Start Here...
- Please read and understand your role early and often! The Chairperson/s are happy to answer any questions you have. We only ask that you read this page all the way through, and that you review this committee's report from last year, a PDF file at the bottom of this page, before proceeding.
- Your committee members will bring all sorts of creative ideas to your committee. So try to recruit volunteers before the end of the school year as it may be hard to wrangle volunteers once school begins. Stay in touch with your volunteers over the summer.
- We would like to store as many of the Spaghetti Supper documents on this website as possible, so please keep an accurate electronic record of your progress as you go.
- Once the Chairperson/s set the first Spaghetti Supper meeting in late August or September, schedule your own committee meeting in September.
- Please attend all Spaghetti Supper meetings, sending a representative only if you cannot attend. Your attendance helps you and the rest of the committees.
- If you make use of you committee binder, add a printed coy of you report and copies of any documents and be sure to return it to the Chairperson/s at the wrap-up meeting after the supper.
- Send an electronic copy of your report and any support documents including photographs, PDFs of documents and/or templates for future chairs to use, to the Spaghetti Supper Chairperson and Class Treasurer.
- Have a great time!
- Grazie!
Beverage Committee Responsibilities
- Procuring the beverages and beverage-related supplies for the Spaghetti Supper through donations or purchase;
- Deliver the supplies to the school and setting up the beverage tables in advance of the supper;
- Handing out the beverages to the wait staff on the night of the supper and;
- Clean up of beverage items and area after the supper
BEVERAGES AND OTHER SUPPLIES
- Many of the beverages can be obtained through corporate and small business donations based personal relationships.
- The Food Services Manager at the school can order milk for you. Starbucks did not donate, but did offer their product for half off retail price
- Exact numbers for supplies can be referenced in the most recent Beverage Committee Report
- Consider asking the Kitchen Crew if they would like you to provide water for them while they are in the kitchen, you could just add a case or two to your order and leave them in the walk-in refrigerator for them.
Consider Serving:
- Water in individual bottles
- White milk
- Bottled juices
- Coffee (decaf and regular)
Other items supplied by the Beverage Committee are:
- Table cloths for the two beverage tables
- Sugar
- Sugar substitute
- Creamers
- Coffee stirrers
- Insulated coffee cups with lids
- Paper towels for the beverage tables
SETTING THINGS UP BEFORE THE SPAGHETTI SUPPER
- Record the number of each beverage and all supplies so you can calculate how many of each was used for the dinner.
- Beverages can be brought to the school the day before the supper. The Food Services Director can store them in the walk-in refrigerator in the kitchen to chill overnight. There is a dolly in the kitchen to transport the drinks to the kitchen.
- On the day of the supper the beverages should be moved from the walk-in refrigerator to two large, rolling coolers in the dining room. These are the coolers used for milk during the school day.
- Two rectangular cafeteria tables are used for the beverage set up. Set the tables end to end between the left entrance to the cafeteria line and the exit for the cafeteria line, with the coolers at the ends of the tables, making it easy to lift cases of beverages from the coolers onto the tables. Leave space behind the tables for volunteers to stand - facing the dining room. Wait staff can then approach the table to take the beverages they need.
DURING THE SPAGHETTI SUPPER
- Consider asking Beverage Volunteers to work the same shift as their son/daughter's wait staff shift. Although it is recommended that both chairpersons arrive before dinner begins and stay until clean up is complete. This may mean there is more staff than needed, but there are other committees who can always use a hand. Chairs should check with Kitchen Committee and Wait Staff Committee to see if they will need a couple extra hands from the Beverage Committee at the supper.
- Four people at the beverage station is a good number; allowing for two people to run for refills from the walk-in refrigerator, serve coffee or clean up a spill while two people were constantly at the beverage station.
- When the supper was about to start place beverages on the table, except the milks which should be served from the cooler. Beverage staff should replenish beverages on table as needed, remembering to give straws with the milks.
- Encourage wait staff to lay beverages down on the tray as they tip over easily when standing on a moving tray.
- Only adults can serve coffee. Instruct wait staff to alert designated adult when a customer would like coffee. Adults deliver coffee in insulated, covered cup. A second person can bring basket with creamers, sugar, sugar substitute and stirrers.
IMMEDIATELY AFTER THE SPAGHETTI SUPPER
- Count all left over supplies to report how many beverages were served in the committee report.
- Move all remaining beverages from the rolling coolers to the walk-in refrigerator in the kitchen.
- Left over beverages were donated to the school - email the Food Services Manager to see how to handle the donation.
- All other remaining supplies should be counted and recorded in the chairperson's committee report, along with any recommendations for the next Spaghetti Supper Beverage Committee.
DAY AFTER THE SPAGHETTI SUPPER
- Email the Food Services Manager at the school to report the number of milks that were used at the supper.
- Write Beverage Committee Report and send via email to Committee Chairs
- Return supply bin to storage shed
Beverage Committee Timeline
August
September
October
Saturday Before Spaghetti Supper
Monday Before the Spaghetti Supper
Set-Up on the day of the Spaghetti Supper
Follow Up
- Start soliciting donations
- Check Beverage Committee bin to assess supplies. Bin is housed in PTO/CEF Storage Shed at the school. Contact the PTO Publicity Chair or PTO Secretary for access to the shed.
September
- Create supply and beverage needs list
- Give list of items to be purchased to Procurement Committee for approval
- Place milk order with school Food Services Director, along with creamers if not purchased elsewhere
- Make arrangements for items to be borrowed; coffee makers, baskets for coffee service
October
- Collect donated supplies and beverages
- Purchase remaining beverages and supplies
Saturday Before Spaghetti Supper
- Make sure you have all supplies and beverages for the dinner
Monday Before the Spaghetti Supper
- Take all beverages to the school and place in the walk-in refrigerator in the afternoon
- Check to make sure milk is ordered and ready
Set-Up on the day of the Spaghetti Supper
- Go to the school around 3:00
- Put tablecloths on tables
- Move coolers in place and plug them in
- Load beverages into coolers
- Put out coffee supplies
- Just before doors open, move beverages onto the tables - except milks
Follow Up
- Inventory remaining supplies and update list for chairpersons
- Transfer remaning (nonperishable) supplies back to storage shed
- Email Food Service Director to thank then for their help as well as student and parent volunteers
- Complete and submit final committee report to chairpersons
PDF's of Past Beverage Committee Reports
2015_beverage_committee_report-9.pages |
2014_beverage_committee_report.docx |
2012_spaghetti_supper_beverage_report.pdf |
2012_spaghetti_supper_beverage_report.pdf |
2012_spaghetti_supper_beverage_request_for_donation_letter.pdf |
2011_spaghetti_supper_beverage_report.pdf |
2010_spaghetti_supper_beverage_report.pdf |
2009_spaghetti_supper_beverage_report.pdf |
2008_spaghetti_supper_beverage_report.pdf |
2007_spaghetti_supper_beverage_report.pdf |