Don's e-mails from Thursday, March 19th, 2009 (day before tournament)
1. Works Assignments
Here's the schedule:
FRIDAY - HIGH SCHOOL:
1:00 - 5:00 PM
Diane Brown setup/snack/drink
Mary Ann Riordan 1-2:30PM
Chris Farlow
Sharon Levy snacks/drinks
Karen Jacobson
Laura London sandwiches
Amy Gerber
5:00 - 9:OO pm
Dick Creeden cashier/cleanup
Steve Blackman
Mordie Weintraub
Quingcong Lin snack/drink
Hui Xu snack/drink
Yan Yuan setup snacks/tables
S Vasudevan
Mukund Jagannathan
Carole Marin 6-9PM
SATURDAY - HIGH SCHOOL:
7:00 - 11:00 AM
Ashok Mehta cashier/setup
Sharon Levy runner
Ted Lu 7-10:30AM runner/patrol
S Vasudevan cashier & any role/setup
Terry Furman cashier/setup
10:00 AM - 2:00 PM
Ashok Mehta cashier/tab
Abby Mehta cashier/tab
Terry Furman cashier
Betsy Keener 10 - ? Flexible
Marcie Berul cashier/snack
Karen Jacobson drinks/snacks
2:00 PM - 6:00 PM
Terry Furman cashier/cleanup
Rick Hurd Pref table/concession
Jackie Hurd As needed
S Vasudevan
Marcie Berul cashier snacks
Mary Ann Riordan
SATURDAY - POLLARD SCHOOL:
7:00 - 11:00 AM
Steve Blackman
Quingcong Lin coffee/tea/setup
Hu Xu coffe/tea/setup
Mukund Jagannathan - set up coffee tea snacks
Qian Sun
Divya Das
10:00 AM - 2:00 PM
Dick Creeden cashier/cleanup
Chris Farlow
Tim Farlow
Carol Urwitz - cashier
Stephen Urwitz 11-2PM
Divya Das
2:00 PM - 6:00 PM
Doug MacFadden
Carole Marin
Carol Urwitz - cashier
Dick Creeden
Qian Sun
2. Other Details
I have a van full of drinks and snacks. I picked up the Food Depot order from Amy this evening. I'm going to need a bunch of kids to help bring it all in when I arrive.
I have a large coffee maker from Amy as well. We have cups and all the necessary fixin's. I wasn't planning on cofffee for Friday, but given the length of the day for the kids (and the absense of Red Bull ;) maybe we should brew up a pot. I'm trying to coordinate getting the coffee from Carol U in the morning.
Food service will be making the kitchen available to us from 4:00 until 7:00 tomorrow. For Saturday, Ruth adjusted the numbers down to accommodate us. She's going to want a check on Saturday.
For those working the dinner shift tomorrow, don't wear anything that will stain from sauces from Chinese food. I'm only half kidding about this one.
I'm going to need some help on Saturday morning getting the supplies that we need at Pollard from the High School. At the very least, I'll need someone to make sure that the door at the back of Pollard (off Bradford Street) near the cafeteria is open. That would make life much simpler.
Full speed ahead and damn the torpedoes!
-Don
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Don's Food Price e-mail, Monday, March 16, 2009
Prices for food are in. Here's what I received from Ruth Griffin:
Hi Donald,
We've poured over the food, labor costs, etc.The pricing will be best calculated per person at your participation estimates.
Dinner at HS only Friday night can you clarify the time on this.. last I recall seeing, it was 5:00 - 7:30, which is a long serving time..
Choice of cheese pizza (too crazy to also do pepperoni) or chicken patty sandwichSelf-serve:
- tossed salad / dressings
- pasta salad
- milk / juice choice
- cost is $4.25 / person x 250 people = $1,062
Breakfast at both sites: at 8:00- 9:30
- choice of warm bagel (+ cream cheese / butter) or scone
- 8 oz yogurt
- cut and whole fruit
- 10 oz bottle of juice, do you want milk to be a choice?
- cost is $3.00 / person x 670 people = $2,010
Lunch at both sites: at HS: 11:30 - 12:30 ; at Pollard: 11:30 - 1:30 (times correct??)
- Choice of cheese pizza or chicken patty sandwich
- Tossed salad
- Pasta salad
- cut or whole fruit
- milk or juice
- Chocolate chip cookie (1) (you may want to eliminate this)
- cost with cookie is $4.75 / person x 670 people = $3,182
- cost without cookie is $4.25 / person x 670 people = $2,847
So the grand total (this includes all labor) is: $6255 or $5920 depending on whether you have cookie at lunch or not
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Don's e-mails from Sunday, March 15th, 2009
1. Status
Status so far for the Tournament:
Food:
Food Services is providing Dinner on Friday at the High School and Breakfaast and Lunchat Pollard and the High School on Saturday. Prices will be available tomorrow.
Food services has an ice machine in the High School. They have a refrigerator and some freezer space at the High School but not at Pollard.
Paper Goods:
Stanzi has (unless Carol U. has already picked up) all of the paper goods from last year. Stanzi, can you confirm if there are paper cups (usable for coffee) in the batch? Let me know if you need this stuff picked up.
Coolers:
We need coolers. Both at Pollard and the High School. Please let us know if you have a large beverage cooler you can lend for the tournament.
Coffee Urns:
If you don't know what this is, then you don't own one. We need 2 large coffee urns (very large coffee makers). We had 2 of them loaned last year, but I forget who provided them.
Duct Tape:
We need 1 roll of Duct tape.
We also need extension cords and a couple of power strips if anyone has these to loan.
Laura has taken care of all of the Roche Brothers stuff.
Amy Gerber, Carol Urwitz, Sharon Levy are in charge of the Food Depot order. The order is:
sodas (select coke, diet coke, sprite, diet sprite, gingerale, orange/rootbeer) 250(HS) 250(Pollard)
sweeteners (sugar, diet) 150(HS) 150(Pollard)
chips (mostly potatoes) 96(HS) 128(Pollard)
candy 150(HS) 150(Pollard)
granola bars 128(HS) 128(Pollard)
coffee - large 1lb ground coffee in cans 100(HS) 200(Pollard)
coffee cups 200(HS) 300(Pollard)
I haven't included tea since I don't think we have hot water available.
Trophies:
The tournament trophies, finalist medals, and certificates will arrive by Wednesday or Thursday at my house. I'll bring them in.
Staffing: (list deleted)
2. Updates
Hi,
We're getting there. 3 Updates:
1. Thanks to Mukund for his generous offer of his Coffee Maker. 1 down and 1 to go.
2. I've removed (as requested) Ted Lu and Cliff London from the schedules.
3. I just received an email response from Ruth Griffin (Food Services). I never expected her to be replying to emails on Sunday! Anyway, I asked her about juice with the meals. Here is her response (keep in mind that I' haven't heard anything about price yet and won't until tomorrow morning):
"We can add juice availablilty to the menu...We'll try to figure out the % juice / milk / water that people will take.The billing wil be based on what they actually take/use."
4. Paul - Do we have a final number on debaters / judges for the High School? I know that we have to wait until Wednesday for Speech. Here are the estimates I gave her:
"Our estimate at this point is that we'll have around 250 at the High School and 420 at Pollard"
Thanks again in advance to all. And don't forget to bake!
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Don's Planning Meeting Reminder e-mail, March 3rd, 2009
I just spoke with Ruth Griffin from Food Services. She says that they will be able to help us out with the meals for the tournament. She is sending me an email with food suggestions which I will bring to the meeting tonight to discuss.
She thinks that a scenario with a ticket that allows one pass through the meal line is a better model than a box lunch. Her experience is that a box lunch package ends up wasting more food than a lunch line. We'll discuss more details tonight.
Also, I know that some of you will not be able to attend tonight's meeting. Along with food, we will be discussing a breakdown of tasks both for the preparation for the tournament as well as assignments for Pollard and the High School for the 20th and 21st.
Please reply to this email with regard to your availability the days of the tournament and/or whatever you can do to help in preparation leading up to it.
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Don's Planning Meeting e-mail, February 22nd, 2009
Hi,
Hope everyone had a good break. I'd like to have a meeting with all parents of speech and debate students to discuss the home tournanent. There are many details to cover to ensure a successful event. These involve preparation as well as day-of-event tasks.
If all parents would come to Mr. Wexler's room 6:45 on Tuesday night (2/24). We can begin allocating resources to tasks. Remember that this year's event is 2 days as opposed to previous single day events. This makes everyone's participation that much more important.
Thanks in advance for your participation to help us make a successful tournament.
-Don Jacobson
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Excel Spreadsheets for Tournament Planning:
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