Booths and Food Committee

Committee Heads: Lynette Zotomayor and Lourdes Hermoso

Scope of Responsibilities:

1. Finalize the tents to be used for the Family Day. Follow up on Joseph Mabilog's connection with Pepsi for free tents. Pepsi may request, in exchange, for its drinks to be exclusively sold during the Family Day (including juices & water). In this case, each booth leaser will have to bring their own tables, table cloth & chairs.

2. If this doesn't work out, try to get free tents from another sponsor. La Salle Canlubang had a connection with Coke. If still not workable, ask the overall coordinator for the booth rental contact person used for Family Day 2 years ago. This rental will include tables, 1 per booth. There are 4 booths per tent. We need to pay a rental fee for each tent. In this case, there will be no need to arrange for additional rental of tables.

3. Determine / finalize the following information along with the overall coordinator & the concerned school personnel (usually Ms Gerg Santos):

a. How many booths will be allowed -- usually depends on the kind of tents available & how many will fit in the booth area
b. Number of Food Booths & Non-food Booths -- Booth Committee Head Lui Gonzalez (2 years ago) suggests alloting more booths for food than for non-food
c. Location on SSCW premises of booth tents (new locations may be allowed this schoolyear)
d. General area assigned for Food & Non-food Booths
e. Booth Rental Fee
f. Things / equipment allowed to be brought in per Booth (Ex. oven toaster, chairs, garbage bag, etc)
g. Whether the Family Day will extend up to evening (thus requiring extra electricity for lights -- originally, electricity supply will be sufficient only for 3 sockets per booth, for small appliances such as oven toaster, no lights)
h. How many booths per kind of food, ex. 2 booths for Italian food, 2 booths for bbq, 2 booths for desserts (Each booth leaser will sign a contract specifiying the kind of food they will sell exclusively).

4. Finalize the Booth Contract to be signed by Booth Leasers for approval of Sisters Ida and Bellarmine. Prepare only enough for the available number of booths.

5. Finalize the circular regarding Booth Rentals to be distributed to all SSCW parents. Get the approval of Sisters Ida & Bellarmine before releasing. These final letters need to be signed by the HSPA & GSPA Presidents, Year 2 Parent President, Family Day overall coordinator, Booths & Foods Committee Heads & Sisters Ida & Bellarmine. Gathering of signatures will take weeks. An option would be to gather specimen signatures of all parties ahead of time (5 sample signatures on a piece of bond paper per person), to be pasted on by Ms. Gerg Santos just before the printing & mimeographing upon approval of Sisters Ida & Bellarmine of the text.

6. Arrange for the Booth rental fee payments with Ms Gerg's office. Provide her a receipt booklet. Regularly visit or call her to check in on who has signed up & paid. Booth Rental fee: P600 Individual / Parent, P1,200 Corporate. Final Booth leasers will be recognized only if they pay the rental fee in total. Reservations without payment of the rental fee will not be officially recognized. This matter will be made clear in the circular to parents.

8. Coordinate the time of delivery of booths, usually 6-8am on Family Day itself. Joseph Mabilog suggests officially announcing it to be at 6-7am, but we will still allow latecomers up to 8am.

9. Be present during ingress of booths & booth leasers with their equipment on Family Day to personally supervise the whole process. There may be several concerns & adjustments to be made despite careful planning beforehand. Have on hand your final map of booth placements (which booth is assigned where). Before the arrival of the Booth Leasers, paste on to each table the name of the booth assigned for that space to avoid confusion & friction between leasers.

10. Be responsible for collecting the total amount of booth rental fees paid to Ms Gerg Santos. When complete, turn this amount & the receipt booklet to the overall coordinator.

11. Make sure all electric outlets for the booths are in working condition on Saturday, January 31.

12. Before & on the Family Day, gently remind Booth Leasers that they may bring the type of food they declared / listed in their contracts. If they decide to bring other types of food at the last minute, this will conflict with the other booths assigned to that type of food. Ex. BBQ booths may complain if they discover that a Pasta Booth decided to add BBQ to its menu at the last minute, as it may detract from their sales.

13. From the total number of available booths, make the following early reservations:
a. For the Grade School Parent Association (GSPA) - free
b. For the High School Parent Association (HSPA) - free
c. For high school year levels who request
d. For grade school parent levels who request
e. For SSCW administrative personnel who request
f. For teachers who request
g. For Student batches (ex. Year IV, Grade 5) - free
Note: Parent leasers will have to pay the fee.
If there are, you will be informed, being the Committee Head.

Note: The overall coordinator will send the Committee Heads the drafts of both the Booth Contract & Booth Rental Circular to parents.