Coordinate ridesharing and ground transportation to Pebble Beach for Jan 26th on-site training
Driver Selection for Groups (personal vehicles)
Distribute maps, directions and schedule
Coordinate ground transportation to Pebble Beach for Event week – February 4-11, 2008
Drives, maps, timeline, communications
Coordinate drivers according to which team they are in, not departments. There should be one to two drivers for each team (Cash Concessions, Chalets, and Skyboxes)
Coordinate co-pilots for each Van, must be in same team as drivers.
Coordinate ground transportation for SEMT departments for event week
Coordinate drivers for Food and Beverage transportation
Coordinate drivers for Uniform transportation
Schedule drop off and pick-up times for Teams and specific departments (Be flexible)
Coordinate a meeting with all drivers and co-pilots to discuss safety and driving schedules by Jan 19th. Assign which van will be in the front, and those that follow.
Rental Car Information (coordinated by PEBBLE BEACH RESORTS®)
Rental Car Agency – confirm pick-up and drop-off dates/times/requirements for drivers
Insurance Coverage
Accident Report (rental company’s & SJSU’s) At beginning of training address where and when to get them
Van assignments
Drivers/Co-pilot
Passengers
Coordinate Parking Permits for student overnight parking Feb. 4th-11th (Start as early as possible)
Driver and passenger agreements (work with HR Dept)
Van signage (work with HR)
Directions/Reverse Directions to Pebble Beach from SJSU
Coordinate transportation for all evening, dinner, and social functions (including directions)
Coordinate with the catering department to pick up food on take out nights.
Driver Selection (Remember: Only individuals who have been pre-approved by PEBBLE BEACH RESORTS and SJSU may drive the vehicles at any time)
Ensure that all drivers meet the following minimum qualifications:
Be at least twenty-one (21) years of age.
Show proof of a valid driver’s license.
Provide a DMV driver’s history print-out dated no earlier than 14 days prior to the Tournament. Bring driver’s history print-out to Jan 19th training day.
Provide proof that the driver has taken and passed the CSU-mandated Defensive Driving course on Jan 19th training day. (Start as early as possible)
Pass a drug/alcohol screening to be arranged at Pebble Beach Resorts, by PEBBLE BEACH RESORTS, and at PEBBLE BEACH RESORT’S cost. Call Pebble Beach Human Resources Department for procedures (831) 649-7658.
Abide by all safety guidelines provided to SJSU by PEBBLE BEACH RESORTS. PEBBLE BEACH RESORTS reserves the right to disqualify at any time any driver who fails to abide by such guidelines.
Create and present 30 minute PowerPoint Presentation – including maps and information regarding transportation guidelines/schedules and all of the above
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Create comprehensive list of Team Member jacket and shirt sizes for Pebble Beach by Jan. 19th.
Communicate specific uniform components to Team:
Cash Concessions – PEBBLE BEACH RESORTS jacket, PB hat, brown shirt, black pants, black shoes, hats, nametag
Skyboxes – PEBBLE BEACH RESORTS jacket, PB hat, blue shirts, black pants, black shoes, tie (tie provided by PBR to be returned at end of Event week), name tag
Corporate Chalets – PEBBLE BEACH RESORTS jacket, PB hat, blue shirts, black pants, black shoes, hats, tie (tie provided by PBR to be returned at end of Event week), nametag
Develops grooming and uniform guidelines for all Team events during training, Pebble Beach, Travelodge, etc. (tattoos, piercing's, general appearance).
Coordinate and conduct “How to Tie a Tie” class for Team
Prepares the Daily Uniform Issue sheet, Uniform Distribution sheet, etc.
Coordinate with PEBBLE BEACH RESORTS Special Events to distribute Team Uniforms at Pebble Beach on Jan 26 : jacket, hat, nametags, ties
Transporting/dropping/picking up uniforms to/from the Uniform Central Department
Address any allergy concerns from the starch used on the Pebble Beach Uniforms.
Designate a time for team members to pick up/drop off uniforms from the Hotel Room.
Coordinate daily laundry/dry cleaning procedure, pick-up and delivery at Travelodge and Pebble Beach, and get dry cleaning bags and tags.
Coordinates with other Team departments and Pebble Beach Housekeeping and Uniform Central Department
Responsible for seeing that Daily Uniform Issue and Distribution guidelines are being followed
Create and present 30 minute PowerPoint Presentation – including maps of uniform distribution locations and all of the above
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Coordinate social activities during training in SJSU
Including Team evening gatherings
Coordinate all evening dinners for the Team while in Pebble Beach
Select restaurant menus, make reservations, coordinate billing for dates listed below:
Monday, February 4 – Carmel Youth Center Pizza Party!
Tuesday, February 5
Wednesday, February 6
Thursday, February 7
Friday, February 8
Saturday, February 9
Sunday, February 10
Monday, February 11 – Stillwater Bar & Grill breakfast
Be aware of and document Team members with food allergies (work with Medical/Safety Dept.)
Address which nights to eat out, or eat in.
Budget per person, per dinner is $20.00
Restaurant Suggestions:
Bubba Gumps (Not on a weekend)
Bullwackers
El Torito
China Garden (takeout)
Turtle Bay (takeout)
Pelican Tavern
RG Burgers
Esteban’s at Casa Munras
Ocean Sushi Deli
Rosine’s
Subway
India ’s Clay Oven
Coordinate when transportation as needed for getting to and from the restaurants. (Work with Transportation Department)
Create and present 30 minute PowerPoint Presentation – including restaurant selection, maps for evening functions, Team evening gathering details, and menus for dinners during event week.
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Responsible for maintenance of room set-up and resetting for the next day
Cleanliness of linens
Keep pins in-place, and out of sight on linens.
Change seat chart set up for each training day to facilitate team building
Create room decor
Responsible for ordering, set-up, operation, and breakdown of audio visual services including screens, speakers, projectors, and other equipment needs for training (all training sessions need complete PowerPoint set-up)
Directional signage to all meetings
Must be at the training set-up on Tuesday, January 15, 2008 12:00 noon to 5:00pm.
Create and present 30 minute PowerPoint Presentation – including maps to function rooms, breakfast and lunch menus, potluck assignments and all of the above.
Work closely with the Food and Beverage Department.
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Distribute contact cards to be given to Team family for emergency contact during event week
Keep accurate database of all Team members including:
Copies of drivers license
Mailing address
Email address
Establish Guidelines
Attendance - address and enforce discipline rules for tardiness!
Standards and Expectations
Employee/Team relations
Sexual harassment
Alcohol usage o Driver and passenger agreements (work with Trans. Dept)
Develop Housing Guidelines (work with Housing Dept)
Curfews
Quiet Time from ? to ?
Visitors – prohibited
Accountability of Students Curfew
Language
Appropriate and Professional
Cell phone practices – vibrate on Golf Course
Implement Policies and Procedures
Create an anonymous comment/concern box for SEMT members during training • For each day of SJSU training, create fun activities so teammates can get to know different people within the SEMT team. Very important!
Team Supplies – (work with PBR Special Events)
Team Signage
Create and present 30 minute PowerPoint Presentation – including details of all guidelines, how they will be implemented and all of the above
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Record events and activities of the Team. Take digital photos of training, travel, and other activities
Recruit one photographer from each Team (Cash Concessions, Chalets, Skyboxes) at the beginning of training. Collect their digital photos and create a Photo file.
Collect and organize photos from all Team members.
Coordinate SEMT Photos at San Jose State and Pebble Beach
Pre-plan the layout/standing order of the entire SEMT Team, Skyboxes, Cash Concessions, and Corporate Hospitality (shortest to tallest) for photos
Coordinate Pebble Beach managers to be in the picture
Train Team members on 2-way radios
Common radio terms
Proper Etiquette
Radio operations
Check out/in procedures
How many/where located to check out/charge
Create a cell phone list for Team members, faculty, and PBC Managers, print and distribute
Create a binder with all forms - disks - files - contacts and other important information for future use
Create and present 30 minute PowerPoint Presentation of Department – including all of the above.
Create and present a slide show of all recorded events and activities of the Team on March 1st, Final Team Meeting
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Lunch at SJSU--local restaurant for sandwiches, soups, Chinese food, good quality takeout, etc.) for the following dates:
Wednesday January 16, 2008
Thursday January 17, 2008
Friday January 18, 2008
Saturday January 19, 2008
Monday February 4-11, 2008 (coordinate with PEBBLE BEACH RESORTS for breakfast)
Provide all team members with a donation letter and tax identification early on
Responsible for food purchasing and preparation, pickup and organizing payment
Start right away with donations for food and beverage
Contact bakeries and restaurants for breakfast and lunch foods
Shop for beverages
Organize supplies, utensils, plates, cup, napkins, etc. for meals
Coordinates breakfast with PEBBLE BEACH RESORTS during Tournament Week
Including, but not limited to picking up from The Lodge main kitchen
Be aware of and document food allergies (work with Medical/Safety Dept.)
Create and present 30 minute PowerPoint Presentation – including maps to function rooms, breakfast and lunch menus, potluck assignments and all of the above.
Work closely with the Conventions Services Department.
Maximum cost is $5.00 per person per day for breakfast; $10.00 per person per day for lunch for 4 days. Total not to exceed $2,280.00
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
Hospitality, Recreation and Tourism Management Department
One Washington Square
San José CA 95192-0211
Phone: 408-924-3000
Fax: 408-924-3061
Location: SPX 50
