Food and Accommodations Committee Guidelines			

The Food and Accommodations Committee consisting of about three members has worked well in deciding on the meal plan, dining and meeting rooms, and speaker setup requirements.  A personal tour of the Motel by at least of one these members is highly recommend!  You may want to designate someone as Guest Liaison, who will be responsible for accommodations for students, field guides, and guest speakers, since reservations and payments are the responsibility of the Chapter and this has led to confusion for our guests in the past.  For consistency, one person, the Chair, should be the predominate contact person to negotiate meals and prices with the Restaurant Coordinator.  It is advised to jot down any questions ahead of time and take notes on discussions with the Coordinator.  As time passes it is quite easy to forget the agreed to details on either party’s behalf.   

Begin negotiations with the Restaurant in January.  Obtain photos of the dining rooms, meeting rooms, and guests rooms to share with other Committee members. Also obtain a list of menu offerings and prices.  About 80 food orders were priced out for each meal in 2007.  Remember to adjust your estimate to include any meals for fieldtrip guides and evening speakers.  Also price out extra add-ons such as bagels/cream cheese or juice for breakfast or mustard/mayo condiments for box lunches, ice for coolers.  Don’t’ assume everything is include in the general price. Children’s meals are so few that you (may/may not) want to tease out a half-price reduction.  Plan on vegetarian meal options at every meal. You will also need to know the number of vegetarian box lunches (13 in 2007). Keep vegetarian boxes separate from non-veg boxes at pickup.  Also for box lunches, determine the logistics of how and when the food items will be boxed.  It is helpful to include the Fieldtrip Committee on discussions as to who is responsible for obtaining and filling ice chests for the all-day fieldtrips since this item can be unnecessarily confusing during a busy morning launch.  

Tables, seating arrangements, podiums and audio/visual equipment, extra tables for book sales etc. and open/closing times for access to the dining/meeting rooms should all be delineated, as well as start and end times of meals and meetings.  If Club-related items are being stored in the meeting room overnight, determine if the rooms will be locked. There may be separate setup charges for linens and table arrangements, so negotiate a good package  price for the weekend. 

Setting up an excel spreadsheet listing each day’s meal options with prices will help to determine an overall cost estimate. Meals are often priced on a per person basis with other items such as coffee/snacks priced as bulk for 100 people. Do the math, as snacks can be outrageously overpriced (Bowl of popcorn $25). Generally the Restaurant will provide an initial contract, but it is wise to write in your own specifics.  In 2007 food costs on average were $87 per person for an entire weekend  Be prepared for a 24% addition to your initial food bill for Gratuity (18%) and Michigan Sales Tax (6%).  Be smart and give the Motel the Michigan 6% State Tax  Exemption Form for Non-profit Organizations, as this can save your Chapter hundreds of dollars on your final food bill and room charge for invited Club speakers and guides (Guest Liaison take note).  David Steen can provide the necessary documentation and Forms.  

As a guide a Final Contract should be negotiated by April and final meal count available by mid-May.  In general regular email/phone contact with the Restaurant Coordinator is necessary and it is surprising how many items like “I didn’t think about that” are brought to light during a simple conversation.  Also to save yourself  grief, speak with the prior year’s Committee Members for advice and cost estimates. 

Food and Accommodations Committee Guidelines.5.09.2008.rtf