Proposed SOP for All Concessions(4/16/20025):
Western Greenbrier Little League Concession Stand Standard Operating Procedures
- All Western Greenbrier Little League concession stands will operate under the same procedures regardless of location.
- All concession stands will offer the same standard menu items and pricing unless otherwise approved by the league board. Having one standard menu and process allows the league to maintain one online profile, one bank account routing, and one consistent system across all locations.
- All concession stands will accept the same forms of payment, including:
- Zeffy card payments (Tap N' Go or scan QR code and enter themselves)
- Zeffy cash payment option for tracking cash transactions
All transactions must be recorded through Zeffy to help ensure accurate sales tracking, inventory levels, and P&L reporting. Zeffy is free for nonprofits and makes it easy to provide financial information for grants, audits, or financial reviews. Cash transactions can be entered by using “Cash Customer” as the customer name. After the first use, it will auto-populate when typing.
- Transactions will be run through the league’s Moto G Stylus cellular phone. In the event of an operating failure, one backup phone will be available, or our Zeffy page can be accessed on any device if needed - we would only lose the tap n' go feature.
- QR code payment signs should be clearly displayed and customers should be encouraged to scan and pay before ordering whenever possible.
- It is highly recommended that one volunteer be responsible for handling all payment processing while other volunteer(s) focus on preparing and serving food. This is another reason for the simplified menu.
- All workers and volunteers will follow the direction of the site concession stand coordinator. The site concession stand coordinator must have a valid food handler's card and will direct volunteers who do not have one in proper food handling procedures.
- All concession stand operators and volunteers will follow all applicable local health department rules and food safety guidelines, including:
- Proper food handling
- Safe food temperatures
- Cleanliness and sanitation
- Hand washing requirements
- Use of gloves when appropriate
- Proper storage of food and drinks
- Any restocking needs or requests will be verified through Zeffy inventory records and approved and purchased by the league purchasing agent or league concession coordinator.
- All money collected at concession stands must be deposited or turned over to the league treasurer within 24 hours of the event or operating day. Deposits should be made during weekday or Saturday banking hours or through the bank’s night deposit system. Deposit envelopes and deposit slips will be provided.
- Umpires may be paid directly from concession proceeds when necessary. Any umpire payment made from concession funds must be documented:
- Include the umpire’s name/date/level/amount paid
- Include the umpire's signature acknowledging receipt
- Concession stand operators are responsible for securing all money, inventory, and equipment before leaving the facility. Please leave the stand as clean as you found it.
- Any shortages, overages, missing inventory, damaged equipment, or other concerns should be reported to the league treasurer and site coordinator as soon as possible.
- Any exceptions to these procedures must be approved by the league board.