KAMA SCOUT GROUP How to run a Kama Fundraising BBQ Everything you need to know. Updated May 2014 Kate Boesen Jackie Stenhouse Kristine Schilling
CONTENTS GETTING A DATE 3 BUNNINGS - BELCONNEN 3 MASTERS - MAJURA PARK 3 HARVEY NORMAN - FYSHWICK 3 INSURANCE 3 ORGANISING THE FOOD 4 SAUSAGES 4 ONION 4 BREAD 4 DRINKS 4 ICE 5 SAUCES 5 SERVIETTES 5 FOOD SAFETY 5 ORGANISING THE EQUIPMENT 6 PAYMENTS AND RECEIPTS 6 PRICING 6 FLOAT 7 VOLUNTEERS 7 TIMELINE 8 PLANNING 8 PREPARATION 8 ATTACHMENT 1 - EQUIPMENT CHECK LISTS 9 ATTACHMENT 2 VOLUNTEER TEMPLATE - KAMA BBQ [DATE] [LOCATION] 11 2
Organising a fundraising BBQ can be daunting at first but, like anything, once you ve had some practice, it becomes easier. This guide is designed to take the guesswork out of organising your first BBQ. It covers the basics only. GETTING A DATE Many businesses such as Bunnings, Harvey Norman and Masters etc. are approached by community organisations looking for lucrative fundraising opportunities. Most offer a ballot system to make date allocation more fair. There s a lot of competition for bookings so apply around October/November for allocations in the first half of the following year and around March/April for allocations in the second half of the year. Bunnings - Belconnen Follow the application instructions on their website: http://www.bunnings.com.au/about-us/in-the-community/local-community-support We have previously applied to Bunnings stores other than Belconnen but have been refused as we re out of area (e.g. Fyshwick refused us in March 2014). All BBQ gear is supplied. Bring own food and utensils only. Masters - Majura Park Download an application from the website and drop it off at the store. Follow up a few weeks later. http://miy.masters.com.au/our-stores/in-store-services/sausage-sizzle All BBQ gear is supplied. Bring own food and utensils only. Harvey Norman - Fyshwick Contact the store direct to enquire about date availability. Once a date is offered, fill in the application form and supply proof of insurance. Bring own BBQs, food and utensils. INSURANCE All venues will ask for a certificate of currency for our public liability insurance. The ACT Scouts Branch Office has arranged public liability insurance that covers all groups and activities in the ACT. A copy of the certificate of currency is available on the Branch website here: http://www.act.scouts.asn.au/actscouts/sites/_home/comweb.asp?page=30994&title=groups (Forms & Resources Menu - Groups) 3
ORGANISING THE FOOD A basic Kama BBQ consists of sausage sandwiches, onion, soft drinks and bottled water. Egg and bacon rolls are popular but require more shopping and organisation plus good people on the BBQ to keep the food rolling out. Kranskys are also popular but cost more to buy so the selling price has to be adjusted accordingly. Check with the store about what you re allowed to sell. Some businesses don t allow the sale of cold drinks for example. If in doubt, order low and be prepared to top up supplies during the day. Sausages Start by comparing prices at places such as Ben s All Meats or Mike s Meats at Belconnen Markets. Explain that you re from Kama Scout Group and would like to pre-order sausages for a fundraising BBQ. Don t be afraid to ask for a discount. Quantity: It depends. An all-day BBQ at Bunnings Belconnen in the warmer months is very busy and we usually need 1000 minimum sausages. We have sold 1200 before. For cooler, winter months 800 would do. Harvey Norman and Masters or slower days, or a shorter range of hours, require only 400-500 sausages. Excess can be frozen and stored either in the chest freezer in the shed or the one in the kitchen for future use. Major holidays are really busy at Bunnings, e.g., Easter, Fathers Day and the first weekend after Christmas. Onion Order from Tom s Super Fruits at Belconnen Markets (tel. 6253 4162). This is one of the few businesses that sells pre-cut onion. It is a little more expensive but the option is for you or a keen volunteer to do it yourself. Quantity: The bags are large pillow-sized (about 10kg). Get 2 bags for Bunnings and 1 for all others. Bread Order white and wholemeal bread from Tom s Super Fruits at the same time as the onions. It is possible to buy your bread straight from the supermarket at a cheaper rate than Tom s, but consider factors such as taking all the supermarket s stock and the possibility of not being able to get the number of loaves you want. Tom s will provide the loaves on a tray that fits in the back of a station wagon or on a trailer. It s always a good idea to have some gluten free bread or rolls on hand too. Many kinds of GF bread are readily available at Coles and Woolworths. Quantity: Each loaf contains 20 slices of bread. Buy enough for the number of sausages, e.g. buy 20 loaves of bread for 400 sausages. Drinks Buy a combination of bottled water and mixed soft drinks. Tetra pack juices do not survive the iced water where the drinks are kept cold. If you know your BBQ date well in advance, keep an eye out for specials at Coles, Woolworths, Costco and Aldi for boxes of softdrinks. Check the shed to see if there are any leftovers from a previous BBQ. But be careful!! The cans have expiry dates. People check them and will complain if out of date. 4
Quantity: Need a total of 400 drinks for a large BBQ. For example, water - 100, Coke - 100, Diet Coke - 50, mixed orange lemonade and lemon - 150. For a smaller BBQ, 200 drinks should be enough. Ice Needed to keep the meat and drinks cool. We have eskys and coloured tuff tubs to hold the food in ice. We also have a large supply of ice bricks. They are not necessarily kept in the freezer (to save space), so remember to pre-freeze them a few days in advance of the BBQ. Ice is best for drinks, but ice bricks are fine for food eskies and will save money, especially in summer when a lot of ice is needed. Quantity: Work around needing about 1 bag per esky or tub in Winter and 2 bags in Summer. Sauces The most popular sauces are tomato, BBQ and American mustard. Check supplies before purchase at a supplier that offers large sizes, e.g. Costco. There are some re-fillable plastic squeeze bottles in the BBQ box. Quantity: 2 x 5 litre bottles of tomato and 1 x 5 litre bottle of BBQ. 1-2 squeeze bottles of American mustard is plenty. Serviettes We often have lots of serviettes in the shed from previous functions so it s a good idea to check. Purchase cheap, thin ones in bulk. These are readily available from Coles, Woolworths, Aldi, Costco. Quantity: Each sausage sandwich handed over to the customer needs to go on a serviette. Buy more than you need because people often take multiple. FOOD SAFETY It is the law to ensure that the food we sell is safe. Read and understand your responsibilities and make sure your volunteers understand too: Keep food at the proper temperature. Uncooked food in a clean esky with ice at all times. Cooked food hot on the plate. Do not sell undercooked or lukewarm food. Keep the sausages, raw onion and drinks in separate containers from each other, with ice. Keep the bread covered at all times to prevent contamination by insects or dust. Leave it in its original plastic bag until needed. When required either stack the slices on trays under a tea towel or put them in a deep plastic tub with a lid. Ensure volunteers wash their hands with hand sanitiser at the start of their shift and every time they change tasks, e.g. when changing from handling food to handling money, or from handling one type of food to another. Gloves must be worn and changed on all hand washing occasions above. Don t try to save money by skimping on disposable gloves. 5
Ensure volunteers use tongs and serviettes to handle food as much as possible. Organise the workflow so that people don t change tasks frequently. Keep one person handling money only. ORGANISING THE EQUIPMENT Bunnings and Masters supply everything you need except the food, drink, cooking utensils and price list. At every other venue you must take everything you need with you. See attached list. In the shed there is a large plastic tub that contains all the supplies we regularly need for our BBQs. Check this box against the attached list and make sure you have enough of everything. It is really important to have a supply of long-handled tongs, lifters and a knife or two. Borrow from the hall kitchen if necessary but return items to where they came from. The important things that often need topping up are: serviettes thick, disposable aluminium trays to store cooked food in on the warm BBQ (at least 6) garbage bags disposable gloves disinfectant handwash gel paper towel Talk with the Equipment Manager well in advance of the date to make sure that the required equipment will be available on the day, i.e. that there are no camps on etc. PAYMENTS AND RECEIPTS If you need to purchase anything for the BBQ, either keep your receipts and hand to the Treasurer or ask him or her for a pre-payment up front to cover your expected expenses. No-one should be out of pocket. Sometimes it s possible to ask the supplier to invoice Kama. PRICING Keep prices low to encourage sales. Some places such as Masters and Bunnings set the price you may charge. In 2013 we charged $2.50 for a sausage sandwich and $2 for a drink, which was the standard set price. We don t usually charge extra for sauces or onion. Always price in 50c increments. This reduces the mixture of coinage needed in the float, and makes the maths easier for your helpers on the day. 6
FLOAT Arrange with the Treasurer to receive about $150 in notes and coins in the Group cash tin. Give the full tin back to the Treasurer at the end for banking. VOLUNTEERS A busy BBQ takes a lot of effort to run successfully so it is vital to have a good team of volunteers. Shifts of 2 hours at a time are reasonable and most adults and children are capable of lasting this long. Generally, work on needing 1-2 persons on cooking sausages and onions, 1 on drinks and money, 1 on bread/serviette assembly. Youth helpers are good for drink and sausage delivery to the customer. Use the template attached as suggested way to coordinate your helpers on the day. 7
TIMELINE Once you have a date.. PLANNING PREPARATION 1 month before Put out a call for volunteers via email (Google Groups) 2 weeks before Order the sausages, onion, bread Check the shed for leftover supplies Check the BBQ Box against the list and buy what s missing Finalise the volunteer roster and make sure volunteers know what time to arrive and where 1 week before Finalise purchases of drinks, serviettes, aluminium trays, oil etc Make a price list and any other signage Pick up float The day before One the morning During the day Pick up the eskys, tubs, BBQ Box etc. from the hall Pick up the sausages, onion, bread from the markets Buy the ice Arrange to be at the venue about 1 hour before the advertised start to set up and start cooking Fill in paperwork with the host venue (usually an agreement to clean up afterwards etc.) Set up signage Make sure there are enough sausages being cooked for the level of demand Keep an eye on supplies and consider buying more if running out Make sure volunteers know what they re supposed to be doing Take regular breaks. You do have to make sure the day goes smoothly but you need to take regular breaks. At the end Discount or give away any leftover food that can t be stored safely. Clean up completely and leave the venue spotless. We want to be invited back. Thank your volunteers. We want them to return next time. 8
ATTACHMENT 1 - EQUIPMENT CHECK LISTS Print and check as you go. 1. MAJOR EQUIPMENT BBQ, full gas bottle, gas hose/regulator and grease bucket (not Bunnings or Masters) Tarp or cardboard to lay under the BBQ (not Bunnings or Masters) Portable Shade Structure, with extra ropes to tie it down if needed. (not Bunnings) Tents are no good on concrete/bitumen carpark surfaces can't put the pegs into the ground. Two trestle tables (not Bunnings or Masters) Garbage bin (or use a crate with a garbage bag) Eskies Cash draw/till tray and cash box Bucket Wash basin 2. MEANS OF TRANSPORT Trailer Chocks Tarp to cover load Ropes/straps etc to tie down the load. A means of locking the trailer if it has to be left 3. BBQ BOX Garbage bags Bum Bag (optional) Disposable gloves (size large and medium) Tongs (x 4) BBQ scraper/egg slice type of tool Metal trays (x 2) Serving trays - used to serve multiple sandwiches at a time - more elegant than handing over one-by-one Plastic tubs for bread (e.g. 5 litre) Cutting boards Knives for bread, sausages and onion Foil Oil Aprons Dishcloths Spray and Wipe or similar Paper towel Serviettes (1000) you can never have too many Liquid soap/hand sanitiser 9
Teatowels (x 4) Matches or BBQ lighter Price List (two copies). Include name of organisation and reason for fundraising Roster with phone numbers (home and mobile) of all organisers and volunteers for the day. Pen and Permanent Markers Masking tape/sticky tape for price list. A donations jar, labeled with name of organisation and reason for fundraising. 10