MGN Party Set Up SOP

Procedure#: HB SOP 102

Function: Management Policies

Implementation Date:10172

Policy/Purpose:  Several times throughout the year we will have parties at our Morganton 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. It is essential for all staff to be familiar with the oft party setup procedures to ensure a smooth and successful event. By adhering to these guidelines, we can create an enjoyable atmosphere for our guests while minimizing last-minute stress. Please make sure to review the checklist provided ahead of each gathering to stay organized and on track. Additionally, it is important to be aware of the safe code change procedures that must be followed to ensure the security of our inventory and equipment during these events. Staff members should be trained on these procedures and understand their significance in maintaining a secure environment. Compliance with both the party setup and safety protocols will contribute to a successful experience for everyone involved.

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 and drink information
      2. 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
   4. Week of
      1. Electrical tested, and back up cords ran for emergency
      2. Check created/in hand and stored in safe
   5. Day of
      1. Secure area for band to play, including moving any necessary tables.  Have extra tape and mats available to secure any electrical to the floor and prevent a trip hazard
      2. Holiday themed music station if appropriate
      3. Check readily available
      4. Order Pizza for delivery around 4:30pm
         1. 3 large pizzas- variety (must have at least one vegan/vegetarian (Delivery from XXX)
         2. Best chance to catch morning and evening staff is 4:30pm
   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 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. 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. Anniversary Party – July

1. 6 months out
   1. Bands booked
   2. 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
4. Week of
   1. Electrical tested, and back up cords ran for emergency
   2. Check created/in hand and stored in safe
5. Day of
   1. Secure area for band to play, including moving any necessary tables.  Have extra tape and mats available to secure any electrical to the floor and prevent a trip hazard
   2. Anniversary Beer in tap, in cooler, with POS buttons
   3. Anniversary Shirt displayed with POS button
   4. Check Vouchers readily available
   5. Order Pizza for delivery around 4:30pm
      1. 3 large pizzas- variety (must have at least one vegan/vegetarian (Delivery from XXX)
      2. Best chance to catch morning and evening staff is 4:30pm
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 the following Monday

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- Temp Taproom- First Sunday in October

1. 1 year out

1. Book band
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
4. Week of
   1. Electrical tested, and back up cords ran for emergency
   2. Check created/in hand and stored in safe
   3. Steins hand washed and ready for sale
   4. Oktoberfest Beer stocked for two tap lines
5. Day of
   1. Secure area for band to play, including moving any necessary tables.  Have extra tape and mats available to secure any electrical to the floor and prevent a trip hazard
   2. Holiday themed music station if appropriate
   3. Steins ready for sale, button in POS (“Year” Stein)
   4. Oktoberfest Beer on tap with POS buttons
   5. Check readily available
   6. Order Pizza for delivery around 4:30pm
      1. 3 large pizzas- variety (must have at least one vegan/vegetarian (Delivery from XXX)
      2. Best chance to catch morning and evening staff is 4:30pm
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 the following Monday and replaced with Halloween decor.

       7) Hill-O-Ween – always 10/31  

1. 1 month out
   1. Ensure we have enough decor and put out after Oktoberfest is done
2. 2 weeks out
   1. Order candy for team and guests
3. Day of
   1. Have candy readily available for the team and guests 
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 Halloween is Wednesday-Sunday take down on the following Monday
      2. If Halloween is Monday or Tuesday take down on Wednesday

   8) Christmas

1. 4 weeks out
   1. put out decor (day after Thanksgiving)
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