The Ultimate Guide to Running a
Successful Concession Stand
Presented by Craig Cuchra, Brand Manager
What I hope you gain from this
session
1. Address basic concession stand
start up questions
2. Point out some obvious and “not
so obvious” helpful hints
3.
Q&A session to help answer
some specific questions you
may have
The 10 basic questions that every
concession stand operator should know
1. Multiple or Single Locations
2. Staffing
3. Location
4. Hours
5. Menu and Pricing
6. Inventory
7. Storage
8. Equipment
9. Money
10. Transportation
The 10 basic questions that every
concession stand operator should know
1. Multiple or Single Locations
2. Staffing
3. Location
4. Hours
5. Menu and Pricing
6. Inventory
7. Storage
8. Equipment
9. Money
10. Transportation
Let’s take a look
at each one
1. How many locations will we
operate (at the same time)?
Layout of the park and park rules will play a large
role
•
Are you in a soccer “prarieland” or “megaplex”?
Need to decide between one central location or
multiple locations
Each has their advantages and disadvantages
There is no right or wrong answer – Use what works for
you and what you know you can manage
2. How will we staff our stand?
The set up and profit goals will dictate staffing needs
Establish responsibilities (jobs) before volunteers
arrive
Stocking and restocking
Stand maintenance and upkeep
Cash management
Stand set up and tear down
Inventory purchasing
Selling
When working with your volunteers make sure you:
Are clear and consistent
Emphasize that you appreciate their help
Express you need their active participation
3. Where should we locate our stand?
More people who see your stand = More sales =
Greater Profit
Key locations to consider for your concession stand
•
Intersections between fields
•
Pedestrian entrances and exists in parking lots
•
Near public facilities such as shelters or bathrooms
•
Near landmarks, sculptures or other physical objects
Could include playgrounds, basketball hoops,
skateparks
4. What hours should the stand be open?
The league or tournament schedule will be a major
factor
Two rules to follow regarding operating hours:
1. Snack time can be any time
2. Someone will always be hungry or thirsty
Children are you main consumers, but don’t forget
the adults
Coffee for early morning games
Hot food during meal times
Remember your volunteers schedules as well
5. What items will be on the menu
and how should we price them?
Children are your consumers so keep the menu
simple and the pricing clear
General Guidelines
1. Purchase products that can be priced at same levels
2. Generally price items 2X what you paid for them
3. Value combos can be very helpful
4. Displaying products with pricing is important
5. Stick to your menu, but be flexible if you need to be
Make purchasing decisions easy for you customers!
6. How much inventory should we
purchase and variety?
Last year’s sales history is a good place to start
League rosters will also be helpful to estimate the
# of potential customers.
Number of teams playing:
10
Players per team:
= Total Players
Parents/guardians per player
Siblings, friends, family per player
= Total Spectators per player
Total People (120 X 4)
12
120
2
2
4
480
Keeping good records of what was sold will help
you get a quick grasp of inventory levels
7. What are our storage needs?
This largely depends on if you are selling anything
that is sensitive to heat or cold
In either case use good judgment
Be mindful of the weather conditions
Can that chocolate bar hold up in a storage locker in
the middle of summer?
Drinks, granola bars, and non-chocolate candy hold
up well in all weather conditions
On-site storage can have advantages but be
careful.
8. What other equipment will we need?
Depends on two factors
1.
single or multiple locations
2.
serving hot and/or cold food
Single location
Canopy tent
Folding table and chairs
Multiple locations
Folding card table
Umbrellas
Other basic equipment:
Cash box
Bug Spray
Calculator
Tape
Menu Boards
Rope / Bungees
First Aid Kit
Latex Gloves
Garbage cans
Paper Towels
Markers
Sanitary Gel
Wasp / Bee Rep.
9. How will we handle money before,
during and after the stand is open?
Assigning the job as “Cashbox Supervisor” is
critical.
Specific responsibilities include:
1.
Having enough small bills and coins for early
transactions
2.
Removing excess cash from the drawer during
the day
3.
Reconciling incoming cash with remaining
inventory
4.
Moving cash from the field to the bank.
5.
Resolve and monetary disputes or issues
10. How will we transport our inventory
between the store, our stand and storage
facility?
Most of the time the person buying the products is
also storing the “leftovers” for future use.
It is critical to maintain a weekly log of what you
purchased, sold, and the left over inventory.
1.
Helps in making restocking easier
2.
Helps in determining if you menu is working for
you
3.
Helps for making next year or the next
tournament easier to manage.
Volunteer checklist
Communication with your volunteers is the key to success
for your concession stand. Remember to answer these
questions.
1. Do the volunteers understand where they should report and when?
2. Do I have each volunteer’s confirmation on work schedules and a phone
#?
3. Do the volunteers know who to call in an emergency?
4. Does each volunteer understand their responsibility?
5. Have I asked volunteers to bring extra coolers, chairs, garbage bags, etc?
6. Do the volunteers understand the menu and pricing?
7. Have I trained the volunteers on the handling of money?
8. Do the volunteers understand our customer refund policy?
9. Do the volunteers understand our policy on helping themselves to
products?
10. Do any of the volunteers have special needs?
Available Forms : Contact List
US Youth Soccer
Field Facility Contact List
Facility Name:
Location:
Name
Job Description
Field Manager
Field Maintenance
League President
Rain-out number
Concession stand coordinator
Notes:
Home Phone
Work Phone
Cell Phone
Email
Available Forms : Volunteer Contact List
US Youth Soccer
Volunteer Contact List
League:
Location:
Name
Job Description
Potential Job Descriptions:
Stocking and restocking
Maintenance and upkeep
Cash management
Set-up and tear-down
Inventory purchasing
Notes:
Mon
Tues
Weds
Availability
Thurs
Fri
Sat
Sun
Home
Phone Numbers
Work
Email
Cell
Available Forms : Inventory Control
US Youth Soccer
Concession Stand Inventory Control
League:
Location:
Item
Airheads 90ct
Airheads Xtremes Sweetly Sour Belts
Airheads Xtremes Rolls
Category(*)
Non chocolate Candy
Non chocolate Candy
Non chocolate Candy
Enter
Boxes
Purchased
Enter
Pieces
per Box
2
3
2
90
18
50
Calculation
Total
Pieces
180
54
100
How to use this chart:
Calculate the candy and snacks you purchase at Sam's Club in "pieces" or "eaches".
> If you buy 2 boxes of 90ct Airheads bars you have purchased 180 "pieces": enter this in "Total Pieces".
> "Cost" is what you paid for the candy. 2 90ct Airheads boxes cost $7.99 each at Sam's Club.
> "Remaining Quantity" is the product left over at the end of the day.
> " Pieces Sold" is the difference between what you bought and what is left over.
> " Sell Price" is what you are selling the product for.
> " Revenue" is a calculation of the Quantity Sold multiplied by the Sell Price.
Notes:
Enter
Cost
per Box
Calculation
Total
Cost
7.99
6.88
5.99
15.98
20.64
11.98
Enter
Remaining
Quantity
5
3
15
Calculation
Enter
Calculation
Pieces Sold
Sell Price
Revenue
175 $
51 $
85 $
0.25
0.75
0.25
$
$
$
43.75
38.25
21.25
Where do I get all of this information?
Complete documents will be available at
both usyouthsoccer.org and airheads.com
Word files will be in .pdf formats
Spreadsheets will be in Excel formatted
files
Wrap Up
Final points to remember:
Planning is critical for success
Volunteers are your greatest assets
A little paperwork goes a long way to solving
headaches
Have fun and Happy Selling!!
Q&A
If you have further questions or
comments, I will be at our booth
(#1021) for the rest of today and
most of tomorrow.
THANK YOU VERY MUCH