BMV Party Set Up SOP

Procedure#:HB SOP 55

Function:Management Policies

Implementation Date:102723

 

Policy/Purpose:  Several times throughout the year we will have parties at our Old Fort location.  Each of these parties requires us to plan in advance for set up, as well as perform certain tasks in the days leading up to the party or the day of.  The following guides you through these special events.

 

Basic Decor Guidelines:  

  1. Look at pictures from the following year for guidance.  The previous year does not have to be followed 100% but it should be as good as, if not better than the previous year
  2. Never use tape to attach decorations to the wall, railing, ceiling, or any other object.  Tape causes us to repaint when decorations are removed and looks tacky.
  3. No extension cords for decor left for more than 3 days.  Extension cords are considered fire hazards.  In the case where we have live music, extension cords can be used, but must be taped, or matted to the floor so it is not a tripping hazard.

 

Procedures:

  1. St Patrick’s Day – always 3/17 
    1. 6 months out
      1. Book Entertainment to include verifying time, cost, check made to, drink and food voucher information
      2. Facebook Event Created
      3. Tent Booked (Classic Event Rentals), Tent City Permit
    2. 1 month out
      1. Ensure we have enough decor
      2. Begin promoting on social media (once per week)
    3. 2 weeks out
      1. Put up decorations
      2. Port-A-John Ordered- Griffin Waste Services (828) 575-2253
    4. Week of
      1. Tent Delivery and Set Up (1-2 days before event)
        1. Permit and tent certification is in place with set up
      2. Electrical Ran for bands and lights in tent
        1. See Utility locations on Map with Tent location
          1. Electrical should be run under the fence, taped down, and mat ran on top, so it is not a trip hazard
      3. Lights in Tent put up immediately after tent set up
      4. Check created/in hand and stored in safe
    5. Day Of
      1. Fire Department Inspection for tent
      2. Port-A-John delivery and location (between cargo container and smoking area where HB van parks)
      3. Holiday themed music station if appropriate
      4. Check readily available
      5. Order Pizza for delivery around 3:30pm
        1. 5 large pizzas- variety (must have at least one vegan/vegetarian (Takeout Central can delivery)
        2. BOH staff should be scheduled to 3:30, FOH PM staff to arrive at 4:30
    6. Day After
      1. Lights and electrical have to be removed and put up first thing
      2. Classic Event Rental will pick up tent
      3. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
      4. Compile Event Recap for following years to encompass all manager feedback
      5. Decor taken down
        1. If St. Patty’s is Wednesday-Sunday take down on the following Monday
        2. If St. Patty’s is Monday or Tuesday take down on Wednesday

 

  1. Anniversary Party – April
  1. 6 months out
    1. Bands booked
    2. Beer creation and name
    3. Beer Label
    4. Anniversary Shirt Creation
    5. Facebook Event Created
  2. 1 month out
    1. Ensure we have enough decor
    2. Begin promoting on social media (every week leading up to)
  3. 2 weeks out
    1. Put up decorations
    2. Port-A-John Ordered- Griffin Waste Services (828) 575-2253
  4. Week of
    1. Tent Delivery and Set Up (1-2 days before event)
      1. Permit and tent certification is in place with set up
    2. Electrical Ran for bands and lights in tent
      1. See Utility locations on Map with Tent location
        1. Electrical should be run under the fence, taped down, and mat ran on top, so it is not a trip hazard
    3. Lights in Tent put up immediately after tent set up
    4. Check created/in hand and stored in safe
  5. Day Of
    1. Fire Department Inspection for Tent
    2. Port-A-John delivery and location (between cargo container and smoking area where HB van parks)
    3. Anniversary Beer in tap, in cooler, with POS buttons
    4. Anniversary Shirt displayed with POS button
    5. Check and Vouchers readily available
    6. Order Pizza for delivery around 3:30pm
      1. 5 large pizzas- variety (must have at least one vegan/vegetarian (Takeout Central can delivery)
      2. BOH staff should be scheduled to 3:30, FOH PM staff to arrive at 4:30
  6. Day After
    1. Lights and electrical have to be removed and put up first thing
    2. Classic Event Rental will pick up tent
    3. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
    4. Compile Event Recap for following years to encompass all manager feedback
    5. Decor taken down the following Monday

 

  1. Memorial Day
    1. 1 month out
      1. Ensure we have flags and poles on location
    2. 1 week out
      1. Put American flags out
    3. Week of
      1. Friday of Memorial Day Weekend; post on to social media
      2. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
      3. Compile Event Recap for following years to encompass all manager feedback

 

  1. 4th of July
    1. 1 month out
      1. Ensure we have enough decor
    2. 2 weeks out
      1. Put up decorations
    3. Week of
      1. Social Media Post
        1. 5 days before
        2. Day of
    4. Day After
      1. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
      2. Compile Event Recap for following years to encompass all manager feedback
      3. Decor taken down
        1. If 4th of July is Wednesday-Sunday take down on the following Monday
        2. If 4th of July is Monday or Tuesday take down on Wednesday
      4. Flags taken down following decor guidelines above

 

  1. Labor Day
    1. Week of
      1. Friday of Labor Day Weekend; post on to social media
      2. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
      3. Compile Event Recap for following years to encompass all manager feedback

 

  1. Oktoberfest – Always Last Saturday in September
    1. 1 year out
  1. Band booked
  2. Finalize Stein design and order
  1. 6 months out
    1. Facebook Event Created 
  2. 1 month out
    1. Ensure we have enough decor
    2. Begin promoting on social media one dedicated post a week 
  3. 2 weeks out
    1. Put up decorations
    2. Port-A-John Ordered- Griffin Waste Services (828) 575-2253 – only need one 
  4. Week of
    1. Tent Delivery and Set Up (1-2 days before event)
      1. Permit and tent certification is in place with set up
    2. Electrical Ran for bands and lights in tent
      1. See Utility locations on Map with Tent location
        1. Electrical should be run under the fence, taped down, and mat ran on top, so it is not a trip hazard
    3. Lights in Tent put up immediately after tent set up
    4. Check and Vouchers created/in hand and stored in safe
    5. Steins delivered from OFT
    6. Steins hand washed and ready for sale
    7. Oktoberfest Beer stocked for two tap lines
  5. Day Of
    1. Fire Department Inspection for Tent
    2. Port-A-John delivery and location (adjacent to cargo container where small van parks)
    3. Holiday themed music station if appropriate
    4. Steins ready for sale, button in POS (“Year” Stein) 
    5. Oktoberfest Beer on 2 tap with POS buttons
    6. Check and Vouchers readily available
    7. Order Pizza for delivery around 3:30pm
      1. 5 large pizzas- variety (must have at least one vegan/vegetarian (Takeout Central can delivery)
      2. BOH staff should be scheduled to 3:30, FOH PM staff to arrive at 4:30
  6. Day After
    1. Lights and electrical have to be removed and put up first thing
    2. Classic Event Rental will pick up tent
    3. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
    4. Compile Event Recap for following years to encompass all manager feedback
    5. Decor taken down the following Monday and replaced with Halloween decor.

 

  1. Hill-O-Ween – always 10/31  
    1. 6 months out
      1. Book DJ to include verifying time 7-10pm, cost, check made to, DJ to provide all equipment
      2. Facebook Event Created tagging judge’s business and DJ with judge as co-host, include contest details (best individual $250, best group/couple $250, best pet $100, best employee $100, contest starts at 9pm and winners announced after each category) 
      3. Contest Information – DJ will introduce the judge (Tessa from RuffLifeAVL)
        1. The judge arrives at 8:30pm, and stay until approx. 10:30, paid with a $50 Hillman Beer gift card and a voucher for one beer and one meal (voucher to be provided in advance)
        2. DJ to let guests know at 8:45pm that the contest will start at 9pm
          1. Judging will happen one group at a time with individuals starting at 9pm, group/couple at 9:15pm, Pet at 9:30pm, and Employee at 9:45pm.
        3. Judging starts at 9pm starting with best individual $250
          1. Announces Best Individual Winner
        4. Judges follow with Best Group/Couple $250
          1. Announces Best Group/Couple
        5. Judges follow with Best Pet $100
          1. Announces Best Pet
        6. Judges follow with Best Employee $100
          1. Announces Best Employee
    2. 1 month out
      1. Ensure we have enough decor and put out after Oktoberfest is done
      2. Begin promoting on social media – tagging judge and DJ – one dedicated post a week 
    3. 2 weeks out
      1. Port-A-John Ordered- Griffin Waste Services (828) 575-2253
      2. Order candy for team and guests
    4. Week of
      1. Check created/in hand and stored in safe
    5. Day Of
      1. Port-A-John delivery and location (between cargo container and smoking area where HB van parks)
      2. Have candy readily available for team members and guests
      3. Check readily available
      4. Contest Information – DJ will introduce the judge (Tessa from RuffLifeAVL)
        1. Judges arrive at 8:30pm, stay until 10:30, paid with $50 Hillman Beer gift card and 2 drink vouchers
        2. Judging starts at 9pm starting with best individual $250
          1. Announces Best Individual Winner
        3. Judges follow with Best Group/Couple $250
          1. Announces Best Group/Couple
        4. Judges follow with Best Pet $100
          1. Announces Best Pet
        5. Judges follow with Best Employee ?
          1. Announces Best Employee
    6. Day After
      1. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
      2. Compile Event Recap for following years to encompass all manager feedback
      3. Decor taken down
        1. If Halloween is Wednesday-Sunday take down on the following Monday
        2. If Halloween is Monday or Tuesday take down on Wednesday
  2. Christmas
    1. 4 weeks out (day after Thanksgiving)
      1. put out decor
    2. 1 week out
      1. Post on social media a notification of early Christmas Eve closing and Christmas Day closing
      2. Post photos of each party’s decor located in Basecamp under “Holidays & Special Events
    3. Day Before
      1. Post on social media a notification of early Christmas Eve Closing and Christmas Day Closing
      2. Follow Closed Day/ Change of Hours of Operations SOP
    4. January 2nd
      1. Take down Christmas decor 

 

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