Eliot Institute New Year's Feast Coordinator
Timeline
[Winter Eliot]

Selection: The Feast Coordinator is selected and appointed by the Winter Dean and is responsible to the Dean.

Qualifications: The ideal candidate for this position will have had experience in preparing quality food for large groups. Good organizational and interpersonal skills are essential. Experience in the Food Services Industry and access to wholesalers are definite assets.

General Responsibilities: The Feast Coordinator is responsible for the planning, acquisition, preparation, and serving of food and beverages for the New Year’s Eve Midnight Feast, and for various refreshment breaks and social events during Winter Eliot. These services are beyond those normally provided by the staff of Seabeck Conference Center.

Specific Responsibilities

Review with the Dean (or, if necessary, the Treasurer) the specific budget allocated tot he Feast Coordinator for this conference. This budget may be determined on a “per capita” basis. (It is advisable to plan to be under budget, because unexpected costs always arise.)

Discuss with the Dean:

1. the general type of New Year’s Feast required;

2. the number of refreshment breaks and social events for which you will be responsible;

3. the types of refreshments to be served at breaks and social events (e.g. coffee, tea. cocoa, juice, soup, chili, etc.)

Check with the Registrar to determine the anticipated enrollment for the conference.

Devise a menu for the Feast. Simpler menus always perform best. (Remember: a large assortment of both hot and cold foods only increases the chaos and stress level.) Be sure to plan a vegetarian offering.

Plan your refreshments for breaks and social events.

Communicate your menu plans and total projected costs to the Dean, and confirm your final budget figure.

Contact the Executive Director of Seabeck Conference Center and arrange for the use of the Pines kitchen facilities.

Arrange for the required utensils, mixers, plates, cutlery, cups, etc. Some cooking utensils may be available on loan from Seabeck. Disposable plates, cups, cutlery, napkins, etc. may have to be purchased elsewhere.

Purchase all required food, beverages (non-alcoholic), and supplies prior to your arrival at Seabeck and arrange for their transport to Seabeck.

Ensure that all expenditures are within your budget as determined by the Dean.

Advertise at camp for assistants to help you prepare and serve the Feast, and to assist with cleanup (also at breaks and social events as required).

Prepare and serve at planned times, as arranged with the Dean.

Ensure that all your food and beverage preparation and serving areas are cleaned up immediately after use.

Submit to the Dean, on the final day of the Conference:

1. all outstanding expense vouchers;

2. a final accounting for your services; and

3. any recommendations for future conferences.

 

(Updated 2003)
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New Year's Feast Coordinator Time Line

Before Camp:

Review with the Dean (or, if necessary, the Treasurer) the specific budget allocated tot he Feast Coordinator for this conference. This budget may be determined on a “per capita” basis. (It is advisable to plan to be under budget, because unexpected costs always arise.)

Discuss with the Dean:

the general type of New Year’s Feast required;

the number of refreshment breaks and social events for which you will be responsible;

the types of refreshments to be served at breaks and social events (e.g. coffee, tea. cocoa, juice, soup, chili, etc.)

Check with the Registrar to determine the anticipated enrolment for the conference.

Devise a menu for the Feast. Simpler menus always perform best. (Remember: a large assortment of both hot and cold foods only increases the chaos and stress level.) Be sure to plan a vegetarian offering.

Plan your refreshments for breaks and social events.

Communicate your menu plans and total projected costs to the Dean, and confirm your final budget figure.

Contact the Executive Director of Seabeck Conference Center and arrange for the use of the Pines kitchen facilities.

Arrange for the required utensils, mixers, plates, cutlery, cups, etc. Some cooking utensils may be available on loan from Seabeck. Disposable plates, cups, cutlery, napkins, etc. may have to be purchased elsewhere.

Purchase all required food, beverages (non-alcoholic), and supplies prior to your arrival at Seabeck and arrange for their transport to Seabeck.

Ensure that all expenditures are within your budget as determined by the Dean.

First Dsy Of Camp:

Attend Camp Staff meeting

Advertise at camp for assistants to help you prepare and serve the Feast, and to assist with cleanup (also at breaks and social events as required).

During Camp:

Prepare and serve at planned times, as arranged with the Dean.

Ensure that all your food and beverage preparation and serving areas are cleaned up immediately after use.

Last Day Of Camp:

Be sure all equipment borrowed is returned to its rightful owner.

Clean space used for preparation

What happens to leftover food, supplies?

After Camp:

If not done at camp, submit to the Dean, within two weeks

all outstanding expense vouchers;

a final accounting for your services; and

any recommendations for future conferences.

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