2016 BEVERAGE MANUAL-FULL SERVICE BOOTHS
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Festival dates: Friday, June 10– Sunday, June 12, 2016
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Festival hours: Fri. & Sat. 11:00 a.m. – 10:30 p.m., Sun. 11:00 a.m. - 5 p.m.
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Location: Downtown Riverfront (Scioto Mile)
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Parking: Parking is available around the Scioto Mile area of Downtown.
Beverage Volunteers
All volunteers from organizations selected to participate as Beverage Servers at the Columbus Arts Festival
must review these materials and are required to have attend a scheduled training/verification session within
the previous 24 months. (The Committee reserves the right to determine if an individual has completed this
requisite training.) Leads are responsible for ensuring that the Information and Training Handout is provided
to all volunteers from their organization who will be servers at the Columbus Arts Festival.
Opening the Booth
Check-in: Leads should go directly to Booth #602 to check in one hour before the time that your shift is to
start. Do not try to check in at Festival Headquarters in the Columbia Gas Building. Only LEADs are required to
check in at Booth #602. The remaining workers should report directly to their assigned booth 30 minutes
before shift. Staff should check in with their Lead at the assigned booth.
Make sure your tables are straightened and have clean covers.
Make sure that you identify the nearest ice bunker, rest rooms, ATM and trash/recycling receptacles. You will
need to locate ice readily, especially if someone wants to buy a bag at $5 each. In addition, as you are
interacting with the public, people will expect that you can also direct them to rest rooms, ATMs, etc. You will
have a supply of information brochures for the Festival and there will be a helpful map in that publication.
Make sure you have aprons, paper towels, a wine key for opening bottles, laminated wine and beer
description page, additional clean table cloths, pricing signage, marked wine cup, State ID reference book, and
your booth binder for reference. These items should be located inside the plastic booth bin in your booth. If
you cannot locate the booth bin, please contact a Beverage Committee Member.
Throughout the day, please wipe your tables with wet paper towels to keep them from getting too sticky. If
tablecloths get torn, please change them. We have plenty.
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GCAC Staff and a CPD officer will arrive with your opening bank just before opening time.
SELL SELL SELL! Your organization has the opportunity to receive 10% of your booth sales!
General Booth Procedures
Your Beverage Committee representatives on site are Peter, Ellen, Darla, Mike, Sue, Cindy and Annie. Beer,
wine and pop/water representatives are on-site to change taps, refill product, etc. Please contact us on the
beverage channel of your radio if you cannot find a representative. If you are running low on any product,
please make sure that you contact the vendor early enough to ensure that you do not run out of product,
understanding that they have to maneuver through the Festival to re-stock your tent.
Note: No one who has not completed the requisite training is to be allowed into the booth at any time for any
reason - this includes Arts Festival Coordinating Committee Members who are NOT approved as having been
certified, Arts Festival General Volunteers and any member of your group other than those approved by the
Arts Festival Beverage Committee. Representatives of the beverage suppliers are allowed access to the booth
at any time. Beverage committee members will be around periodically to check that volunteers working in
each booth are on the list of trained volunteers.
Booths: Each Full service Beverage Booth consists of a 8’ X 20’ beer/wine tent and an 8’x10’ tent for serving
bottled pop and water. Frozen Drink booths and Pop/Water only booths are 10’ X 10’ booths. Your
organization’s Lead will provide the location of your booth.
Radios: All Leads are required to pick up a radio at check in. Only persons designated in advance as a Lead will
be allowed to sign out a radio. Leads will be responsible for that radio and will be required to check it back in
before leaving the Festival premises at end of shift. Only take the radio that is assigned to you. Members of
the Beverage committee will always be available in Headquarters and on grounds during your shift.
On-site Assistance: A radio is provided to the Lead for communication with the Beverage Committee.
Beverage committee members are on-site throughout the day to assist you and are available by radio.
Additionally, cell phone numbers of committee members are provided in your booth binder.
Radio Procedures: Please turn your radio to the Beverage radio channel (list of channels is provided on the
radio itself) so we can communicate with you. Radios will be collected at the end of the day by a member of
the Beverage Committee. These radios are very expensive and we must replace those lost or damaged, so
please handle them with care. DO NOT REMOVE RADIOS FROM THE FESTIVAL SITE OR LEAVE THEM IN YOUR
TENT, EVEN IF YOU ARE RETURNING FOR ANOTHER SHIFT THE NEXT DAY.
Cross Selling: Patrons will approach your tent to purchase both alcoholic beverages and non-alcoholic
beverages. In order to keep from forcing them to stand in line twice at the same booth, please accommodate
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their order from one serving position if possible. In other words, please sell both kinds of beverages from the
alcohol position and then distribute the receipts from the non-alcoholic beverages to the correct bank. The
Lead who is holding the banks can then make sure that the correct amounts are distributed to the correct
banks.
There is a copy of the alcohol sales permit at each booth that sells alcoholic beverages in the booth binder. In
addition, there will also be a copy of this manual, a description of beverages that you are to serve and other
reference materials.
Do not leave your booth unattended. Your shift is over at the end of the day and only when your bank and
radio has been picked up. Do not leave your booth until you have been signed out by a Beverage Committee
member and have returned your radio.
Other than water for approved groups, giving away any beverages will not be tolerated. Violators will be asked
to leave their booth and the festival site and your group will not be asked back.
Any beverages (other than water) consumed by volunteers must be purchased. Volunteers may not drink
alcoholic beverages or any un-purchased beverages while they are volunteering. If found doing so you will be
asked to leave and your group will not be asked back.
Trash: Please keep your booth and the surrounding area free of trash throughout the day. When you are
busy, the pop and water packaging can pile up and you can also accumulate a supply of empty wine bottles.
Patrons will be more comfortable purchasing from a neat and orderly booth, you will be safer without trash to
avoid and your neat looking booth will add to the overall positive experience of the Festival. Your runner
should be making regular trips to the recycling and trash containers near your booth.
Stocking product – Beer, wine and pop reps will be in your booth restocking product. Let a Beverage
Committee member know if there is an issue.
Your group may provide fliers in your booth to inform customers. Do not solicit or walk around and hand these
out to the Festival patrons.
Tip jars. You may only accept a tip on behalf of your organization if a patron initiates the offer. Please keep it
out of sight and separate from the Festival bank.
Please do not solicit tips.
Beverage Booth Locations
Booth #1:
Civic Center between W. Town and W. Rich (Location Marker: Spoken Word Stage)
Booth #2:
Civic Center & W. Rich (Location Marker: GCAC Tent)
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Booth #3:
Pop/Water only- Main St at Ludlow, Imbedded in food vendors
Booth #4:
W. Main and 2nd (Large Beer Truck) (Location Marker: Cultural Arts Center)
Booth #5:
S. Civic Center & W. Main (Location Marker: Opposite Bicentennial Stage)
Booth #6:
Frozen Beverage- S. Civic Center & W. Main (Across from #5-Behind Main Stage)
Booth #7:
W. Main & Washington (Intersection of Washington and Rich, west of Main St. Bridge)
Booth #8:
Pop/Water only-Town St., West of Rich Street Bridge and imbedded in food vendors
Booth #9:
All Beverages-W. Rich & Washington (Location Marker: Bridge end, South of COSI)
Booth #10:
Frozen Beverage – at Rich and Washington, across from Booth #9.
Booth #11:
All Beverages - Washington Blvd near COSI, Big Local Art, Hands-On
Booth Volunteers Roles
All booth volunteers must be 21 years of age or older. No one under 21 may enter the beer/wine booth at any
time.
LEAD (one)- Assign roles for the volunteers in your booth, handle the bank, manage booth volunteers and
troubleshoot as needed. The Lead should also review the emergency procedures, making sure booth
volunteers are prepared for any situation that may arise. Lead does not sell, pour or run- this person is the
manager of the booth. The Lead makes sure that all volunteers are following the rules and manages the bank.
Seller (two or more) - checks ID or wristband, makes the sale, makes change, calls out the order, and delivers
the product to the purchaser. By state regulations, only the Seller who checks a patron’s ID may serve that
patron.
Pourer (two or more) - positioned at the tap or wine pouring area, fills the order and delivers to the Seller.
(Pourers should be persons who have experience in drawing beer from a tap effectively and must know how to
correctly draw a beer without excess head)
Runner (one or more) - assists pourer and seller as needed, makes sure booth is stocked and arranged. Gets
ice from designated chest, may relieve a Seller or Pourer for bathroom breaks, food breaks. Makes sure that
the booth is stocked with cups and clears out trash.
Pop/water sales (one or more) - you need to have at least one designated staffer to sell pop and water.
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Legal Notes: Alcohol Sales
Legal Procedures - Beverage Server volunteering is unlike most other general volunteering a group may be
involved in during the course of a year.
All intoxicating liquor, spirituous liquor, beer and malt beverage sales are subject to Ohio liquor laws. The
festival is permitted to sell alcoholic beverages under legal state issued beverage permits. Each Beverage
Server is expected to understand, follow and uphold all state and county liquor laws pertaining to the sale of
alcohol. Servers must also be aware that this responsibility applies to each member of a volunteer organization
that participates in this activity and individuals can/will be held accountable for upholding the law and acting in
accordance with issued permits.
Booth signage will publicize that each customer will be required to show legal proof of age to purchase alcohol.
Permit hours/serving hours – Beginning at 11:00 a. m. each day. Closing on Friday and Saturday at 10:30 p.m.,
Sunday at 5 p.m.
You may not sell before the Festival officially opens at 11:00am each day and you MUST stop serving when
the Festival closes each day.
Serving Procedures
It is everyone’s responsibility to keep an eye out for suspicious activity. You are required to have the necessary
staff requirements at all times, as the required number of staff ensures a secure and safe environment.
ID every patron for their first purchase (either ID them or they must show a wristband. Wristbands must be
attached to the wrist - patrons cannot keep them in their pocket.)
Wristbands will be provided to each patron with their first alcohol purchase. PLEASE EXPLAIN the purpose of
the wristband is to verify that they have been ‘carded’ and are of legal drinking age. This also allows them the
freedom to move about the Festival area while drinking alcohol.
Attach wristband securely to every patron who will be drinking an alcoholic beverage at their initial purchase.
Check for a wristband on subsequent purchases.
If a wristband looks to be too loose, have patrons turn their wrist over to ensure it has not been cut or
removed. ID any patron whose wristband appears to have been tampered with or if you feel uncomfortable
with the sale for any reason.
If you run out of wristbands, you may request more from a member of the Beverage Committee or the
Superior Beverage (beer provider) by using the Beverage radio channel.
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Place all money from sales in your apron pockets. Money from alcoholic and nonalcoholic beverages sales
must be kept separate.
A maximum of two drinks per patron may be purchased during one visit to the booth. If questioned by a
customer as to why they can only purchase two drinks: It is the policy of the CAF and is in compliance with
Ohio law.
A fresh cup must be used for each purchase. No refills in previously used cups and no topping off beer or wine.
There are separate cups for beer and wine; fill each to an appropriate level and be consistent.
If you observe a patron consuming an alcoholic beverage and the patron does not have a wristband, you will
want to advise a police officer- this person may be underage and someone may have purchased alcohol for
him/her. Do not confront such a patron yourself, as such a confrontation could result in a situation that is
beyond your ability to control.
State Liquor Control Officers have visited booths in the past as “customers”. They have taken
a drink from their beer and asked to be topped off; they have used minors to try to purchase
alcohol and more. Be prepared and always follow CAF procedures.
ID Verification Procedures
Minimally, each customer MUST be ID’d the first time they make an alcohol purchase. After checking a
person’s ID, please attach a wristband. This wristband will allow for them to make subsequent purchases
without needing to show their ID again.
Attach wristband tightly enough that it cannot be slipped off over the hand, but not so tight as to be
uncomfortable.
YOU need to attach the wristband, please do not hand it to the customer and let them do it.
When checking IDs make sure that:
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the ID is valid (real)
Is the license expired?
Does the image look like the person presenting the ID?
Note: When in doubt, look at the ID, look at the person, look back at the ID, and then ask a question to verify
age or birth date. Simply asking a customer his/her age may sometimes confuse an underage customer with a
fake ID and is the simplest check.
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Server may ask customers to verify their age or birth date. This is an important step to take in order to protect
you. Be cautious of hesitation in answering these questions. (Helpful hints on recognizing possible under-age
beverage seekers: physical appearance, clothing styles, mannerisms such as nervousness, excessive use of
“um”, avoids answering question.)
Reminder: If you have any doubt about the validity of the ID or the age of the person, you are not required to
sell anything to them.
Attach a wristband on each person whose ID was checked. Do not allow the customer to take the wristband
without putting it on the person’s wrist.
Make sure the customer has been ID’d before handing off the beverage! The person who sells the beverage
and checks the ID is the only person permitted to hand the beverage to the customer.
Handling subsequent purchases by a person with a wristband:
Please visually check that the wristband is in ‘perfect’ shape - if it is torn, stretched, or
damaged in any way, you need to replace it - re-check the person’s ID, and give them a new
wristband. ANY TIME you are uncomfortable about the validity of the purchaser’s age, you
are encouraged to go ahead and ask to see their ID again (or ask their birthdate for
verification), to “double check”.
You are never required to sell alcohol to anyone. Each sale is based on your personal judgement of the legality
and validity of the sale, plus the level of intoxication of the customer.
Runners and other beverage booth operators should keep an eye out for suspicious activity, such as customers
handing beverages to other people who appear under-age.
Patrons cannot leave Festival grounds with alcohol. Police are stationed near the exits to monitor this.
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Intoxicated Patrons
If you feel the patron has had too much to drink, do not sell. Call the Beverage Committee and/or CPD
(Columbus Police) on radio to handle the patron. CPD will remove intoxicated patrons.
Please Note: As a server, you will be responsible if an over-served patron gets in an accident. You could be
liable for any incident, injury or property damage caused by a patron who has been overserved, including the
possibility of criminal prosecution. Please do not hesitate to refuse sales if you are not comfortable. The
Festival will support your decision.
Selling alcoholic beverages to a person under 21 years of age is punishable by law with the
issue of a citation of up to $1000 and/or 6 months jail. If someone at the Festival were to
sell beverages to a minor, the Festival’s beverage permit would be revoked and the person
who actually sold the beverage would be charged criminally. This is why it is very important
to be sure that ID’s have been checked for each purchaser. In addition, in some cases a
warrant for arrest can follow.
* An undercover officer or minor from the liquor control agency could approach your booth in plain clothing
attempting to purchase a beverage. Make sure to follow the appropriate procedures. If you ask the age of a
minor that is working for the agency, they will tell you the truth.
Handling Product
WINE – The wine vendor will deliver product to your booth. Place white wine in the tabletop ice tray for
chilling as needed. You will have a laminated page describing the qualities of the different products. The wine
vendor may redistribute some of your product as needed. Wine should be kept in refrigerators, iced coolers or
on ice in the tabletop tray provided by the wine vendor. Do not submerge wine bottles in water to keep them
cold. CAF will be recycling again this year. Please have your runner make regular trips to the recycling bins to
dispose of used wine bottles and cardboard.
NOTE: Red wine is best served at room temperature, about 65 degrees, and white wine at
about 40 degrees. Remember the 20/20 rule. Keep white wine in the refrigerators until about
20 minutes before sales and place red wine in the refrigerator for 20 minutes before serving.
Don’t forget that wine left on the table and not “iced” will get warm quickly in 85 degree heat.
BEER - Beer representatives are on-site throughout the festival to assist you with product. You will have import
and domestic on tap. Pour with the tap fully opened and tilt the cup to the side as you pour to avoid excess
head. Some is unavoidable but please try to give a full cup. Slow pour or pouring into the center of the cup will
cause excess head and a less than full pour. You will also have a large tub filled with aluminum bottles of
Miller Light. You are to serve those bottles only after removing the top.
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POP/WATER - Start with a full cooler of product and work with the restocking teams to make sure the product
is kept cold and available. NOTE: Police officers, Fire Department Paramedics, Coordinating Committee
Members (Arts Festival Logo polo shirts), Festival volunteers (2016 volunteer t-shirts) are to be provided with
water (only) at no charge. You will have a tally sheet to record the number of bottles of water that you
distribute to these persons. Failure to correctly document the number of bottles of water that are given to
these persons will affect your take for the Festival.
ICE - There will be several ice chests on-site. If you are in need of ice, a Runner should retrieve the ice from a
chest. Ice Guys will maintain the chests so that all vendors have access. If the ice chest nearest to your station
is running low, call for ice 30 min. ahead of time, before you completely run out. You may sell bags of ice for
$5 each- artists have been advised that they have to pay for ice.
CUPS - White cups are provided specifically for beer. Clear plastic cups are provided for wine use only. A
marked cup will be left in the booth to show you how full to fill it. The festival pays for all cups, so please do
not waste them, let them roll away or get damaged by water.
NOTE TO SUNDAY VOLUNTEERS ONLY - Please start the day with full bins of water and white wine but slow
down on refilling your ice bin with product toward the end of the day based on how much you are selling. The
vendors will not take back any product that has been submerged in water.
Money Procedures
Only a Columbus Police Officer or Festival Staff with a CAF name tag stating their position can approach the
booth about bank issues.
Secure all cash in your apron. Make sure bills aren’t falling out when you reach in. All large bills go to the
booth LEAD. Hand off large amounts of bills to booth LEAD periodically. Do not hold large amounts of bills in
your hand when making change.
In any case, Leads should collect large bills from their servers frequently and place them in a secure place on
their person- in your apron or pocket- until money collection staff can pick up your large bills. Please
understand that you will be handling large amounts of cash and that GCAC staff who collect cash from your
booths will also be handling large amounts of cash. It is important that general patrons at the Festival are
not aware of cash transfers, as that may jeopardize the safety of our staff, their police escorts and your
booth volunteers. NEVER announce that you are collecting large bills at any time during the Festival; collect
the large bills from your servers QUIELTY and on a frequent basis.
***Beer/Wine cash and Pop/Water cash MUST stay separate.***
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Closing the Booth
Closing shift: stay until the booth is closed by festival staff (approx. 15-30 min. after festival closing). Do not
leave your booth until you have properly closed/secured the booth and all product, have turned in your bank
and are relieved by a member of the Beverage Committee who will take possession of your radio.
Stop selling promptly at closing time; 10:30 p.m. on Friday and Saturday, 5 p.m. on Sunday.
Designated bank rep with Columbus Police officer will arrive to pick up your bank as prepared by the LEAD. The
LEAD and at least 1 other person must wait for cash pick-up. Please double-check all apron pockets before
storing them for the night.
Please place all recyclables in the proper area at the nearest receptacle. There are recycling containers for
plastic and glass. Place all other trash in designated areas.
Please replace torn or damaged table covers.
Please store all booth supplies (empty cash drawer, booth binder, paper towels, wine key, etc.) in the beer
trailer. (Except on Sunday when the Beverage committee will be collecting them). If aprons are wet please lay
them out to dry inside the trailer.
Set wet bar towels aside to be picked up. A clean set of towels will be provided each day.
Please close up your tent with the panels provided before leaving the tent.
Wait for a Beverage committee member to arrive to sign you out and dismiss you.
Sunday Closers- please rack all the unsold non-alcoholic beverages back into carriers with like beverages
together. Please work together to collapse your tables and chairs and stack them on the sidewalk at the
intersection nearest your booth.
Sunday Only: Beverage Committee Members will be conducting a final inventory at the close of the Festival
on Sunday. Please assist in this process if asked.
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TIPS FOR SUCCESSFUL FESTIVAL
Wear comfortable shoes and layers to prepare for changes in weather. Flip-flops and sandals are not
recommended, as they may result in injury while working. The floors in the booths will be slippery
and wet at times and your co-workers will step on your feet!
Keep in mind that there is no secure storage available for personal items (purses, etc.)
The festival does not provide t-shirts. Wear your organization’s t-shirt and promote it with pride.
Be friendly and welcoming; the more you sell, the more your group will make!
Take breaks to eat, drink plenty of water and have fun!
Remember: If you question a person’s ID, think they’ve had too much or are uneasy
about a sale for any reason, you have the right to refuse to sell. Call for a Beverage
committee member or Columbus Police Officer for assistance. When in doubt DON’T
SELL. CAF’s liquor license could be revoked for future years and CAF and you
personally can be held liable for consequences of selling to minors or intoxicated
persons.
Thank You for Volunteering at the 2016 Columbus Arts Festival!!
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