Lighthouse Lunch Stop
Stu & Janie Goldenberg

Team Size: 43

Coordination Required:
•	Food Ordering Captain (Craig Armstrong)
•	Volunteer Captain (Ernest Cole)
•	Surplus Food Captain (Mike and Charlotte Byrne)
•	Recycling Captain (Peg Heathcote)
•	Port-a-potty Captain (JoAnn Gray)
•	Truck Driver (Barry Lewis)

Initial Tasks- June to September:
•	Verify that volunteer captain has correct team size (42 so that we can have 3 shifts)
•	Check previous Shamel lunch folder for past information

August and September Tasks:
•	After receiving food and supply list from food captain, compare it with last years list and discuss with food captain any possible changes that are necessary.
•	After receiving volunteer list, make contact with workers (at meetings, rides, by telephone, by email,...) to confirm that they will be working. Let them know about brunch and pre-ride. Because we have so many volunteers that have worked at lunch before, we will phone each of them to find out which shift they want to work, confirm t-shirt size, and let them know they can skip the volunteer meeting. Those that haven’t worked with us before will attend a volunteer meeting at the Library on September 26.
•	Check previous lunch folder for information that was suggested from the last ride and to see what the volunteers need to bring.
•	If the layout will be the same at Shamel Park, make copies from the previous folder. Update as needed. Also, write a general cover letter. Send this out by email, asking for responses by email to let us know they received the information and could open the attachments.
•	Get t-shirts early and give them out when possible. Or give them out at Volunteer Meeting or Saturday morning of the ride.
•	Arrange to have someone pick up carrots, celery, lettuce, onions, and tomatoes from the market (Vons in Marigold Center) by 8:00 a.m. on the morning of the ride. These need to be at the lunch stop by approx. 9:00 a.m.
•	Volunteer Meeting -(This meeting is mandatory for new lunch volunteers, or anyone that wants to come.)
o	Discuss days schedule: truck arrives at 8:00 a.m., we unload and set up all food and supplies. The early shift arrives and unloads and sets up. The middle shift and late shift come as assigned and work in the various jobs. The late shift cleans up and loads truck.
o	Discuss time schedule with volunteers (early shift at 8:00 a.m. to set up and stay until 1:00 p.m., middle shift from 10:00 a.m. to 2:00 p.m., later shift at 11:00 a.m. and stay until clean-up is done around 4:00 p.m.). {See Notes for Lunch Volunteers} The middle shift is specifically for workers, usually repeat workers, that want to help, but due to medical or age constraints, cannot do heavy lifting, such as unloading and loading the truck. This shift is much smaller than the other two shifts.
o	Discuss what volunteers should bring (t-shirt, lawn chair, hat, sun block)
o	We (Stu and Janie) bring 3-burner Coleman stove, fuel, spark starter, name tags, and rags and cleaner for cleaning park tables.
o	Pick up first aid kit, and signs at Thursday volunteer meeting. If possible, get route slips, barbecue tickets and patches. Talk to registration captain about getting these. Distribute t-shirts to volunteers.
•	Make name tags for volunteers.
•	Make muffins (or coffee cake) for volunteers to eat as they set up on day of ride.

Friday Before Ride:
Food Fight - Meet at market (Vons, Marigold Center) to check and see that food and supplies are put into the truck. The food captains and the truck loaders have the list checked off and we come to make sure items are on the truck and that certain items (canopies, hand truck, tables, etc) are loaded at the back of the truck. We also label the ice chests as to what is in them. We take the starter kit with us so that we will have the spike and hammer to put up the signs (that we got at the volunteer meeting) near our lunch stop. Confirm with market manager exactly what vegetables will be picked up on Saturday morning by our volunteer and where these things will be found. Let the volunteer know this information. If possible, have the volunteer meet us at the market to see where items will be stored. The volunteer will be at the market at 8:00 a.m. and will deliver the items to the lunch stop.
	
Day of Ride Tasks:
•	Get to Shamel Park a little before 8:00 a.m.  Put up signs. Early crew and truck arrives.
•	Set up hot drink area and begin heating water, clean park tables, unload truck (set up canopies and tables before unloading food and supplies), cover tables, put out decorations, unload and organize food and supplies, begin preparing trays of food, set-up water and drink table.
•	Lunch Stop opens at 10:00 a.m. and closes at 3:00 p.m. This is new. There is a snack stop at the same park and early and late riders will go there for food.
•	Have one sandwich table ready for first riders. Continue to prepare and keep tables ready for riders, setting up the additional 3 sandwich tables as needed. 
•	Middle and then Late crews arrive. 
•	Talk to riders and have a good time.
•	Have 2 people sweep park for rubbish (use pick-up tools). 
•	Have greeters to point out where to go for the food to the tired and hungry riders. 
•	Frequently check trash cans and empty as needed.
•	Occasionally check honey huts and park toilets to see if toilet paper is needed.
•	Keep track of what and when we run out of food items.
•	At the end of the ride, give the surplus food that can be used to the Surplus Food Captain.  Hold back unopened cans, etc, that can be used for upcoming club rides, and some of the cobbler (if any is left) for the brunch the next day. (We have found that it doesn’t taste good if frozen and kept for the club meeting.)  If the unopened cans, etc, have a short dating, put in a separate box and label so that they can be returned to the store.
•	Work with the recycling captains throughout the day.
•	If any ice chests, water jugs, canopies, etc, are broken, label them before putting them on the truck.
•	Before closing down, go over food and supply lists and make notes about what was left over, what we ran out of and any suggestions for future rides. If possible, weigh the left over meat, cheese, and salads, to accurately know how much is left over. Often the bags are labeled with the quantity in each.
•	Pack up everything, loading the truck as we do it.

Post Ride Tasks:
•	Type up captains report and food and supply lists, noting what was enjoyed by the riders, what we ran out of, etc...
•	Make copies of the report (hard copy or electronic) for the Shamel Park lunch folder, for the food ordering captains, for the port-a-potty captain, and for the volunteer captain as appropriate . We keep a copy of all materials related to the lunch stop in a separate folder. This is our insurance policy just in case the folder is lost.
•	Wash and fold aprons and return them to the clean-up captain at the brunch. We have found that when washing the aprons, it is best to wash them with other laundry (save your towels and sheets to wash with them) and do about 4 loads for the 45 aprons. Otherwise, they get knotted up.

Attend Post Mortem Meeting:
•	Turn in all reports
•	Bring folder and discuss issues from the ride

Send out Thank-You notes and pictures to volunteers

Notes for Lunch 
Goal: Have Fun and Feed the Participants

Volunteer Meeting (for those who have not previously worked at lunch) - Thursday, September 26 (at SLO  library), 7:00 p.m.. If you have worked before at lunch, you don’t need to attend the meeting. You have volunteered to come to work the EARLY shift, the LATE shift, or the MIDDLE shift. (See #2 below)

1.	Days schedule: truck arrives at 8:00 a.m., we unload and set up all food and supplies. We will be open for serving lunch at 10:00 a.m. Our lunch stop will close at 3:00 p.m. We start taking things down before then.
2.	Volunteer time schedule: early shift  at 8:00 a.m. to set up and stay until 1:00 p.m., middle shift will arrive at 10:00 a.m. and work until 2:00 p.m., and late shift at 11:00 a.m. and stay until clean-up is done around 4:00 p.m.  We will take group pictures - PLEASE help me remember to do this!  We will have overlaps of workers. ALL shifts will work between 11:00 a.m.- 1:00 p.m.. This will be during the busy time. Early shift will train the middle and late shift and continue working until 1:00. Early shift will have their lunch before rush or when they are finished. The Middle and Late shift will have their lunch when rush is over.
3.	Volunteers should bring: t-shirt (available at volunteer meeting or day-of-ride - or perhaps from us earlier), jacket or sweatshirt, lawn chair, hat, sun block.
4.	A few things to be aware of:
•	Look at the big picture.
•	Use cans or jars first if marked “use first”.
•	Use plastic gloves when handling food.	
•	Take off aprons before going into the toilets.
•	Change gloves often - they can get pretty dirty!
•	Switch jobs with others.  Food prep workers have priority if they want out from the back to work in front and be with the bicycle participants. Be flexible.
•	Try to take snack break prior to rush.
5.	We will cover the picnic tables in the park with plastic tablecloths. The club banners are displayed, the message board with route sheets will be available, and garbage cans are spread throughout the park.