Food
– Refreshments
Trip
Logistics
Band
Camp Picnic
Some
thoughts on food preparation/organization
Parades
Football
Games:
Full
Day Away Competitions:
Transportation
& Logistics:
Food Ideas:
Half
Day Events – “Sandwich Fest”
Tacos/Spaghetti
Meals:
Spaghetti:
Spaghetti
Dinner (Pops Concert, Spring/March)
AHSBPO
Meatballs
Jazz
Dinner Dance
Fundraising
Chairperson Duties
Decoration
Committee
Setup
Committee
Clean
up Committee
Additional
needs for the JDD
Ice
Cream Social – Final Concert
Directions
for getting the ice cream donated by Dreyers Foundation:
Ø
BPO provides the hot dogs and hamburgers,
condiments, side dishes, and desserts.
Sodas and water in ice chests with ice.
This is a popular event.
Ø
More recently, the BPO has asked for a $10
donation from each student so that food could be purchased for this event and
for the other fall activities where food is involved.
Ø
Tables are set up outside for the food: 1 for
desserts and 2 or more for the main meal items, salads, and condiments. (long tables, may need to borrow some
tables)
Ø
At least 2 cooks are needed to bbq meat, begin
cooking by about 9:00 am, place in foil pans and in ice chest to stay hot.
About 2-3 other people to set up all other tables and prepare areas.
Ø
Additionally, table should be set up with the AHS
band apparel, need money box and 2 people to work at this table
Ø
Another table with the candid pictures of
performances, general info., etc.
Ø
Also, sign-up sheets:
Ø
BPO membership for phone tree
Ø
Marching Band Events
Ø
Volunteer sign-up for events
Ø
Volunteer sign-up for shopping or other support
jobs (see volunteer descriptions for job descriptions.
August
2004 & 2005 Schedule:
Ø
8:30 am:
Set up started by BPO, tables, bbq’s, move band room supplies
Ø
9:00 am:
Students arrived in Band Room
Ø
11:00 am:
Students perform
Ø
11:30 am – Noon:
BBQ Lunch served (approximately depending on performance and awards,
announcements, etc.
Ø
Planned for 225 at BBQ, had 80 kids attend Band
Camp
In
2004 Purchased:
Ø
5 boxes burger – had 1 box left
Ø
5 pkgs hot dogs- had 1 pkg left
Ø
2 blocks of cheese – had 1 block left
Ø
5 boxes of chips – had 1 box left
Ø
List of all purchases and menu will be given to
food/logistics team
Some
thoughts on food preparation/organization
Basically, when shopping for a large group read the USDA consumption requirements and then normally average up, 10 – 15%. This is based on the number of students in the Band and the number of adults attending. For our all-day trips, we provide both lunch and dinner. From our experience we know that we need two hamburgers and two hot dogs per person per trip. We also take into account vegetarians and we provide garden burgers and peanut butter and jelly. In recent years, there has been a push to vary the menu and we have asked for more food donations and served tacos and spaghetti last year in addition to hamburgers and hotdogs, salads, and desserts.
Purchasing large containers of condiments (mayonnaise, pickles, mustard, and ketchup) and bringing them in smaller containers can save some money. Also, sliced American cheese comes in large block can be used for 2-3 trips, if stored properly.
Items that need to brought, but not purchased…
Ø
2 – 3 large coolers: 1 for meats, cheese,
condiments (2 100 Qt. Will work)
Ø
2 – 4 coolers for drinks (other than the parade
coolers) – water, soda, boxed juices (50-60 Qt.) Borrow these from band
parents.
Ø
Make sure there is enough Blue Ice for the food
Ø
Purchase regular ice for the drinks for the parade
and for the meals
Ø
Breads should be transported in cardboard boxes or
large plastic containers
Ø
Band has purchased 3 new portable gas bbq’s in
2005 for away events
Ø
3 food warmers with sterno (sterno needs to be
purchased for each event)
Ø
2-3 large folding tables (the band owns 2) plus a
card table for BBQing
Ø
Dishcloths come in really handy for those that are
doing the BBQ.
Ø
Cutting boards, knives, and other utensils
Ø
Zip-lock bags for left-over food items.
Ø
Mr. Wong has his ‘standard” list of what to bring
to different events, i.e., jackets, blankets, sun block, rain-gear (yep, they
play in the rain – sort of). He hands
this list out regularly, so I won’t be repetitive.
Parades
Ø
4-6 cases (24-32 bottles ea = 48-64) of Sports
Bottled Water for each parade
Ø
2 Water Wagons, each with a cooler – with ICE
Ø
Uniform Spruce Kit: (clear backpack)
Ø
Black shoe polish / Cleaner
Ø
250 safety pins – large 2” variety
Ø
Hair pins, spray, mouse, hair nets
Ø
Sewing kit containing needles, scissors, blue and
white thread
Ø
Paper towels
Ø
Emergency First Aid Kits (2 one red/one blue)
Ø
Extra Uniform pieces bag (black brief case)
Ø
We need a minimum of 4-6 people to follow the band
with the wagons and water
Ø
Water is passed out during full parade stops, Mr.
Wong may tell us when this is appropriate
Ø
When passing the Review Stand during competition,
stay well back and to the left side of the band or walk on the sidewalk and
then return to the street.
Football
Games:
Ø
Football games are usually on Friday or Saturday
nights at TAK Fudenna Stadium at Washington High School
Ø
Someone needs to use the yellow “reserved for
band” tape and tape off about 14 rows up and a big section across near the
stair case to the far left of the football field, also bring first aid kit,
uniform bag, and garbage bags
Ø
We have asked to borrow the Fremont Swim School
truck for the last 2 years for transporting the large equipment
Ø
Letter requesting help with dates and times of
games early in the school year sent to Matt Alberti at Fremont Swim School,
follow up with phone calls or they will contact you to arrange drop off at
school and pick up from driver the next day
Ø
In 2007, the Fremont Swim School truck developed
maintenance issues. Although we have informed the school, no action has been
taken to fix issues.
Ø
In 2008, the size of the equipment has created the
need to rent a larger truck (than 18’) for football games.
Transportation & Logistics:
Ø
Students & most of the RA’s go on the buses
Ø
Truck/SUV for cook items. Needs to go directly to
where lunch will be served. This may be the same as dinner location, depending
on Event and Band Schedule. Carries all cooking and food items. Usually sets up
and begins cooking immediately so that all food is ready when students arrive
after the Parade. Cook all burgers and hot dogs, since we may not have an
opportunity to cook and clean up later. Keep burgers and hotdogs warm in steam
trays. Need 2-3 people to start cooking, the volunteers from the parade can
help with the final preparation
Ø
From 02/03 to current date, we use Cresco Rents
(www.crescorent.com)
Ø
36660 Fremont Blvd.
Fremont, CA
Phone: 510-793-5881
Ø
Store Hours:
Mon-Fri: 7:00AM to 5:30PM
Sat: 7:30AM to 5:30PM
Sun: 8:00AM to 5:00PM
Ø A large 24' truck is rented they gave us a 20% discount and sometimes gave us the pads for free. Arranged by phone call from Membership Coordinator reserving dates.
Ø
In 04/05 & 05/06 we also rented a generator
for approx. $75.00 to hook up lights at night that are owned by a band parent
(Scott R.)
Ø
In 08/09, parents donated 2 lanterns that can be
hung inside the truck, to facilitate loading and unloading at night.
Ø Equipment truck must go to Staging Area to unload Parade items, and then drive to the end of the Parade Route to load equipment back on (same place buses need to go). Then drive to the location of the Field Show Competition (which may be different, such as Merced). The truck driver picks up the 24’ truck from the rental facility on Friday brings to school to load, get 10-20 moving pads from truck rental to cover equipment. The large items (Drum Major stand, equipment cart Pit equipment, wagons with coolers), are loaded after school, after band rehearsal (students help with the loading). Driver keeps at their home overnight (if necessary) and drives to the event (see above) and returns the truck to Cresco Rents the next morning (Sunday) by 8:00 am, needs credit card and proof of driver’s insurance to be safe and covered for securing the truck, reimbursed for rental fees and gas, turn in receipts on form at BPO meeting. Cresco rents the truck for 24 hours, so for other events, we have 24 hours to pickup and return the truck.
Food Ideas:
We now have a Food &
Logistics team with documentation of their own and assigned items and duties
per event. Refer to their new data for
future reference and adding to this booklet.
The following list was used
for all-day competitions. The following
quantities consider two meals and snacks.
Estimate 1 hamburger and 1 hot dog per person per meal or 1 other type
of meal and 1 burger or hot dog.
Costco pricing: (prices have
gone up these are last year’s prices)
Ø
Hamburgers, 10# box of 40 frozen patties = $14.89 (160=4 boxes needed)
Ø
Ball Park Franks Beef Hotdogs, 32 per pack = $6.99 (160=5 pkgs needed)
Ø
Turkey Dogs, 48 per pack = $4.99 can be used in place of
beef dogs
Ø
Garden Burgers, 15 per box = $8.79 (30=2 boxes
needed)
Ø
Hamburger buns, 24 per pack = $1.89 (192=8
packs)
Ø
Hotdog buns, 24 per pack = $1.79 (168=7
packs)
This is a build your own sandwich event!
Ø
8
– 2 lbs large sandwich packs:
Ø
smoked
turkey, roasted turkey, beef & ham
Ø
Peanut
Butter & Jelly (vegetarian)
Ø
8
– 10 loaves of bread (check how many sandwiches each bag)
Ø
mustard
Ø
mayo
Ø
ketchup
Ø
Pickle
jars
Ø
1
head lettuce
Ø
8
large tomatoes (sliced thin for use in sandwiches)
Ø
4-5,
24 can cases of soda
Ø
Miscellaneous
bags of chips
Ø
2
large macaroni salads (16 oz pasta bags)
Ø
Consider
what utensils you want to have available for spreading and containers for
left-over food items.
Tacos/Spaghetti
Meals: New Menu in 04/05 & 05/06 (Food
& Logistics Team)
In the 04/05 Marching season we asked for more
food donations to vary the meals and we served Tacos and Spaghetti for Dinner
in addition to the Hamburgers and Hot Dogs Lunch/Dinner along with donated
salads and desserts, sometimes we had too much donated food. Food donation letters given to students for
each away event A-L first event and M-Z second event. Again amount of donated items need to be monitored better so too
much food is not donated and we have waste, example 5 tubs of potato salad is
way too much, some people donate without sending back letter they just bring
items on day of event. Food/Logistics
team is in place and working great and working out this process of food
purchases, donations, transportation, set-up, cooking, etc. In 05/06 donations were monitored and
quantities documented for future events.
Tacos: (210 servings)
Ground beef:
Ø
25
lbs. @ $2.19 per lb. at Costco, pre cook and store in zip lock bags, we ran out of taco meat in 04/05
**If
done in 05/06 increase amount depending on number of students.
Tortillas:
Ø
4
pks 10” flour, 30 per pkg (too large uses up too much meat)
Ø
1
pkg 8” flour, 36 per pkg
Ø
2
boxes corn hard shell taco shells, 48 per box
**If
done in 05/06 use 3 pkgs 8” flour 36 each pkg and 1 box had shell corn taco
shells 48 each box
Tomatoes:
Ø
1
box, 12 per box, cut up at home and store in zip lock bags
Lettuce:
Ø
4
heads of iceberg lettuce cut up/shredded at home and store in zip lock bags
Cheese:
Ø
2
large bags 5lbs each, $9.99 per bag, 80 servings each bag
Ø
1
small bag 2.5lbs., $5.39 per bag, 40 servings each bag
Onion:
Ø
1-2
large onions, pre chop and store in zip lock bags
Spanish rice:
Ø
6
cups of Spanish Rice, we had 4 parents pre cook Spanish rice and bring in bags,
reheating the rice was not easy and burned in the pots, do not bring rice again
too hard to warm up.
**If
done in 05/06 DO NOT MAKE RICE – 1 person made the rice in 05/06 Isela
Diaz.
Refried Beans:
Ø
3
large cans, Costco #10 cans $2.89 per can, we ran out of beans increase by 1
can
**If
done in 05/06 use 4 #10 cans of beans
Salsa:
Ø
2
large containers, 70 oz. $3.69 each (Costco)
Sour Cream:
Ø
1
large container, $3.59 each (twin pack at Costco)
Guacamole:
Ø
1
large container, $6.89 each (twin pack at Costco)
Taco Seasoning: (for ground beef)
Ø
1
large container (Costco)
Spaghetti:
Sauce:
Ø
10
large containers Ragu type Sauce (16 oz. jar covers 16 oz. noodles, serves 8)
in 04/05 we ran out of sauce, may need to increase amounts depending on
numbers, check for left overs in band room
**If
done in 05/06 increase amount of sauce depending on number of students/helpers
Noodles:
Ø
6
pkgs of 1 lb pkgs (Costco), pre cooked and stored in zip lock bags, reheat in
boiling water.
**If
done in 05/06 check on serving size we had a lot of noodles left over in 04/05
Parmesan Cheese:
Ø
1
large container
French bread:
Ø
12
loaves of pre-made garlic bread, heat in bag or foil on the grill or camp stove
Corn on the Cob:
Ø
Several
large packages, 200 corn cobs, check on cost before purchasing
Salad:
Ø
Bags
of salad or donated salads
Spaghetti
Dinner (Pops Concert, Spring/March)
In 07/08, BPO changed this concert back to a dinner
concert with a silent auction (a combination of jazz dinner dance and previous
pops concerts). The chef and culinary arts teacher has helped prepare the food
more recently, but it has been done by the BPO, as well. In 05/06 BPO changed
this concert to a dessert concert like the Winter Concert, desserts were
donated or purchased and plates were made and set out at each table, soda and
coffee served also. Students set up
tables and for concert after Rotunda is cleaned on the day of the event (approx
4 – 4:30 pm). Use plastic table
covering and then we use cloth table toppers and other set up for food and
front door for taking in money, raffles are held, started doing a 50/50 raffle
$1./1 or 6/$5.
Ø
Meatballs (yummy recipe attached). We made 40 lbs of hamburger meat (03/04) and
adjusted the recipe. This seemed to be
a good portion for at least 3 meatballs for each person and there were left
overs…
Ø
Pasta: Linguine makes a nice presentation as well
as is sturdier to cook in such large proportions. As these items are donated, it’s hard to get just what you want;
however a 16 oz package really serves 6 and a 16 oz jar of sauce is good
coverage for a 16 oz package.
Ø
Sauce: the cheaper the better. Just add a little wine and sautéed onions,
garlic and you have gourmet sauce (its okay to doctor up store bought
sauces). NOTE: Remember the
vegetarians and keep a separate vegetable sauce.
Ø
Green salad: 4 - 5 bags of pre-mixed salad (~$1.99
@ Costco). One jar of 12 oz salad
dressing approximately (3/4 of jar) for each bag (Italian is safest). For an easy salad toss, squirt dressing into
bag and squish around.
Ø
Prepared Garlic bread, 6-8 servings per loaf
Ø
Condiments:
parmesan cheese $6.99 for 5 lbs @ Costco. There should be enough for the meatball preparation and use at
the dinner.
In 04/05 the
Culinary Arts Department, Chef Breedlove prepared our spaghetti dinner here is
a list of food purchased and given to the Chef. Planned for 200-225 and they made sauce from scratch, bread, and
desserts (biscotti cookies). We only
had 40 people attend for dinner so we need to advertise this event better next
year or plan differently. We got donations and purchased the items needed.
Spaghetti:
Ø
75lbs of Dry Linguini Noodles
Meatballs:
Ø
40 lbs of Ground Beef (doubling the recipe I gave you would be)
Ø
12 Cups Onion (fresh and dried)
Ø
28 Eggs (2 1/2 doz)
Ø
6 Cups Grated Parmesan Cheese (lg. container)
Ø
large container bread crumbs - several cups worth
Marinara Sauce:
Ø
6 #10 cans of Tomato Puree
Ø
Dry Basil - 4 large containers
Ø
Garlic - fresh peeled garlic - 2lbs
Salad: (Chef had Romaine Lettuce left over from
other event he used)
Ø
1 Case Lettuce iceberg, 1 bag of carrots
Dressing:
Ø
large olive oil and vinegar
Garlic
Bread:
Ø
50lb bag of flour (all purpose white) some of the butter below and
garlic, made fresh bread from scratch
Desserts:
Ø
50 lb bag of flour
Ø
10 lbs Butter
Ø
25 lbs Sugar (1 case)
This recipe is a great and pretty easy to
make. You can make them ahead of time,
put them in several crock-pots to stay warm and they are ready to be served
without any additional work. What we
did was let them cool down in smaller casseroles and then heat them before
serving.
Ingredients:
20 lbs. Ground beef
6 cups Chopped or dried onion (optional)
14 Eggs
3 cups Grated parmesan cheese
6 tblsp Salt
3 tblsp Pepper
3 tblsp Garlic powder
14 cups beef broth
12 8 oz cans of tomato sauce
6 cups dry red wine
14 tblsp cornstarch
Directions:
Ø
Preheat the oven to 350 degrees.
Ø
Mix the ground beef, onion, egg, grated cheese,
salt, pepper, and garlic powder in a large bowl. Be sure to mix all the ingredients well.
Ø
Form into small meatballs. (1” to 1 ½” round)
Ø
Place into a casserole dish – making one layer
only.
Ø
Mix the broth, tomato sauce, wine, and cornstarch
until no lumps remain.
Ø
Pour the sauce mixture over the meatballs. Meatballs should be ¾ covered.
Ø
Bake at 350 degrees, covered for 40 – 60 minutes
(this will depend on the size you made the meatballs).
Ø
Meatballs can be made in advance and heated the
day of the dinner
Ø
4 3-gallon
tubs. We gave 2-3 scoops per person in
a cup. We had 5” high cups so people
could make floats with their choice of soda, or just eat the ice cream
plain. In 03/04 and 04/05 we ran out of
ice cream before all band members got some after putting away all
equipment. In 05/06 ordered 5 3-gallon
tubs vanilla ice cream.
Ø
I suggest smaller cups the 8oz cold cups, 2
scoops, and more ice cream; ask for 5 3-gallon tubs in 05/06 request letter.
Ø
The band kids donate the soda – each should bring
a 2-liter bottle.
Ø
In 2003 we served the ice cream after the concert
and awards were over. In the past we have also done it at intermission
time. In 04/05 we started serving
before the end and this led to some people getting seconds before the band
students got served. Wait until the
very end to start scooping and serving.
Ø
We asked Chef Breedlove to store the ice cream in
his classroom in the freezer in 04/05 and then the janitors opened the doors for
us to get the ice cream. You have to go
to Oakland to pick up product and Anne Damron and Dorothy Kerr went on the day
of the social to pick up the ice cream.
We looked for local donations but no one else would give us free ice
cream. 05/06 stored in faculty commons freezer before event and at a home after
pick up from Oakland by Anne D. & Dorothy K.
Ø
If it is a “free” social –- Don’t forget the
donation vase.
Ø
In 2003, 2004, and 2005 we were able to get the
ice cream donated by Dryers Foundation.
Directions for getting the ice cream donated by
Dreyers Foundation: (Make sure process
is still the same and 6-8 weeks ahead is recommended, again March 1 send letter
out)
For the most current instructions go to www.dreyersinc.com and look for the
Dreyer’s Foundation, Small Donations
The Foundation makes
small grants ($3,000 or less) and donates ice cream products and gift
certificates/auction items to bona fide nonprofit organizations for events.
These proposals are reviewed on a monthly basis.
To request a small grant, products, gift certificates and/or auction item
donations, please send a one-page letter on organization stationery with the
following information:
Ø
Current tax exemption
number
Ø Date of event
Ø Brief description of organization and purpose of
event
Ø Specific item or product request
Ø For product donation, please state number of people
to be served and specific product request (e.g., ice cream, yogurt, sherbet)
Ø Name, e-mail address and daytime telephone number
of a contact person
Please mail your request to:
Dreyer's Foundation
5929 College Avenue
Oakland, California 94618
all requests be submitted in writing at least 8 weeks prior to our event.
They only accept hard copies in the US
Mail.
All requests received by the 7th day of the month, by 5:00 p.m. end of business
day, will be reviewed at the Foundation meeting on or about the 3rd Friday of
the month. Following the meeting a letter will be mailed to us regarding the
status of our proposal. Allow two weeks after the meeting to be contacted
regarding the status of our request.
If we miss the 7th day deadline of the current month; our proposal will NOT be
reviewed at the present month’s meeting. If our proposal meets the guidelines,
it will be reviewed at the following month’s meeting.
Requests are accepted throughout the year. Allow an eight-week processing time
for ice cream and gift item requests.
See attached letter
from 2005 request (which was approved)