the Health Department to pay and get them approved that weekend. The health permits must be approved two weeks prior to the opening of the event as per the Health Department Code. The Health Department will only be meeting with groups if they feel it is necessary. (Any group that fails to meet with the Health Department for this meeting will not be able to sell food at the carnival.)

Only approved foods will be permitted. There shall be no more than three potentially hazardous foods on the menu (i.e. meat, fish, poultry, cooked rice, and beans). Minimum handling of food is necessary. A primary menu is due by the meeting in February.

Spring Fling will provide the floor and fly mesh to cover the window area at the front of your booth. Food booths will have to provide a tarp to completely cover the back and roof of the booth. Booths on the ends of the booth units will have to provide additional tarps to cover the open sides of your booth. This is in accordance with the Health Departments regulations.

Except for clubs and organizations that serve wrapped or pre-packaged food or beverages, hand washing and utensil washing stations must be present in all booths. Hand washing facilities may be provided, if so, you will be notified prior to the carnival. The following pages have detailed instructions from the Health department. Please consult them if you are confused or unsure.

Food handling personnel must adhere to proper hygiene practices. Wash hands frequently, wear hair restraints, wear clean outer clothing, and no eating, drinking, or smoking allowed in the food booth. These rules also apply to anyone who is preparing any food outside of the booth as well.

All food, food containers, utensils, napkins, and all other single service materials must be stored well above the floor and adequately protected from any form of contamination.

Condiments (i.e. mustard, ketchup, onions, relish, salsa) available for customer self-service should be individually packaged, or from approved squeeze-type containers.

All potentially hazardous foods are to be kept cold, 45 F degrees or less, or hot at 140 F degrees or higher. Foods are to be pre-heated to 165 F degrees. Some foods may be cooked outside the booth (in the barbecue area), but no food is to be maintained outdoors for heating.

Spring Fling will provide facilities so that you can dispose of all liquid waste in a sanitary manner. These bins will be marked GREASE and their locations will be discussed at the final mass booth meeting.

All equipment and utensils must be cleaned and sanitized after each days use.

No foods may be prepared at home!!! Food booths must display Health Permits at all times. The complete food guidelines are on the following pages, if you have questions feel free to contact the Pima County Health Department.

There is a 4 page document entitled Temporary Health Guidelines on the Club Involvement page of the Spring Fling website should you want to review the specific guidelines before the presentation by the Health Department.

II. Mall ConductSet-Up GuidelinesOn Wednesday and Thursday, April 9th &10th, 2014, clubs will be allowed to set up their booths between 3 and 7 pm. I will have a load in and out plan set for all of you and discussed at the April 2nd meeting. I highly recommend getting there as close to your time slot as possible because it takes much longer than expected to set up your faade, appliances, and overall booth. After your club is set up, someone will be applying mesh to the front of your booth to keep dust and insects out of the booth during the event. You are allowed to cut holes or flaps in these the following morning.

InspectionsThe University of Arizona has its own risk management department. This department will be attending the March 12th meeting to brief you on event set-up expectations. In addition, they will be inspecting your booths at 10 am on Friday, April 11, 2014. If you are not in compliance they will be back around 2 pm to re-inspect your booth for safety violations. If you do not pass the second inspection, you will not be allowed to open.The Pima County Health Department will be conducting inspections on that Friday, April 11, 2014 at 3:30 pm while you are preparing your food. The purpose of these inspections is to ensure compliance. If your club is not in compliance, the department will return unannounced during the weekend to check compliance.

ParkingEach club will receive 5 parking permits for use throughout the entire carnival. There is a designated parking lot for club volunteers. A parking representative will direct any incoming cars to that designated area when presented with parking permit.

Community StandardsSpring Fling exists as the primary fundraising opportunity for many of the universitys clubs and organizations. However, students must realize that they are not the sole participants in Spring Fling. Faculty, administrators, members of the Tucson community, and children attend this event. Thus, great care is taken to ensure that all participants, whether patron or volunteer, have an enjoyable experience.

The Club Relations Staff is concerned with the conduct of all clubs and organizations volunteers, the content of entertainment shows, and the appearance of faades and will be enforcing the community standards of Spring Fling. The Club Relations Staff will check all booths periodically for compliance with the rules and regulations of Spring Fling and The University of Arizona. Spring Fling reserves the right to enter and search any booth at any time.

Unacceptable conduct includes but is not limited to: Sexual or other inappropriate innuendos Racist/Sexist remarks Profanity Smoking while preparing or serving foodFailure to comply with University and Spring Fling policy with regard to conduct will result in actions discussed in the Disciplinary Section of this manual.

Customer ServiceSpring Fling is committed to every aspect of customer service. While clubs are here to raise money, they are here to raise money through extraordinary customer service on behalf of the University of Arizona. Proper etiquette is essential to creating an inviting atmosphere for guests. Anyone operating a booth needs to be attentive (ie not on his mobile device) and dedicated to bringing customers to his booth. If the club relations director witnesses or is alerted to sub-par behavior in this department, a club possibly adheres themselves to disciplinary action.

III. Business Procedures

Business Staff LiaisonEach club will be assigned a Business Staff member who they can contact with questions about business. Check to Google Doc that will be sent out for your contacts information. ScripAll sales and transactions performed during Spring Fling are computed through a scrip system. The scrip (a paper ticket valued at approximately $.75) is given in exchange for cash at scrip ticket booths located through the field. Cash is only accepted by Admit, Scrip, and Parking cashiers. As appropriate tender, Spring Fling will recognize only scrip. The Spring Fling Business Staff along with RCS determine the location of the Scrip booths and their hours of operation.

BucketsEach club will be assigned a ticket bucket. It is the clubs responsibility to have the bucket picked up at least 15 minutes before the start of the event from the business compound. Once the carnival has closed, the club has 15 minutes to return the ticket bucket to the business compound. A club forfeits their opportunity to win daily gift card prizes if they are not timely in the pick up and drop off of their buckets.

All booths are responsible for ensuring that only scrip tickets are deposited into the ticket box. Do not deposit any foreign material, any other tickets, or wet scrip into the ticket box. This includes counterfeit (or RCS tickets from other fairs) tickets and clubs will not be reimbursed for these tickets. If something falls into your scrip box by accident, let us know when returning the ticket box. Buckets that are returned mislabeled, appear tampered with, broken, or contain foreign objects are subject to action by the Business Director.

Calculating Scrip NetScrip is sold in increments of approximately $0.75. Also, $15.00 and $20.00 booklets will be available for purchase. There is no specific price for each scrip ticket. At the end of the day the average scrip price is calculated based on how many scrip of each type were sold that day. Spring Fling withholds 15% of this daily revenue value to help cover the operating costs of the carnival. RCS also receives a small percentage of the total revenue.

(Gross Revenue) * (0.85) = (Scrip Net)

Daily ReportsEach clubs daily payout and calculations for the previous day will be posted each morning outside the business office. A list of all fines charged to booths in the previous day(s) will also be listed along with the revenue. Sundays totals will be posted in the Spring Fling office on Monday, April 14th.

(Scrip Net) (Fines) (Stock Used) = (Daily Payout)

University Payment Policy, Final Reporting, and Check DisbursementThe aggregate club revenue and fines will be posted in the Spring Fling office by Friday, April 18th, 2014. Clubs will have a week from the day revenues were posted to dispute payment figures. Members of the Business Staff will have office hours the week after revenues are posted in order to answer any questions regarding revenue figures. Two weeks following revenue posting the figures will become final and will be handed over to the ASUA Business Director who will see to payment disbursement. We will be using the Club ACH form. If you have any questions about the form please contact us and we can work on it with you. Forms will be due with the contracts on February 12th.

CashieringAll clubs are required to provide cashiers to work in the Spring Fling vending locations, which include ticket booths and admission booths. The amount of hours required to work is determined by the club size. Your club will be receiving a Google Doc containing the shifts you have been assigned. These shifts are due by February 26th, 2014 at 12pm when the documents close so do not wait; send this out to all members.

Please note that all cashiers must arrive 30 minutes prior to their scheduled shift and expect to stay for 15 minutes after their scheduled shift in order to be counted in and out. All cashiers, and alternates, must attend ONE mandatory cashier training session. This year there will be online signup before the actual training. The sign-up will work where individuals will not be allowed to sign up for trainings that are already full. The training dates are as follows:DateTimeLocation

Friday, March 7th7:00 PMTBD

Monday, March 10th7:00 PMTBD

Tuesday, March 11th7:00 PMTBD

Thursday, March 13th7:00 PMTBD

Monday, March 24th 7:00 PMTBD

Wednesday, March 26th 7:00 PMTBD

Friday, March 28th7:00 PMTBD

Clubs are responsible for any discrepancy in excess of $5.00 when counting out. Any amount over $5.00 will be deducted from club revenue. Business Operation forms for Admission and Field Cashiers are kept in the business compound for the length of the carnival. Cashier procedures will be explained during the MANDATORY cashier meetings.

IV. Disciplinary Actions

Spring Fling expects participating clubs to abide by the policies and procedures listed in this club manual. Instead of resorting to fines for every small infraction, clubs that do not follow the procedures listed will be ineligible for daily incentive prizes. More serious negligence and blatant disregard for policies and expectations of conduct will be met with fines and possible expulsion from the carnival.

ProceduresProcedures for Spring Fling are the day-to-day operational expectations. Examples of this include but are not limited to:1. Timely Booth Opening2. Timely Cashier Arrival3. Timely Ticket Bucket Pick-Up and Drop-Off4. Timely Booth Construction on Wednesday, April 9, 2014Rewards, in my humble opinion, incentivize proper behaviors more than threats. Therefore, in order to gain your compliance with timeliness, I will be awarding daily prizes to the best operational clubs. Operational does not necessarily mean clubs that make the most money for that day. Operationally successful means a smooth day of service for guests. Customer service, cashier reliability, and timeliness are all integral elements of a successful operation. I feel that this is a more respectful way to handle a large number of clubs and people and create a unified team.

PoliciesPolicies for Spring Fling are umbrella ideas and expectations that guide conduct and presentation at the carnival. Spring Fling is an event of the Arizona Board of Regents (ABOR) on behalf of the University of Arizona. Persons entering the premises agree to be subject to and bound by ABOR and University policies. No weapons are permitted. Persons entering the premises are also subject to Pima County ordinances and to the laws of the state of Arizona. Violators shall be subject to expulsion from the premises, sanction by the University as appropriate, and prosecution by local, county and state authorities. The following policies are integral and failure to adhere will result in fines or more serious consequences.Alcohol There will be NO alcoholic beverages and/or alcoholic containers, empty or full, on the field at any time. It is against Arizona state law to consume alcohol on University grounds. Violation of this statute will warrant a citation and punishment, which will include a court appearance and a possible jail sentence. Also, Spring Fling is a university event and, therefore, alcohol is prohibited. Violation of these regulations will be cause for action by the University of Arizona.Spring Fling will not tolerate the presence of alcohol and/or drugs at the event because it jeopardizes the safety and integrity of the carnival. If alcohol and/or drugs are found in any booth at any time the following actions will be taken:

$750.00 Fine - First violation of alcohol/drug policyBooth Removed - Second violation of alcohol/drug policyAny member of the Spring Fling Staff who witnesses the use of or discovers the presence of alcohol and/or drugs has the authority to report these findings to the Club Relations Staff, who will then impose the appropriate fine and notify the appropriate authorities. The person violating this policy will then be removed from the property. **SPRING FLING HAS ZERO TOLERANCE ON THIS ISSUE**

CleanlinessEach booth is responsible for cleaning up around their booth. This includes twenty yards in front of the booth and thirty yards behind. The Club Relations Staff will be on the field throughout the carnival, visiting booths. At the beginning and close of each day, the Club Relations Staff will help booths inspect their respective areas for trash. Please try to keep the area around your booth clean because it will help the image of your booth and at the same time keep the carnival clean. If there is an on-going problem with trash around your booth, the Club Relations Staff will be forced to remove your booth from the field for the remainder of the carnival.

$50.00 Fine - Excess trash around booth coupled with inaction to comply

DamageClubs will be held financially responsible for any structural damages/changes to any carnival grounds/equipment. Examples include but are not limited to: field grease damage, cashier booth damage, original booth modifications without consent.

Negligence The Spring Fling staff defines negligence as actions that affect or jeopardize the operations, interest, or safety of the greater carnival. Examples include but are not limited to leaving your booth unattended for any reason during the course of the event, not tending to a safety concern, or blatant and/or repeated disregard for Spring Fling policy or procedures. $100 fines will be awarded for instances of negligence at the discretion of any Spring Fling director. Negligence is a serious issue and clubs need not worry about landing a negligence claim if they are following the guidelines set forth in this manual. I am here to help your club make money not have your club live in fear of being fined. If you work to the best of your ability at running a well thought-out booth, I will see you as complying with Spring Fling policies and procedures.

ChecklistFebruary 12, 2014 Booth MeetingOnline Contact Information FormForm W-9Spring Fling ContractLiability ReleaseRefrigerator Truck ReleaseAHC FormOnline Menu SubmissionFaade Design FinalizationMarch 12, 2014 Booth MeetingCashiers AssignedCashiers Signed Up For TrainingCreate a Schedule for Booth StaffingHealth Permit submitted by March 12, 2014Faade CompletedCashiers Attend TrainingsPurchase Food SuppliesPrepare Food in Approved KitchenReady to Move onto Field

And Remember: After 40 years theres still nothing else like it!

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