Department Descriptions

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 and coordinate billing for dates listed below. Strongly recommended to visit area/restaurants before event week (recommend December visit).
    • Monday, February 4 — Dinner (Giannis Pizza-work closley with PB Special Events).
    • Tuesday, February 5 — Eat in hotel (take-out food)
    • Wednesday, February 6 — Eat on-site at PBC. (coordinated by PB Special Events)
    • Thursday, February 7 — Eat in hotel (take-out food)
    • Friday, February 8 — Eat out at restaurant
    • Saturday, February 9 — Eat in hotel (take-out food)
    • Sunday, February 10 — Eat out at restaurant. Casa Munras PDR reserved for 2019.
    • Monday, February 11  Breakfast at The Lodge at Pebble Beach (coordinated by PB Special Events)
  • Be aware of, understand, and accommodate food allergies and dietary restrictions. PB Special Events to provide this info on December 7, 2018
  • Work with directors to plan social activities (such as evening gatherings) during training to encourage team bonding.
  • Coordinate SEMT 2006-2019 Reunion to take place on January 10, 2019 (work with Terry Thompson), including restaurant reservations, etc (strongly recommend Scott's Seafood). Work with Communications Department on electronic invitation.
  • During the week, three (3) nights should be take-out food eaten at the hotel (Tuesday/Thursday/Saturday).
  • Budget per person, per dinner is $18.00. (inclusive of tax, gratuity, food and non-alcoholic beverage) – does not include 2 meals coordinated by PB Special Events. Overall max budget is $4,300.
  • Provide the week's dinner locations/ budget (in Excel) to PB Special Events/Terry Thompson on or before January 28, 2019
  • Restaurant Suggestions:
    • China Garden (take-out)
    • Demetra - Del Monte Mall
    • Chipotle
    • Michaels Grill & Taqueria
    • Subway
    • Papa Chano’s
    • El Torito
    • Ike's
    • International Cuisine
  • Incorporate healthy choices into menu items. Include alternatives to burgers and sandwiches (which is usually lunch for OCFB during the week)
  • Coordinate when transportation is needed for getting to and from the restaurants (work with Transportation Department) and when food needs to be picked up for eat-in nights
  • Meet daily during Event Week to discuss dinner plans: who is picking up money, picking up food (if needed), what time to leave Pebble Beach to get food on time, who is cleaning up after meals in hotel. Coordinate/communicate daily money handling plan to Terry Thompson / Student Coordinator/PB Special Events
  • For restaurant meals, ensure you have a contract/estimate/email ahead of time. It never hurts to ask if there is a group discount available as you're making plans with each restaurant.
  • During Event Week, have your list of what everyone has ordered for each meal—this is a critical reference/resource. Consider using Google forms for meal choices/selections.
  • Work with each restaurant to create appropriate meal identifiers (name tents, stickers, etc)
  • Arrive at restaurant ahead of dinner start time to ensure it's ready. Call day of dinner to confirm. If it's a buffet, monitor consumption so that later-arriving team members have plenty available.
  • Ensure seating at restaurants is varied so everyone interacts with different team members.
  • Bring board games/cards for hotel lobby during Event Week to encourage team interaction
  • Create and present 30-minute PowerPoint Presentation on February 2, 2019 – including restaurant selection, maps for evening functions, team evening gathering details and menus for dinners during event week. Communicate meal policy to team: must eat at restaurant arranged by the Catering Department.
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

Communications/Historian Department

Summary of Responsibilities:

  • Record all team events and activities. Take digital photos/videos of training (including setup day), travel, event week, and other SEMT activities
  • Establish 2019 SEMT Facebook group for social/photo postings. Use current Instagram account for this year's team.
  • Ensure team uses iTunesU for all class-related posts, questions and follow-up items, all academic-related needs and any class assignments
  • Work with Catering on electronic invitation for SEMT 2006-2019 reunion
  • Create, print and laminate business card-size cell phone list for team members, faculty, and PBC Managers. Start with list provided by Special Events and confirm contact info with each team member, providing any updated information to Special Events. Distribute at meeting on Tuesday, January 8, 2019. Print extras for special distribution.
  • Gather all newly created 2019 department email addresses and distribute to entire team, including PB staff
  • Recruit one photographer from each Division (On-Course F&B Operations, Chalets, Sky Suites):
    • Collect their digital photos/videos. Provide Event Week photo pass to designated photographers. Passes are necessary during Tournament rounds and can be obtained from PB Special Events on Monday of Event week
  • Collect and organize photos/videos from all team members using an online photo account created by this department. Ensure videos can also be uploaded. Encourage all team members to take and upload pictures/videos!
  • Contact PBC Public Relations Manager and SJSU Public Affairs Office. Create press releases and promotional materials. Consider contacting SJSU Spartan Daily for possible features stories.
  • Train team members on 2-way radios: standard radio terms, professional/proper radio etiquette
    • Coordinate with PB Special Events for on-site training exercise on January 26, 2019; PB Special Events to provide practice radios at on-site training and to provide list of standard radio terminology
  • Coordinate SEMT Photos at SJSU
    • Arrange for photographer/camera
    • Pre-plan the layout/standing order of the entire SEMT team (shortest to tallest) for photos. These photos must be taken at training on February 2, 2019. Ensure all team members are wearing black pants/shoes/socks/belt and PBC jacket (will receive January 26, 2019)
  • Create, print and distribute emergency contact cards for team members to give to family/friends during event week, to include key phone numbers and hotel information
  • Create and present 30 minute PowerPoint Presentation of Department on January 18, 2019– including all of the above.
  • Coordinate poster signing with PB Special Events office (PB Special Events to provide posters, frames and pens) during Event Week
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com
  • Provide thumb drive of all pictures/videos and all department PowerPoint Presentations to PBC Special Events and Terry Thompson after Event Week
  • Create 30-minute picture slideshow/video by March 2, 2019 

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

Convention Services Department

**Note: This department's planning and preparation is required prior to the start of the training in January**

Summary of Responsibilities:

  • Confirm meeting rooms for all SJSU training sessions (Work with SEMT Student Coordinator)
  • Must be at training setup on Monday, January 7, 2019 - 1:00 pm to 5:00 pm (business casual attire NOT required)
  • Responsible for all meeting room setup/breakdown/reset (including name tents, etc.)
    • Work with Beat to determine best room setup. Create (before and after) diagram of each room; submit to PB Special Events by January 4, 2019. Recommend to use allseated.com for diagrams.
    • Before setup begins on January 7, 2019, use iPads to take photos of original/existing set so all classrooms may be returned to original setup. Post pictures and diagrams online as group is resetting classrooms.
    • Coordinate with PB Special Events for setup needs: linen, pens, notepads, mints, etc.
    • Provide requested list of additional items needed to PBC Special Events no later than December 28, 2018
  • Responsible for setup and breakdown of buffet and dining, tables/chairs, snack table(s) and breakout room tables/chairs. Work closely with F&B Dept.
  • Responsible for maintenance of room setup and resetting for the next day. Delegate tasks within department and to team members; if other team members are required to stay and assist, ensure they have been notified in advance:
    • Maintain cleanliness of linens.
    • Keep pins in-place, and out of sight on linens.
    • Assign team member to maintain and trouble-shoot coffee machine. Tech will install machine at 2pm on Monday of training week.
    • Change training room seating each day to facilitate team interaction.
    • Provide list of daily tasks/assignments (with brief description - written or verbal) for re-setting rooms. Include assignments within Convention Services as well as for team members who are assisting.
  • Create room décor—budget limit is $300. Out-of-pocket expenses will be reimbursed. VERY IMPORTANT--keep all receipts and turn in to Special Events. Receipts must be original, itemized register receipts or will not be reimbursed.
  • Designate team member(s) to order, set up, operate and break down all AV services including screens, speakers, laptops, and projectors (4 training rooms will need complete setup with Mac: Main Training Room and (3) breakout rooms)
  • Arrive to all SJSU on-site training meetings (1) hour prior to training start time
  • Provide/place directional signage to all meetings, including breakout rooms (create a sign for each classroom used)
  • Arrange for garbage pickup/liners on Friday (no pickup service provided on Friday night)
  • Keep storage room neat and organized. Designate team member to oversee/maintain cleanliness and organization
  • Work closely with the Food and Beverage Department for food/dining setup: January 8-11, January 18, and February 2, 2019
  • Create plan for final breakdown on January 11, 2019. Designate duties by team member and designate ahead of time where items go (Terry's office, PBC staff, trash) along with an area in the hall to store items prior to transport to their final locations. Work closely with F&B Department. Create signs for hall organization
  • Create and present 30-minute PowerPoint Presentation on January 18, 2019–including all of the above
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com
  • Designate a team spokesperson/communicator to provide updates/announcements

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

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 for the following dates at SJSU:
      • Tuesday, January 8 (breakfast/lunch)
      • Wednesday, January 9 (breakfast/lunch)
      • Thursday, January 10 (breakfast/lunch)
      • Friday, January 11 (breakfast/lunch)
      • Friday, January 18 (continental breakfast and coffee/snacks)
      • Saturday, February 2 (continental breakfast and coffee/snacks)
    • Breakfast suggestions: milk, chocolate milk, coffee, donuts, granola, fruit, yogurt, cereal and oatmeal cups, bagels, etc. Include a hot item such as a breakfast burrito, quiche, oatmeal, frittata, scrambled eggs and breakfast meats, pancakes, etc.
    • Lunch suggestions: local restaurants/stores, sandwiches, soups, salads, Chinese food, good quality takeout, etc.
    • Be sure to incorporate healthy options for all meal functions. Snacks should include healthy and energizing choices.
    • Provide menus to PB Special Events no later than January 2, 2019.
  • Solicit donations (via letter and in person) for food/beverage (on behalf of SJSU) from restaurants, grocery stores, businesses, etc. At Orientation, ask your fellow team members who works in restaurants, hotels, etc. Turn in rough draft to Terry Thompson, cc Director and Special Events for approval by December 5, 2018. Send out letter starting December 6, 2018 (once approval is received).
    • Use list from previous years (provided by Student Coordinator); update with any new donors or important info.
    • Terry Thompson will provide tax ID number.
    • Provide all team members with donation letter and tax ID number, encourage all to reach out to their contacts
    • Consider email blast to alumni for any current resources available
  • Responsible for foodservice equipment setup, breakdown, sanitation, beverage station, buffet setup, plates/bowls, chafers, cups/mugs, knives, forks, spoons, serving utensils, napkins, condiments
    • Coordinate with PB Special Events for supplies (coffee equip., utensils, plates/bowls, cups, napkins, serving utensils, etc. Provide list of requested additional items needed to PB Special Events by December 28, 2018
    • Ensure daily lunch setup team rotates. Be aware of each member's division to ensure least disruption to each division training session as possible.
    • Plan daily food layout ahead of time to ensure a quick and organized delivery process
  • Responsible for food purchasing and preparation, pickup and organizing payment.
    • Maximum cost is $5.00 per person per day for breakfast (6 days), $10.00 per person per day for lunch/snacks (6 days). Total not to exceed $3,640.00 (includes PB staff).
    • Shop for beverages. Provide ice chest and ice daily
    • Coordinate lunch pickup with Student Coordinator—provide printout of directions and all necessary information to Coordinator (restaurant name and #, cost of food, quantity/type of food, time to pick up). Pickups should be limited to one location for lunch.
    • Out-of-pocket expenses will be reimbursed. VERY IMPORTANT—keep all receipts and turn in to PB Special Events. Receipts must be original, itemized register receipts or will not be valid for reimbursement
  • Be aware of, understand and accommodate food allergies and dietary restrictions. PB Special Events to provide this info on December 7, 2018.
  • Create/implement system for random seating at meals (vary seating daily). Work with Communications/Historian Dept. to create daily table topics (to encourage social interaction) at dining tables for all training session meals
  • Work closely with the Convention Services Department for food/dining setup.
  • Create daily task sheet listing assignments for clean-up and dry-set for next day
  • Identify and coordinate with a local agency/food bank for leftover food donations.
  • Create plan for final breakdown on January 11, 2019. Designate duties (e.g. F&B supplies, water, etc.) by team member and designate ahead of time where items go (Terry's office, PBC staff, trash) along with an area in the hall to store items prior to transport to final location. Work closely with Convention Services Department
  • Send thank-you letters/notes to all donors after Event. Ensure PB Special Events approves letter prior to sending
  • Create and present 30 minute PowerPoint Presentation on January 18, 2019 including breakfast and lunch menus and all of the above.
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

Housing/Uniforms Department

Summary of Responsibilities - Housing:

  • Coordinate The Stevenson rooms with Pebble Beach Company Special Events Department (including bed/room types, and quantity).
  • Visit The Stevenson/meet with hotel manager prior to event week (recommend December visit)
  • Develop Housing Guidelines (work with Human Resources Department):
    • Curfew—10:00 pm
    • Quiet Time from ? to ?
    • Visitors – absolutely prohibited
    • No Alcohol in Rooms
    • Accountability of Students
    • Respect for other guests
    • Absolutely no smoking in rooms. Student is responsible for $250 room cleaning fee if rule is violated
    • Determine daily uniform drop-off times (recommend no later than 8pm)
  • Organize team hotel information:
    • Create team rooming list by January 18, 2019 (not any sooner to let team members get to know each other) and submit to The Stevenson and PBC Special Events Department.
    • Preference of floor (women not on 1st floor/safety preference)
    • Identify and coordinate any Special Needs
    • Confirm with The Stevenson which rooms have rollaway beds.
  • Coordinate the following:
    • Uniform Rooms (two rooms must be on first floor next to each other/strongly recommend rooms 108 and 109)
    • Food pick-up area and dates you’ll be eating in the hotel (coordinate with Catering Department and The Stevenson)
    • The Stevenson coffee offerings and times (coordinate with The Stevenson)
  • Hotel check-in/check-out procedures
    • Committee to personally check-in and out of hotel
    • Distribute keys and room # information
    • Guide team members 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 (PBC to provide tags)
    • Clarify to team if luggage goes in their van or the luggage van
    • Gather and load luggage into van at SJSU (February 4, 2019) and at The Stevenson (February 11, 2019)

Summary of Responsibilities – Uniforms:

  • Work with PB Special Events to create list of shirt sizes at Orientation (December 1, 2018)
  • Work with Human Resources Dept. to develop grooming and uniform guidelines for all team events during training, Pebble Beach, The Stevenson, etc. (no visible tattoos, piercings, no denim, no miniskirts, general appearance, etc.)
  • Communicate specific uniform components to team (PB-designated items provided by Pebble Beach):
    • Sky Suites – PB jacket, PB hat, PB white shirt, black pants, black shoes, PB tie, PB nametag
    • Corporate Chalets – PB jacket, PB hat, PB white shirt, black pants, black shoes, PB tie, PB nametag
    • On-Course F&B Operations – PB jacket, PB hat, PB blue shirt, black pants, black shoes, PB tie, PB nametag
  • Find inexpensive black work pants and black work shoe options and communicate prices/locations to team
  • Coordinate and conduct “How to Tie a Tie” presentation for team. Ensure everyone brings a tie to training session and have extras on hand
  • Contact Ross Ferguson to coordinate laundry process, including laundry tags, clothing labels (provided by PBC), daily pick-up, etc. Use Laundry/Uniforms SOP provided by PB Special Events
  • Coordinate daily laundry/dry cleaning procedure, pick-up and delivery at The Stevenson and Pebble Beach, and get dry cleaning bags and tags. Set daily division pickup/dropoff times at The Stevenson. Make sure to familiarize entire team with PBC dry-cleaning tags before Event week (Coordinate with Ross for samples)
  • Prepare the Daily Uniform Issue sheet, Uniform Distribution sheet, etc.
  • Prior to event week, identify daily department representative to drop off and pick up uniforms
  • Coordinate and communicate procedures for transporting/dropping/picking up uniforms to/from "Uniform Central"
  • Ensure all shirts are cleaned without starch
  • Ensure team members do NOT turn in pants on Saturday
  • Ensure that Daily Uniform Issue and Distribution guidelines are being followed

Overall

  • Create and present a 30-minute PowerPoint Presentation on February 2, 2019 – including maps of uniform distribution locations, pictures and information regarding housing accommodations and all of the above information.
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

Human Resources/Medical/Safety Department

Summary of Responsibilities

  • Establish guidelines and set expectations for training and Event week:
    • Attendance – address and enforce discipline rules for tardiness! Work with PB Special Events re: Hula Hoop
    • Standards and Expectations
    • Employee/Team relations
    • Dress code for all training functions (conservative, work appropriate, no denim)
    • Workplace harassment
    • Communicate alcohol policy (coordinate with PB Special Events Department)
    • 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)
      • Curfews10:00 pm
      • Quiet Time from ? to ?
      • Visitors – absolutely prohibited
      • Accountability of student curfew
      • Daily uniform drop-off times
    • Language
    • Appropriate and Professional behavior - during training and at all times while on PBC property
    • Cell phone practices – vibrate on Golf Course, no texting during training
    • Professional communication – verbal and written
    • No chewing gum during training or work
  • Create and distribute HR handbook at January 8, 2019 meeting (FIRST TRAINING DAY). Handbook MUST be approved by PB Special Events prior to printing/distribution—provide to SE no later than January 2, 2019 to approve. Provide PPT copy on flash drive or via Google Drive no later than 1:00pm on Monday January 7, 2019 to PBC Special Events.
  • Implement, monitor and enforce policies and procedures
  • Obtain the following CONFIDENTIAL information for all managers and provide to Pebble Beach Special Events:
    • Copy of Driver's License
  • Ensure every manager has completed the on-line information questionnaire by 12pm Wednesday, December 5, 2018
  • Special Events will provide emergency contact/allergy information to Terry Thompson on Monday, January 7, 2019
  • Ensure every manager has completed a valid California food safety certification (minimum food handler) by January 18, 2019. Provide a copy to PB Special Events on January 26, 2019.
  • Create a way to get anonymous input (positive feedback as well as areas of opportunity) from SEMT members during training (can be online or printed)
  • Create a way for SEMT members to provide anonymous comments/questions for PB Staff during training
  • Supplies – contact PBC Special Events to discuss backpack supplies to be distributed at January 26, 2019 training
  • Provide Health/Fitness/Relaxation Tips and exercises for team to use during training and Event Week
  • Contact PBC Safety Manager Darlene Drain for Pebble Beach safety procedures and forms. (Note that we will review basic PBC safety procedures on Day Two of training). Coordinate the following information with Darlene so that you may provide to the team:
    • Basic CPR and First Aid training guidelines
    • Where to go if SEMT member becomes ill or needs medical/emergency care during event week.Identify and communicate the process of informing the SJSU faculty and Pebble Beach staff of an injury or illness
    • Name and locations of local emergency facilities/Pebble Beach Company Health and Wellness Center

Overall:

  • Create and present 30-minute PowerPoint Presentation on January 8, 2019 (FIRST TRAINING DAY) – including details of all safety procedures, HR guidelines, how they will be implemented and all of the above.
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top

 

Transportation Department

Summary of Responsibilities:

  • Coordinate ridesharing and ground transportation to Pebble Beach for January 26, 2019 on-site training
    • Driver Selection for carpool groups (personal vehicles)
    • Distribute maps, directions and schedule, including directions/reverse directions to Pebble Beach form SJSU
  • Coordinate transportation and provide directions for all evening, dinner and social functions leading up to event weekwork with Catering Department
  • Coordinate ground transportation
      • To/From Pebble Beach/SJSU for Event week—February 4 and February 11, 2019
      • To/From The Stevenson/Pebble Beach/restaurants during Event week (February 4-10, 2019)
    • Drivers, maps, timeline, communications.
      • Every person over 21 must be scheduled to drive, unless medically exempt or non-California driver
      • Strongly recommended to visit Pebble Beach before Event week to drive to each location to ensure accurate maps for team drivers (recommend December visit)
    • Coordinate drivers according to which division they are in, not departments. There should be one to two drivers for each division (On-Course F&B Operations, Chalets, and Sky Suites)
    • Coordinate co-pilots for each van; must be in same division as drivers.
    • Co-pilot to assist with backing in and out of garage at The Stevenson.
    • Schedule drop off and pick-up times for divisions and specific departments (be flexible)
    • Provide a set of printed maps for each van
    • Ensure each passenger has a seat/seatbelt for every trip
    • Provide driving schedule/van assignments to entire team, Terry Thompson and PB Special Events.
    • Any substitutions must be approved by Terry Thompson
  • Coordinate ground transportation for SEMT departments during event week
    • Coordinate drivers for meals transportation (work with Catering Dept. to coordinate food pickup on take-out nights or transporting team to restaurant on nights eating out)
    • Coordinate drivers for uniform transportation (work with Housing/Uniforms Dept)
  • Rental Car Information (coordinate with PB 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.
    • Insurance Coverage is provided by PBC no need for rental car agency additional insurance
    • Accident Report forms (rental company & SJSU) – At beginning of training address where/when to get them
    • PBC accident procedures make sure you know and understand the procedures (discuss with Special Events)
    • Make sure students feel comfortable with the reporting process
    • Obtain after-hours contact name and phone number from Enterprise
    • Coordinate with Enterprise when keys and contracts are signed and handed over, we need to ensure vans are drivable and fuel level is full
    • Each van must have documentation regarding the physical condition it was in at pick-up and drop-off. Special Events will provide a form that MUST be filled out for each van. This must be done at pick-up and again at drop-off, and must include photo documentation of each van. Coordinate with Terry Thompson and Gretchen Melvin on this process and provide the final documentation to Gretchen at the final meeting.

    • Provide original contracts to Terry; copies to Gretchen on first day of Event Week.

  • Coordinate parking location and permits for vans on Saturday-Sunday nights prior to event (February 2-3, 2019) and for student overnight parking at SJSU February 4-10, 2019 (work with SJSU Parking Services; start as early as possible)
  • Driver and passenger agreements (work with HR Department)
  • Van signage (need some kind of tag to hang on rearview mirrors to be easily identifiable during transit)
  • Van logcreate a driver log for each van (co-pilot to fill out): who drove, when did they arrive, condition of van before and after. Provide a completed copy to Special Events office.
  • Driver Selection: Only individuals who have been pre-approved by PEBBLE BEACH RESORTS and SJSU may drive the vehicles at any time. Final approval takes place at Pebble Beach on January 26, 2019. Ensure that all drivers meet the following minimum qualifications:
    • Be at least twenty-one (21) years of age.
    • Show proof of a valid California driver’s license. Out of state driver's license is not valid.
    • Transportation Department to collect all copies by January 18, 2019; provide to Special Events on January 26, 2019.
    • Provide a DMV driver’s history printed out dated no earlier than 19 days prior to the Tournament. All drivers must provide a driver's history printout on January 18, 2019.Transportation Department to provide a copy to Pebble Beach on January 26, 2019.
      • Handouts may be printed from DMV site
        https://www.dmv.ca.gov/portal/dmv/detail/online/dr
      • Driver must register first, then you can activate account to begin. The entire process takes 5-10 minutes
      • The cost is $2.00 and can be paid online by e-check, debit or credit card
      • This non-official version of the driver's record will be fine for PBC purposes
    • Provide proof that the driver has taken and passed the CSU-mandated Defensive Driving course on Jan 18, 2019 training day. (Start as early as possible.) Provide a copy to Special Events on January 26, 2019.
      • Follow this link: Student Assistants; Graduate Assistants; Auxiliary Staff; and Volunteers: Complete the DGS Defensive Driver Training Online course
      • Follow instructions for completion of a Self-Certification Acknowledgement Certificate. Driver to print out copy of their results and turn in on January 18, 2019
    • Pass a drug/alcohol screening to be arranged at Pebble Beach Resorts, by Pebble Beach Resorts
    • 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 a 30-minute PowerPoint Presentation on January 18, 2019 – including maps, carpooling/rideshare info for January 26, 2019 training day in Pebble Beach, safety, driving schedule, caravan instructions (which van drives in front, etc.) and information regarding transportation guidelines/schedules and all of the above
  • Designate a team spokesperson/communicator to provide updates/announcements
  • If you create a department email, use the following format: 2019SEMTDepartmentName@gmail.com

Other Information:

Any SEMT purchase must be pre-approved by either Beat Giger or Terry Thompson—no exceptions.

Original itemized 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.

back to top