Department Descriptions
Housing/Uniforms Department
Summary of Responsibilities - Housing:
- Coordinate Travelodge rooms with Pebble Beach Company Special Events Department
- Develop Housing Guidelines (work with Human Resources Department)
- Curfews
- Quiet Time from ? to ?
- Visitors – prohibited
- No Alcohol in Room
- Accountability of Students
- Organize Team hotel information
- Create Team rooming list by Jan 20th (no sooner to let team members get to know each other).
- Preference of floor (women not on 1st floor/safety preference)
- Special Needs
- Coordinate the following:
- Uniform Room
- Food pick up area (coordinate with Catering Department and Travelodge)
- Travelodge breakfast offerings and times (coordinate with Travelodge and Catering Department)
- Create hotel information cards for Students to give to family/friends for emergencies during event week
- Give hotel information cards to Human Resources Department to distribute
- Hotel check-in/check-out procedures
- Committee to personally check-in and out of hotel
- Distribute keys and room # information
- Guide Students to Rooms
- Ensure that only local phone calls are allowed
- Arrange luggage handling/labeling
- Create luggage tags/label luggage for ease of handling during event week
- Gather and load into van at SJSU
- Gather and load into van at Travelodge
Summary of Responsibilities – Uniforms:
- Create comprehensive list of Team Member jacket and shirt sizes for Pebble Beach by Jan. 16th.
- Communicate specific uniform components to Team (PB-designated items provided by Pebble Beach):
- Skyboxes – PB jacket, PB hat, PB blue shirt, black pants, black shoes, PB tie, PB nametag
- Corporate Chalets – PB jacket, PB hat, PB blue shirt, black pants, black shoes, PB tie, PB nametag
- Cash Concessions – PB jacket, PB hat, PB brown shirt, black pants, black shoes, PB nametag
- Develop grooming and uniform guidelines for all Team events during training, Pebble Beach, Travelodge, etc. (tattoos, piercings, general appearance).
- Coordinate and conduct “How to Tie a Tie” class for Team
- Coordinate with Pebble Beach Company Special Events to distribute Team Uniforms at Pebble Beach on Jan 30th : jackets, hats, nametags, ties
- Contact Ross Ferguson to coordinate laundry process, including laundry tags, daily pick-up, etc.
- Prepare the Daily Uniform Issue sheet, Uniform Distribution sheet, etc.
- 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. Make sure to familiarize Housing/Uniform team with PBC dry-cleaning tags before Event week (Coordinate with Ross office for samples).
- Ensure that Daily Uniform Issue and Distribution guidelines are being followed
- Gather PBC ties at end of week and return to Special Events office
Summary of Responsibilities – Overall
- Create and present a 30-minute PowerPoint Presentation – including maps of uniform distribution locations, pictures and information regarding housing accommodations and all of the above information.
Other Information
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
~ These are only the basic responsibilities. It is your mission to add to your department in order to make it beneficial for the entire team. ~
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Transportation Department
Summary of Responsibilities:
- Coordinate ridesharing and ground transportation to Pebble Beach for Jan 30th on-site training
- Driver Selection for Groups (personal vehicles)
- Distribute maps, directions and schedule
- Coordinate ground transportation to Pebble Beach for Event week – February 8-15, 2010
- Drivers, maps, timeline, communications. Strongly recommended to visit Pebble Beach before Event week to drive to each location to ensure accurate maps for team drivers.
- 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 (work with Catering Dept. to coordinate picking up of food on take-out nights)
- Coordinate drivers for uniform transportation
- Coordinate drivers for dinner 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 16th. Assign which van will be in the front, and those that follow.
- Rental Car Information (coordinate with Pebble Beach Company Special Events )
- Rental Car Agency – confirm pick-up and drop-off dates/times/requirements for drivers. Do not request car/van upgrades from rental company—any changes can be made only through PBC Special Events dept.
- Insurance Coverage
- Accident Report forms (rental company & SJSU)–At beginning of training address where/when to get them
- Van assignments
- Drivers/Co-pilot
- Passengers
- Coordinate Parking Permits for student overnight parking at SJSU Feb. 8th-14th (start as early as possible)
- Driver and passenger agreements (work with HR Dept)
- Van signage (need some kind of tag to hang on rearview mirrors to be easily identifiable during transit)
- Directions/Reverse Directions to Pebble Beach from SJSU
- Coordinate transportation for all evening, dinner, and social functions (including directions)
- 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 16th training day. Provide a copy to Pebble Beach.
- Provide proof that the driver has taken and passed the CSU-mandated Defensive Driving course on Jan 16th training day. (Start as early as possible.) Provide a copy to Pebble Beach.
- Pass a drug/alcohol screening to be arranged at Pebble Beach Resorts, by PEBBLE BEACH RESORTS, and at PEBBLE BEACH RESORT’S cost. Call Kevin Cole, Pebble Beach Safety Manager, for procedures at (831) 649-7654. Also discuss daily breathalyzer tests with Kevin Cole (how to arrange, when to give, how often, etc.).
- 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.
- Drivers/co-pilots commit to no alcohol consumption during Event week.
- Create and present 30 minute PowerPoint Presentation – including maps and information regarding transportation guidelines/schedules and all of the above
Other Information:
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
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Convention Services Department
**Note: Most planning and preparation is needed prior to the start of the training in January**
Summary of Responsibilities:
- Confirm meeting rooms for all SJSU training sessions (Work with SJSU Team Coordinator.)
- Responsible for all meeting room setup/breakdown (including name tents, etc.)
- Work with Beat to determine best room setup and create setup diagram
- Responsible for foodservice equipment setup, breakdown, sanitation, food function tables, beverage station, buffet setup, linens, plates, cups, knives, forks, spoons, napkins. Work closely with Food & Beverage Dept.
- Coordinate with Beat for setup needs: linen, coffee equipment, plates, cups, utensils, pens, notepads, condiments, etc.
- Responsible for maintenance of room setup and resetting for the next day (if other team members are required to stay and assist, ensure they have been notified in advance)
- 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 interaction.
- Create room décor—check with Beat for your budget limits before purchases are made
- Responsible for ordering, setup, operation, and breakdown of audio visual services including screens, speakers, projectors, and other equipment needs for training (all training sessions will need complete PowerPoint set-up)
- Arrive to SJSU on-site training (1) hour prior to training start time
- Provide and place directional signage to all meetings
- Arrange for garbage pickup/liners on Friday (no pickup service provided on Friday night)
- Must be at the training setup on Tuesday, January 12, 2010 — 12:00pm to 5:00pm
- Ensure that name tents arrive (from SJSU) at Pebble Beach Special Events Department prior to Jan. 29th
- Work closely with the Food and Beverage Department.
- Create and present 30-minute PowerPoint Presentation–including maps to function rooms & all of the above
Other Information
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
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Food & Beverage Department
**Note: Most planning and preparation is needed prior to the start of the training in January**
Summary of Responsibilities:
- Coordinate all food and beverage needs of the Team during training
- Breakfast at SJSU--(suggestions: milk, chocolate milk, coffee, Krispy Cremes, Granola Fruit & Yogurt, Cereal & Oatmeal Cups, Bagels, etc.)
- Lunch at SJSU--(suggestions: local restaurant for sandwiches, soups, Chinese food, good quality takeout, etc.) for the following dates:
- Wednesday January 13, 2010
- Thursday January 14, 2010
- Friday January 15, 2010
- Saturday January 16, 2010
- Create and provide all team members with a donation letter and tax identification number early on. Solicit donations via this letter from local restaurants, grocery stores, local businesses, etc.
- Responsible for food purchasing and preparation, pickup and organizing payment.
- 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.
- Start right away soliciting donations for food and beverage
- Contact bakeries and restaurants for breakfast and lunch foods
- Shop for beverages
- Organize with Beat and Convention Services Dept. for supplies, utensils, plates, cups, napkins, etc.
- Out-of-pocket expenses will be reimbursed. VERY IMPORTANT—keep all receipts and turn in to Beat.
- Coordinate lunch pickup with Student Coordinator
- Coordinate meals for other SJSU training sessions
- Saturday, January 23, 2010
- Saturday, February 6, 2010
- Coordinate breakfast with Pebble Beach Company Special Events during Tournament Week
- This includes, but is not limited to, picking up from The Lodge Main Kitchen
- Be aware of and document food allergies (work with HR/Medical/Safety and Catering Departments)
- Send thank-you letters/notes to all donors after Event
- Create and present 30 minute PowerPoint Presentation – including maps to function rooms, breakfast and lunch menus and all of the above.
- Work closely with the Conventions Services Department.
Other Information
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
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Catering Department
Summary of Responsibilities:
- Coordinate all evening dinners for the Team while in Pebble Beach: select restaurants, menus, make reservations or place take-out orders, coordinate billing for dates listed below:
- Monday, February 8 – Carmel Youth Center Pizza Party! (work with PB Special Events)
- Tuesday, February 9
- Wednesday, February 10 – Clubhouse Dinner (work with PB Special Events)
- Thursday, February 11
- Friday, February 12
- Saturday, February 13
- Sunday, February 14
- Monday, February 15 – The Lodge at Pebble Beach (coordinated by PB Special Events)
- Coordinate and promote social activities during training at SJSU to encourage team bonding
- Including Team evening gatherings
- Including SEMT 2006-2010 Reunion to take place on January 15, 2010 (work with Rich Larson)
- Be aware of and document Team members with food allergies (work with F&B and HR/Medical/Safety Depts.)
- During the week, three (3) nights should be take-out food eaten at the hotel (Tuesday/Thursday/Saturday).
- Arrive at restaurants ahead of dinner start time to ensure it’s ready. Call day of dinner to confirm. Provide the week’s schedule of dinners to Pebble Beach Company Special Events department.
- Budget per person, per dinner is $20.00 (have 3 nights at the hotel—take-out food)
- Restaurant Suggestions:
- Round Table Pizza
- Bullwhackers
- China Garden (take-out)
- Turtle Bay (take-out)
- Esteban's Restaurant at Casa Munras
- RG Burgers
- Lollapalooza
- India's Clay Oven
- El Palomar
- Subway
- Bubba Gumps
- Pizza My Heart
- Lalla Grill
- Smokehouse Willy's
- Papa Chano’s Taqueria
- Coordinate when transportation is needed for getting to and from the restaurants (work with Transportation Department) and when food needs to be picked up.
- 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.
Other Information
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
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Human Resources/Medical/Safety Department
Summary of Responsibilities--Human Resources
- Distribute contact cards to be given to each Team member’s family for emergency contact during event week (work with Housing/Uniforms Department)
- Create team cell phone cards to distribute to team (including key PBC staff numbers)—work with Communications/Historian Department
- Keep accurate database of all Team members including:
- Copies of drivers license
- Mailing address
- Email address
- Cell phone/ home phone
- Establish guidelines and set expectations for training and Event week:
- Attendance - address and enforce discipline rules for tardiness!
- Standards and Expectations
- Employee/Team relations
- Dress code for all training functions (conservative, work appropriate)
- Sexual harassment
- Alcohol usage
- No alcohol in rooms
- Driver and passenger agreements (work with Transportation Department)
- Establish roll call 10 minutes prior to departure during Event week
- Develop Housing Guidelines (work with Housing Department)
- Curfews
- Quiet Time from ? to ?
- Visitors – prohibited
- Accountability of student curfew
- Language
- Appropriate and Professional behavior
- 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 – (contact PBC Special Events to discuss supplies to be distributed at Jan. 30 training)
- Create and present 30 minute PowerPoint Presentation on January 14, 2009 (first day of training) – including details of all guidelines, how they will be implemented and all of the above.
- Create and distribute HR handbook at January 13 meeting
Summary of Responsibilities – Medical/Safety:
- Obtain and organize all managers’ medical information, allergies and food allergies. Form should include Social Security number.
- Provide a copy to Pebble Beach Special Events.
- Create comprehensive emergency contacts questionnaire and have entire Team complete.
- Provide a copy to Pebble Beach Special Events.
- Train managers on emergency procedure and on general safety information
- Dial “0” or from cell phone, dial 831-647-7500.
- Safety Video
- Lifting procedures
- Slip and fall prevention
- Reporting an Accident
- Emergency level of injury
- Golf Cart Safety
- Coordinate with Pebble Beach Company Safety Manager Kevin Cole for training at Pebble Beach on January 30, 2010.
Kevin’s phone #: 831-649-7654.
- Include rain backup plan for cart training
- Contact Kevin Cole for input on Pebble Beach Safety Procedures and form.
- Name and locations of emergency facilities
- Pebble Beach Company Health and Wellness Center
- Where to go if SEMT member becomes ill or needs medical/emergency care during event week.
- CPR and First Aid training
- Health/Fitness/Relaxation Tips
- Address the process of informing the SJSU faculty and Pebble Beach staff of an injury/illness
- Food Allergy Registry (coordinate with Catering and Food & Beverage Departments)
Summary of Responsibilities – Overall:
- Create and present 30 minute PowerPoint Presentation on January 13, 2010 (first day of training) – including details of all guidelines, how they will be implemented and all of the above..
Other Information
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
These are only the basics responsibilities; it is your mission to add to your department in order to make it beneficial for the team.
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Communications/Historian Department
Summary of Responsibilities:
- Record events and activities of the Team. Take digital photos of training, travel, event week, and other SEMT activities.
- Establish Facebook/Yahoo! Group
- Recruit 1 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 (shortest to tallest) for photos. This photo must be taken after on-site training at PB on Jan. 30. Photo currently scheduled for February 6, 2010.
- Coordinate Team Photos with PBC Manager (1 each for Skyboxes, Cash Concessions and Corporate Hospitality) on Monday or Tuesday of Tournament Week. Provide digital pictures to Special Events office NO LATER THAN Tuesday, Feb. 9, 2010.
- Train Team members on 2-way radios: common radio terms; professional/proper radio etiquette.
- Coordinate with PB Managers (Jeff/Shane/Mark/Ross) for preferred radio phrases and communication procedures.
- Coordinate with PB Special Events to have practice radios at on-site training on Jan. 30
- On-site radio operations
- Check out/in procedures
- How many/where located to check out/charge for Cash Concessions, Skyboxes and Chalets
- Create, print, distribute cell phone list for Team members, faculty, and PBC Managers (work with HR Dept.)
- Contact PBC Public Relations Manager, Aven Wright-McIntosh (831.625.8557) and SJSU Public Affairs Office. Create press releases and promotional materials.
- Create a complete SEMT 2010 binder with all forms, agendas, handouts, presentations, disks, files, contacts and other important information.
- Create and present 30 minute PowerPoint Presentation of Department – including all of the above.
- Provide CD(s) of all pictures and all department PowerPoint Presentations to PBC Special Events Office and Rich Larson at March 6th Final Team Meeting.
Other Information:
Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions. **Original receipts must be provided for reimbursement.**
~ These are only the basic responsibilities. It is your mission to add to your department in order to make it beneficial for the entire team. ~
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