Thank you, Volunteers!

Thank you for signing up to help with setting up the food and drinks for this event. The following arrangements outlined below are meant to be suggestions and used as guides. By all means, please feel free to adjust them if you have a vision you’d like to try. Each volunteer is paired with a primary responsibility. Don’t hesitate to ask each other for help or to jump in and help each other where needed.

Amy Alvarez (Welcome & Pumpkin Craft), Holly Rowe (Beverages), Kathy Reynolds (Appetizers), Seena Polivy (Buffet), Janette Dull (Chili)

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Setup Tasks

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Welcome Table

The receiving table is located at entrance to the ping pong patio.

  1. Find the bin of welcome table supplies under the welcome table.
  2. Cover the table with a white table cover.
  3. Arrange some pumpkins on the table.
  4. Set out a clipboard with the registered guest list and a clipboard for last minute guests to sign-in.
  5. When Laura Wright or Linnea Kessler-Gowell arrive, tell them the cash box is on a shelf in the UPPER STORAGE ROOM.

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Beverages

The beverages tables is located on the Middle Deck along the right railing beside the appetizers table.

1. Retrieve the beverages and supplies from storage

  1. In the UPPER STORAGE ROOM, there is a case of red wine on a shelf to the left, and several bottles of white wine, 5 jugs of apple cider, and 5 jugs of lemonade in the fridge. Bring everything to the Beverages table. There is an empty wine box that you can use to transport the white wine. You can also use the cart.
  2. In the LOWER STORAGE ROOM, there are 2 jugs of water, 3 bottles of seltzer, and a bottle of root beer in the fridge. There are also two clear plastic ice buckets on the left shelf and bin of cups and table covers on on the lower right shelf. Bring everything to the Beverages table.

2. Set up the beverages

  1. Cover the table with a white table cover.
  2. Arrange a variety of white wines in one ice bucket. Fill ice in around the wine bottles.
  3. Fill the other ice bin with ice.
  4. Arrange the ice buckets, drinks, and cups on the beverage table grouping the non-alcoholic drinks to one side of the table and beer and wine to the other side.
  5. Put extra drinks under the table. Use the coolers, if possible.
  6. Store the cups bin under the table.

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Appetizers

The appetizers table is located on the Middle Deck along the right railing beside the beverages table.

1. Retrieve the appetizers

  1. In the LOWER STORAGE ROOM, there are white table covers, and small plates. These supplies may have been brought up and moved to the staging tables at the back of the deck.
  2. UNDER THE TABLE, there will be a bin of assorted nibblers. Snacks include dips, chips, crisps, chocolate bark, and party mix. Serving bowls will also be in the bin.

2. Set up the appetizers

  1. Cover the table with a white table cover.
  2. Arrange the platter and serving bowls on the table.
  3. Set out stack of small plates and napkins on the table.
  4. Fill the large white bowls with pita chips and pretzel crisps. There is a round hummus and spinach dip tray that goes with it.
  5. Fill the wooden bowls with party mix, chocolate bark, pretzel bits, and cranberry pumpkin crisps.
  6. Fill the white footed bowl with cubed cheddar cheese.
  7. Place a platter of grapes, cheese, and crackers in the center of the table.
  8. Remove the lids off all the food.
  9. Store the lids in the bin under the table.
  10. Add spreaders and spoons where needed.

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Buffet Line

The buffet tables are located on the Middle Deck under the canopy. There is a staging table against the back railing to set things down out of the way.

1. Retrieve supplies from storage

  1. In the LOWER STORAGE ROOM, there are white table covers, steam tray racks, fuel gel, lighter, paper plates, napkins, serving utensils, and cutlery stored in bins on the shelves. Bring everything up to the Middle Deck.
  2. Tuck the bins under the staging table.

2. Set up steam tray racks

  1. Cover the buffet tables with table covers.
  2. Set out 2 stacks of plates at the end of the buffet line furthest from the steps.
  3. Set out chafing racks (2 rows of 5) down the buffet line.
  4. Put fuel canisters in the racks that will hold hot food (see picture).
  5. Put an empty tray in each rack that will hold hot food.
  6. Fill the trays with an inch of water. Water pitchers can be found in the lower storage room.

3. Set up the food

  1. When it arrives, store the trays of food on the staging table.
  2. When it arrives, store the trays of apple crisp and donuts on the right staging table.
  3. Set out the food in the order shown in the picture below.
  4. Leave the lids on.
  5. Set out serving utensils.
  6. Remove the lids from the fuel and store them in a small aluminum tray. Set the tray aside in a safe place out of the way on the staging table.
  7. Light the fuel under the hot food trays.

4. Open the buffet

  1. When it is time to open the buffet, remove the lids from the food trays and place them stacked, upside down on the staging table.
  2. Put serving utensils in each tray of food.
  3. Remove the lids from the barbecue sauce and put them in a cup.
  4. Put the cup in a safe place out of the way on the staging table.

Buffet layout

Hot food is highlighted in yellow.

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Set up Chili Station

The chili table is located on the sidewalk in front of the Middle Deck.

1. Retrieve supplies from storage

  1. In the LOWER STORAGE ROOM, there are white table covers, large plastic serving bowls for chips, and serving ladles. Some of these supplies may have been brought up and moved to the staging tables at the back of the deck.
  2. UNDER THE TABLE, there will be a brown paper bag with tortilla scoop chips.

2. Set up chili and toppings

  1. Cover the table with a table cover.
  2. Janette Dull is bringing the chili and accompanying supplies.
  3. Arrange the chili, toppings, bowls, and spoons on this table.

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Pumpkin Craft

The Pumpkin Craft picnic tables are located on the mulched area of the playground.

  1. Cover each table with a white table cover.
  2. On each of the tables, set out a muffin tin with gem stickers and a container of markers, colored tape, and a pair of scissors.
  3. Remove the lids from the muffin tins and containers and place them under their respective tin/container.
  4. Scatter sticker sheets along the center of each table
  5. Arrange the pumpkins along the center of each table.
  6. Store the Pumpkin Craft bin under one of the tables.

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