Bake sale PEP

[Samantha Dunlop]

Alyssa,

This is a copy of the PEP that was used for George's fundraiser and was approved by the department so it should be helpful for you!!

Let me know if you need anything else! I have also attached the concessions form you can print and turn in!

 

Samantha

From: SA Information
Sent: Wednesday, November 28, 2012 3:40 PM
To: Edwards, Sarah
Subject: StuAct Online: Pre-Event Planning Form Assigned To You

 

StuAct Online

Pre-Event Planning Form Assigned To You

A form has been submitted through StuAct Online. The ID associated with the submission is PEP-09BBE-08562.

To administer this form, visit this page:
https://studentactivities.tamu.edu/online/admin/manage_forms_pep.php?action=edit&id=PEP-09BBE-08562

The following information was included:

Logistics

Org name:

CARPOOL (Caring Aggies R Protecting Over Our Lives)

Submitter name:

Alyssa Hoover

Submitter position:

General Officer 5

Submitter phone:

469-450-7992

Email address:

alyssa...@gmail.com

Onsite contact name:

George Campa

Onsite contact phone:

210-887-2626

Onsite Code Maroon contact:

George Campa

Advisor present during event:

No

Event name:

Team Chimera Bake Sale

[Date] Event start:

December 5, 2012 10:00am

[Date] Event end:

December 5, 2012 05:00pm

Event description:

Members will bake goods the day before to sell to members of the Bryan/ College Station community

Event location:

Location of Sale: Wal-Mart 1815 Brothers Boulevard College Station, TX 77845 (979) 693-3095 Location of Baking:

Production time:

2

Target audience:

Population of Bryan/ College Station that frequents Wal-mart

Event involves minors:

1

Goals of event:

To promote and fundraise for Carpool and Team Chimera. This will provide an atmosphere where team members and Carpool members and meet and interact, while benefiting the organization.

Contribution to mission:

CARPOOL will facilitate a safe and reliable commuting environment in the Bryan/College Station area by providing free, non-judgmental rides home to intoxicated patrons and/or patrons rendered incapable of transportation due to other circumstances. By raising funds we are ensuring that we maintain an adequate amount of cars and services for the Brayn/ College Station community.

Event is recurring:

No

Event recurring dates:

Alternative Date(s): December 5 & 6, 2012 Alternative Location: Wal-Mart in Bryan, HEB, Kroger's, the Commons Lobby

 

Checklist

requirements:

 

Facilities

Event takes place outdoors:

Yes

Indoor backup location:

We will try to relocate the bake sale to the inside of the location's atrium or lobby. If severe inclement weather is present, then a reschedule will be done

Parking accommodations for backup location:

Parking accommodations will not change

Event cancelled upon weather:

Yes

[Date] Event relocation or cancellation:

December 6, 2012 10:00am

Event inclement action decider:

George Campa

Event inclement notification:

A message sent through text messaging, phone calling, emails, and an update on the Facebook Team Chimera page will be posted.

Supplies required:

â— Utensils (fork, knives, spatulas, tongs) â— Paper towels â— Paper plates â— Cooking pans â— Event signs â— Table â— Money box

Parking control needed:

No

Maintaining organization presence:

Throughout the event, an executive member of CARPOOL will be present in executive dress and the participating members will be wearing CARPOOL attire. Banners and posters of CARPOOL will be displayed at the tables along with flyers/vocal announcements that all proceeds and donations benefit CARPOOL. An executive officer (George Campa) and/or director will be present for the entire event. Members from Team Chimera and possibly the general membership of CARPOOL will be staffing in 1-hour shifts. About 3-4 additional members will be present to manage the bake sale. A working fund of about $20 dollars in various dollar sizes and change should be adequate for the event.

Where will staffing be located:

Staffing and tabling will be located at the entrance of the grocery stores or inside the Commons Lobby (if held at the Commons). An executive officer (George Campa) will ensure that egress to the store is not hindered.

Estimated attendees:

101-200

Providing or catering food:

Yes Organization

Organization preparing food:

Food Instructions:

Overnight accommodations:

No

Overnight housing:

N/A

Facility safety:

◠An exec (George Campa) will be mindful of physical activity and will ask members to watch their behavior and respect other's property. From previous bake sales, a city permit is not necessary. • A Food Distribution Form must be submitted to the TAMU Office of Environmental Health & Safety anytime a potentially hazardous food is served on campus. • The Food Distribution Form must be filed 7 working days before the event. (http:/ /ehsd.tamu.edu/documents/FoodSafety/FoodDistributionForm.pdf). Submit to the Environmental Health & Safety o May need to file a Temporary Food Service Permit from the Brazos County Health Department. o Environmental Health & Safety will help you determine if a Temporary Health Permit is required. o Temporary Food Service Permits can at: http://www.brazoshealth.org/EHS/ tempevent.php

Contract involved:

No

Contract parties:

Contract parties other:

 

Financial

[File] Budget:

Will release funds:

Yes

Requires concessions permit:

No

Applying for special funding:

No

Financial health:

The initial investment of purchasing raw materials and items for the bake sale are minimal and small compared to potential revenues. This event will be offset by the profit gained from sales and will benefit CARPOOL and its members as a whole.

 

Physical

Activities:

Activities if yes:

Activities - detailed description:

Activities: -Baking -Sale of Baked Goods Locations: Walmart in College Station George Campa's House Equipment involved: â— Utensils (fork, knives, spatulas, tongs) â— Paper towels â— Paper plates â— Cooking pans â— Event signs â— Table â— Money box

Activities - preventing harm:

An exec (George Campa) will recommend careful eating, no horseplay, talking or laughing while eating. â— An exec (George Campa) will recommend customers to ask for ingredients in the food and purchase appropriately. â— An exec (George Campa) will monitor the member's behavior throughout the event and dispel any heightened, reckless behavior at the bake sale. â— An exec (George Campa) will promote defensive and law-abiding driving to the location. â— An exec (George Campa) will monitor the member's whereabouts and caution them to be mindful of ongoing traffic in front of location. â— An exec (George Campa) will review the posted fire evacuation plan at the location and note the surrounding exits; the exec (George Campa) will be prepared to call 911. â— Food distribution shall abide by the Texas A&M University Environmental Health and Safety Temporary Food Service and Special Event Guidelines and Requirements (http:// ehsd.tamu.edu/documents/FoodSafety/TempFoodGuidelinesAndRequest2.doc): â—‹ Cookies and cakes are considered non-potentially hazardous foods. â—‹ All ingredients will be purchased at a local grocery store, i.e. HEB, Wal-Mart, Kroger. â—‹ There will be no uncooked food or cross-contamination with baked and unbaked goods. â—‹ Gloves will be available for all staff members to utilize. â—‹ Hair restraints in the form of hats will be worn at all times. â—‹ No eating, drinking, or smoking will be allowed. â—‹ No person with open cuts, wounds, boils, eye infections, cough/cold/flu symptons will not be allowed to handle food. â—‹ All baked goods will be transported and kept on site protected from contamination at all times. â—‹ Baked goods will be pre-packages and served as individual servings. â—‹ Personal and single service items will be available for consumers.

Activities - waiver required:

No

[File] waiver:

Travel - 25 miles or more:

No

Travel - if yes:

Travel - Mode of transportation:

Personal Vehicle

Travel - Mode other:

 

Emotional

[File] Activities:

Emotional risks:

â— Members may feel uncomfortable asking strangers to purchase baked goods â— Members may find handling cash and calculating monetary differences stressful â— Members may become uncomfortable and offended with the overall group conversation How will these risks be mitigated? â— An exec (George Campa) initiate conversation with potential customers first and allow members to participate and involve them in the item and verbal exchange. â— An exec (George Campa) will be the primary cashier and will supervise and assist any member willing to be cashier. â— All exec (George Campa)s shall be attentive to the conversations that develop and will redirect inappropriate, rude, harmful or insensitive conversations. If member(s) continue in any disrespectful or inappropriate conversation or behavior, then an exec (George Campa) will discreetly speak to the member(s) in an isolated manner.

Alternative activities:

Members can choose to work a shift on the day of the bake sale or assist the day before to bake, package, organize, and prepare the bake goods and necessities for the event. The day before preparation will be a team event where all members of Team Chimera can bond while assisting in the bake sale preparation.

Alcohol present:

No

Event for new members:

No

Event new member involvement:

N/A

Crisis response:

An exec (George Campa) or member with proper certification will administer the Heimlich maneuver. If no person is certified, then no one will disturb the choking person and 911 will be called immediately along with notifying the residence personnel. The four C's of Carpool will be followed: Cops, Carpool (Kaitlin Akard--Chair, Cyn Olvera-- Advisor, and Hannah Boyer--the Risk Management Director) will be contacted, a streamline communication will be established between the respective parties, and the exec (George Campa) will maintain calmness within the group. â— An exec (George Campa) will question the subject if allergic reaction is severe enough to warrant contacting 911 and the four C's of Carpool will be implemented. If not, then the person will use his judgment in what appropriate steps must be taken while an exec (George Campa) accompanies them. â— An exec (George Campa) will be prepared to administer basic first aid, after separating the member from the group. If the induced injury is major, then the proper authorities will be contacted: Cops and Carpool staff. â— An exec (George Campa) will immediately contact 911, will contact the Advisor (Cyn), Chair (Kaitlin), and Director of Risk Management (Hannah), effectively communicate the situation to all parties and will ensure a calm atmosphere for any and all accidents, regardless of how minor or major they may be. â— An exec (George Campa) will call 911 immediately, shepherd everyone to safety and will call Carpool. When in a high-hazard situation as a fire, communication, calmness, and control are essential to ensuring the safety of the members and the community.

 

Reputational

Other groups involved:

Walmart

Marketing:

An executive officer (George Campa) will create a Facebook event and send invitations to CARPOOL and people outside of the organization. • Flyers, physical and digital, will be passed out and displayed on Facebook. • Emails sent to general membership of CARPOOL will be sent. • Encourage members to invite friends and acquaintances outside of CARPOOL.

Liability insurance:

No

Branding:

The executive officer (George Campa) will be dressed in an executive CARPOOL shirt and staff members will be dressed in CARPOOL apparel. • The flyers will bear the name of CARPOOL and Team Chimera to promote the fundraiser.

Event is controversial:

No

Event controversy detail:

N/A

Reputational impact:

What are the reputational risks? Loud and rambunctious behavior disturbing store customers or workers Inappropriate conversations among members Large numbers consuming space at the bake sale location Horse-playing Drinking alcohol at the bake sale location What steps will be taken to prevent reputational harm? â— An exec (George Campa) will convey that appropriate behavior is necessary at public places because we represent a myriad of things: ourselves, Carpool, Texas A&M University, and our parental upbringing. â— All exec (George Campa)s shall be attentive to the conversations that develop and will redirect inappropriate, rude, harmful or insensitive conversations. If member(s) continue in any disrespectful or inappropriate conversation or behavior, then an exec (George Campa) will discreetly speak to the member(s) in an isolated manner. â— An exec (George Campa) shall be observant and mindful of the surrounding space and should do what is possible to keep members close together. â— An exec (George Campa) shall be observant and stop any horse-playing or suspend any activities that lead to escalated force. â— An exec (George Campa) will prohibit the consumption of alcohol at the location; if member refuses to obey, the exec (George Campa) will be prepared to ask the member to leave the bake sale.

 

Advisor Notes

Advisor Notes:

initials:

LCY

 

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--
Samantha Dunlop
CARPOOL Director of Fundraising
Texas A&M 2013
469) 952-7355