Administrative Procedure 3701 - Operation of Concession Stands

I. Purpose

To provide procedures for the operation of concession stands at all athletic and other school events.

II. Policy

Board of Education Policy 5135 provides overall guidance for fund raising activities, and specifically requires that all funds raised in the name of the school or for school organizations be deposited in the school’s depository as a part of the school’s Activities Fund.

III. Definitions

1. Assistant Coordinator: A person designated by the principal of the operating school to function for and in the absence of the Coordinator.
2. Athletic Schedule: The schedule of athletic events promulgated by the Supervisor of Interscholastic Athletics for high schools showing locations.
3. Certified Food Service Manager: A person who has passed a nationally recognized food safety course and possesses a current Food Service Manager Card issued by the Prince George’s County Health Department.
4. Coordinator: The person designated by the principal of the operating school to be in charge of concession stand matters for the event concerned, including arrangements with the vendor, accounting for merchandise, collection and deposit of all money involved with the school bookkeeper, and other actions necessary to ensure good results.
5. Home Team School: The school shown in the Athletic Schedule as the Home Team for the event concerned.
6. Indoor Concession Operations: An event held primarily indoors with concessions housed indoors.
7. Operating School: The school which will be in charge of the concession stand operation, handling of money and reporting transactions with the vendor. The operating school may be, by choice, in the order of priority as follows: (a) the designated Home Team School, (b) the designated Visiting Team School, or (c) the Site School.
8. Outdoor Concession Operations: An event held primarily outdoors with concessions housed outdoors.
9. School Sponsored Event: An event sponsored by students, staff, or organizations affiliated with PGCPS or for students who attend a PGCPS.
10. Site School: Neutral site for an athletic event.
11. Visiting Home School: The school shown in the Athletic Schedule as the Visiting Team for the event concerned.

IV. Procedures

These procedures provide for scheduling concession stand services and for
coordinating related operations.

1. Each high school or middle school must have a Certified Food Service Manager in order to operate a concession stand.
2. All school sponsored events providing concession services must complete the attached request to the school principal or his/her designee. The athletic schedule shall suffice for athletic events and all applicable contests shall be submitted by the school athletic director to the principal.
3. Requirements for Indoor Events:
   1. A Certified Food Service Manager must be in charge of all prepared foods.
   2. The Athletic Director must apply for a permit for concessions at least one (1) week prior to the athletic event. Permits may be obtained from the Prince George’s County Health Department Website.
   3. The Checklist for Class II-Special Food Service Facilities must be reviewed and implemented for all concession operations.
   4. Safe food handling procedures shall be posted in all concession stands.
   5. Inventory of all items for sale must be done before and after each event.
   6. Prepared foods must be prepared in an approved concession stand, by an approved vendor, or the school cafeteria. If prepared in the cafeteria, cafeteria personnel must be employed to prepare food items to be sold. Hot dog grillers may be purchased for indoor use.
   7. Home preparation/and or storage of food is not allowed.
   8. Prepackaged items may be sold. Food that is ready to serve must be handled with gloves or utensils. Employees cannot use their bare hands to handle food.
   9. It is recommended that all schools purchase one or more cash registers that have the capability to store food prices and print receipts for use in the concession stands. If a cash register is not used an alternate method must be developed to verify food sales and receipts. Selling tickets for concession items would be the recommended alternative.
   10. Booster groups/concession operators/vendors must turn over all funds to the appropriate school staff as soon as the concession stand closes.
4. Requirements for Outdoor Events:
   1. A Certified Food Service Manager must be in charge of all prepared foods.
   2. Athletic Director must apply for a permit for concessions prior to August 1 of each school year. Applications can be found on the Prince George’s County Health Department Website.
   3. For outdoor grilling or frying, a Single Day Permit must be secured by the Athletic Director.
   4. The Checklist for Class II-Special Food Service Facilities must be reviewed and implemented for all single Day Permits.
   5. Safe food handling procedures shall be posted in all concession stands.
   6. Inventory of all items for sale must be done before and after each event.
   7. Prepared foods must be prepared in an approved concession stand, by an approved vendor, or the school cafeteria. If prepared in the cafeteria, cafeteria personnel must be employed to prepare food items to be sold.
   8. Home preparation/and or storage of food is not allowed.
   9. Prepackaged items may be sold. Food that is ready to serve must be handled with gloves or utensils. Employees cannot use their bare hands to handle food.
   10. It is recommended that all schools purchase one or more cash registers that have the capability to store food prices and print receipts for use in the concession stands. If a cash register is not used an alternate method must be developed to verify  food sales and receipts. Selling tickets for concession items would be the recommended alternative.
   11. Booster groups/concession operator/vendors must turn over all funds to the appropriate school staff as soon as the concession stand closes.

V. Related Policies and Procedures

• AP 3702 - Ticket Sales, Money Collection, and Accounting for Athletic Events

VI. Maintenance and Update of These Procedures

These procedures originate with the Office of Interscholastic Athletics, Department of Food and Nutrition Services and the Office of Risk Management and shall be updated as needed.

VII. Cancellations and Supersedures

This Administrative Procedure cancels and supersedes Administrative Procedure 3701, dated September 2, 2008.

VIII. Effective Date

October 7, 2014.

About This Procedure

Last Revised: October 7, 2014

Documents

• Administrative Procedure 3701 - Operation of Concession Stands.pdf
• Administrative Procedure 3701 Attachment 1- Checklist for Class II - Special Food Services Facilities Single Day Events.pdf
• Administrative Procedure 3701 Attachment 2 - Guidelines for Outdoor Food Preparation.pdf
• Administrative Procedure 3701 Attachment 3 - Concessions Request Form.pdf