Department Descriptions

Housing/Uniforms Department

Summary of Responsibilities - Housing:

  • Coordinate Travelodge rooms with Pebble Beach Company Special Events Department (including bed/room types, and quantity).
  • Visit Travelodge/meet with Travelodge manager prior to event week
  • 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 15th (not any sooner to let team members get to know each other) and submit to Travelodge and PBC Special Events Department.
    • Preference of floor (women not on 1st floor/safety preference)
    • Special Needs
    • Confirm with Travelodge which rooms have rollaway beds.
  • Coordinate the following:
    • Uniform Rooms (two rooms must be on first floor next to each other)
    • Food pick-up area and dates you’ll be eating in the hotel (coordinate with Catering Department and Travelodge)
    • Travelodge breakfast offerings and times (coordinate with Travelodge and Catering Department)
  • Create hotel information cards for team members 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 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
    • Gather and load luggage into van at SJSU
    • Gather and load luggage into van at Travelodge

Summary of Responsibilities – Uniforms:

  • Create and email list of Team Members' jacket and shirt sizes to PB Special Events by Jan 11th
  • Work with Human Resources Dept. to develop grooming and uniform guidelines for all Team events during training, Pebble Beach, Travelodge, 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):
    • Skyboxes – 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
    • Cash Concessions – PB jacket, PB hat, PB blue or tan shirt, black pants, black shoes, PB nametag
  • Find inexpensive black work pants and black work shoe options and comunicate prices/locations to team
  • Coordinate and conduct “How to Tie a Tie” presentation for Team
  • Contact Ross Ferguson to coordinate laundry process, including laundry tags, daily pick-up, etc.
  • Coordinate daily laundry/dry cleaning procedure, pick-up and delivery at Travelodge and Pebble Beach, and get dry cleaning bags and tags. Set daily division pickup/dropoff times at Travelodge. Make sure to familiarize Housing/Uniform team with PBC dry-cleaning tags before Event week (Coordinate with Ross for samples)
  • Prepare the Daily Uniform Issue sheet, Uniform Distribution sheet, etc.
  • Coordinate and communicate procedures for transporting/dropping/picking up uniforms to/from "Uniform Central"
  • 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 and ensure information is communicated clearly to all team menbers
  • 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 on January 18, 2014 – including maps of uniform distribution locations, pictures and information regarding housing accommodations and all of the above information.
  • Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—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. ~

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Transportation Department

Summary of Responsibilities:

  • Coordinate ridesharing and ground transportation to Pebble Beach for Jan 25th 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 week - work with Catering Department
  • Coordinate ground transportation
      • To/From Pebble Beach/SJSU for Event week—February 3 and February 10, 2014
      • To/From Travelodge/Pebble Beach/restaurants during Event week (February 3-10, 2014)
    • 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.
    • Every person over 21 must be scheduled to drive, unless medically exempt or non-California driver
    • 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 Skyboxes)
    • Coordinate co-pilots for each Van, must be in same division as drivers.
    • Schedule drop off and pick-up times for divisions and specific departments (be flexible)
    • Provide a set of maps for each van
    • Ensure each passenger has a seat/seatbelt for every trip
    • Provide driving schedule/van assignments to entire team, Rich Larson and PB Special Events
  • Coordinate ground transportation for SEMT departments during 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 (work with Housing/Uniforms Dept.)
    • Coordinate drivers for dinner Transportation (work with Catering Dept.)
  • Coordinate a meeting with all drivers and co-pilots to discuss safety and driving schedules by Jan 11th. Assign which van will be in the front, and which vans will follow.
  • 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 dept.
    • 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
    • Pebble Beach Company accident procedures—make sure you know and understand the procedures (discuss with Special Events)
  • Coordinate Parking Permits for student overnight parking at SJSU Feb. 3rd -9th (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)
  • Van log - create a driver log for each van: who drove, when did they arrive, condition of van before and after. Provide a completed copy to Special Events.
  • 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 25th. 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.8
    • Provide a DMV driver’s history print-out dated no earlier than 19 days prior to the Tournament. Bring driver’s history print-out to Jan 18th training day. Transportation Department to provide a copy to Pebble Beach no later than Jan. 25, 2014.
      • Handouts may be printed from DMV site http://www.dmv.ca.gov/online/dr
      • You 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 your record will be fine for PBC purposes
    • Provide proof that the driver has taken and passed the CSU-mandated Defensive Driving course on Jan 18th training day. (Start as early as possible.) Provide a copy to Pebble Beach.
      • Follow this link: http://www.sjsu.edu/hr/ risk/health_safety/defensive_ driving/index.html
      • Click the Skillsoft login and oto to the bottom of the page to "register here for defensive driving fundamentals." Fill in the information and wait a day or so for the verification and then sign back in to Siillsoft and take the course
      • Print out copy of your results and turn in on Jan 18
      • If you need to activate student email, follow this link: http://students.sjsu.edu/
        Click step #1, taking you to SJSU One and activate as a new user. Plug in your infomration and follow the steps that it tells you and you will receive teh Skillsoft registration through here.
    • 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 February 1, 2014 – including maps and information regarding transportation guidelines/schedules and all of the above
  • Designate a team spokesperson/communicator

Other Information:

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—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 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 Student Coordinator)
  • Responsible for all meeting room setup/breakdown/reset (including name tents, etc.)
    • Work with Beat to determine best room setup/diagram
    • Before setup begins 1/7, take photo (additionally, create diagram if needed) of original/existing set so all classrooms may be returned to original setup
  • 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.
    • Provide requested list of items needed to PBC Special Events by Dec. 27
  • 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
    • Cleanliness of linens.
    • Keep pins in-place, and out of sight on linens.
    • Change seating chart set up for each training day to facilitate team interaction.
    • Provide list of daily tasks/assignments (with brief description - written or verbal) for re-setting rooms. Include assignments within Con Serv as well as for team members who are assisting.
  • 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 all SJSU on-site training meetings (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 7, 2014 — 1:00pm to 5:00pm
  • Ensure that name tents arrive (from SJSU) at Pebble Beach Special Events Department prior to noon on January 24th
  • Work closely with the Food and Beverage Department for food/dining setup: Jan 7-11, Jan 18 and Feb 1.
  • Create plan for final breakdown on Jan. 11. Designate duties (e.g. linen, F&B supplies, trash, etc.) by team member and designate ahead of time where items go (Rich's office, PBC staff, trash) along with an area in the hall to store items prior to transport to their final locations. Work with F&B Department.
  • Create and present 30-minute PowerPoint Presentation on January 18, 2014–including maps to function rooms & all of the above
  • Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—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 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 for the following dates at SJSU:
    • Wednesday, January 8 (breakfast/lunch)
    • Thursday, January 9 (breakfast/lunch)
    • Friday, January 10 (breakfast/lunch)
    • Saturday, January 11 (breakfast/lunch)
    • Saturday, January 18 (lunch only)
    • Saturday, February 1 (lunch only)
  • Breakfast suggestions : milk, chocolate milk, coffee, donuts, granola, fruit, yogurt, cereal and oatmeal cups, bagels, etc. Also, possibly include a hot item such has a breakfast burrito, quiche, oatmeal.
  • Lunch suggestions: local restaurants and stores, sandwiches, soups, salads, Chinese food, good quality takeout, etc.
  • Create and provide all team members with donation letter and tax identification number
  • Solicit donations (via letter) for food/bev. (on behalf of SJSU) from restaurants, grocery stores, businesses, etc. no later than December 14. Turn in rough draft to Rich Larson, cc Director and Special Events for approval by 12/12/13
  • Responsible for food purchasing and preparation, pickup and organizing payment.
    • Maximum cost is $5.00 per person per day for breakfast (4 days), $10.00 per person per day for lunch (6 days). Total not to exceed $2,940.00.
    • 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, serving utensils, etc.
    • Provide requested list of items needed to PBC Special Events by December 27
    • Out-of-pocket expenses will be reimbursed. VERY IMPORTANT—keep all receipts and turn in to Beat. Receipts must be original, itemized register receipts or will not be valid for reimbursement
    • 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)
  • Create daily task sheet listing assignments for clean-up and dry-set for next day
  • Create plan for final breakdown on Jan. 11. Designate duties (e.g. F&B supplies, water, etc.) by team member and designate ahead of time where items go (Rich's office, PBC staff, trash) along with an area in the hall to store items prior to transport to final location. Work with Con Serv
  • Breakfast in Pebble Beach during event week is provided (see meal schedule)
    • Duties include, but are not limited to, picking up from The Lodge Main Kitchen
  • Be aware of, understand, document and accommodate food allergies and dietary restrictions (work with HR/Medical/Safety and Catering Depts.). MUST receive this information from all team members by Dec. 14, 2013. Make sure PB Special Events receives a copy as soon as it can be completed.
  • Send thank-you letters/notes to all donors after Event
  • Create and present 30 minute PowerPoint Presentation on January 18, 2014 including maps to function rooms, breakfast and lunch menus and all of the above.
  • Work closely with the Conventions Services Department for food/dining setup.
  • Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—no exceptions.
**Original itemized 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 and coordinate billing for dates listed below. Strongly recommended to visit area/restaurants before event week
    • Monday, February 3 – Carmel Youth Center Pizza Party! (work with PB Special Events)
    • Tuesday, February 4 - Eat out at restaurant
    • Wednesday, February 5 – Eat on-site at PBC. Work with PB Special Events
    • Thursday, February 6 - Eat in hotel (take-out food)
    • Friday, February 7 - Eat in hotel (take-out food)
    • Saturday, February 8 - Eat in hotel (take-out food)
    • Sunday, February 9 - Eat out at restaurant
    • Monday, February 10 – The Lodge at Pebble Beach (coordinated by PB Special Events)
  • Work with directors to plan social activities (such as evening gatherings) during training to encourage team bonding
  • Coordinate SEMT 2006-2014 Reunion to take place on January 10, 2014 (work with Rich Larson), including electronic invitations, restaurant reservations, etc. Reunion not to take place at Sonoma Chicken Coop - Downtown San Jose
  • Be aware of, understand, document and accommodate team members with dietary restrictions and allergies (work with HR/Medical/Safety and Catering Depts.). MUST receive this information from all team members by Dec. 14, 2013. Make sure PB Special Events receives a copy as soon as it has been completed.
  • During the week, three (3) nights should be take-out food eaten at the hotel (Thursday/Friday/Saturday).
  • Arrive at restaurants ahead of dinner start time to ensure it’s ready. Call day of dinner to confirm.
  • Provide the week’s dinner shedule/budget (in Excel) to PB Special Events & Rich Larson prior to event week (due on or by Feb. 1).
  • Budget per person, per dinner is $20.00 (have 3 nights at the hotel—take-out food)
    • Keep a list handy of what everyone has ordered for each meal - this will be a good reference and resource for you 
  • Restaurant Suggestions:
    • Round Table Pizza
    • International Cuisine
    • China Garden (take-out)
    • Turtle Bay Taqueria
    • Chipotle
    • RG Burgers
    • Lollapalooza
    • Crabby Jim's
    • El Palomar
    • Subway
    • Gianni’s Pizza
    • Pizza My Heart
    • Cannery Row Brewing Company (consider for Sunday, work w/Special Events)
    • Papa Chano’s Taqueria
    • Paluca Trattoria
  • 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
  • Communicate meal policy to team: must eat at restaurant arranged by Catering department
  • Coordinate SEMT 2014 Final Party - week following Event week
  • Meet daily during Event Week to discuss dinner plans: Who is picking up money, picking up food (if needed), what time to leave PB to get food on time. Coordinate/communicate daily money handling plan to Rich Larson/Student Coordinator/PB Special Events
  • Create and present 30 minute PowerPoint Presentation on February 1, 2014 – including restaurant selection, maps for evening functions, Team evening gathering details and menus for dinners during event week.
  • Designate a team spokesperson/communicator

Other Information

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—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 team.

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Human Resources/Medical/Safety Department

Summary of Responsibilities--Human Resources

  • 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, no denim)
    • Sexual 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)
      • Curfews
      • Quiet Time from ? to ?
      • Visitors – prohibited
      • Accountability of student curfew
    • Language
    • Appropriate and Professional behavior
    • Cell phone practices – vibrate on Golf Course, no texting during training
    • Professional communication
    • No chewing gum during training or work
  • Implement Policies and Procedures
  • Keep accurate database of all Team members including:
    • Copies of driver's license
    • Emergency contact info
    • Mailing address
    • Email address
    • Cell phone number
    • Home phone number
  • 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
  • Create a way to get anonymous input from SEMT members during training
  • Team Supplies – (contact PBC Special Events to discuss supplies to be distributed at Jan. 25 training)
  • Create and distribute HR handbook at January 8, 2014 meeting (FIRST TRAINING DAY). This must be approved by PB Special Events prior to printing/distribution.

 Summary of Responsibilities – Medical/Safety:

  • Obtain and organize all managers’ medical information, allergies and food allergies (work with F&B and Catering departments for any food allergies info—Must have this information by December 14, 2013). Form should include Social Security number.
    • Provide a copy to Pebble Beach Special Events. (this is confidential information)
  • Create comprehensive emergency contacts questionnaire and have entire Team complete.
    • Provide a copy to Pebble Beach Special Events.
  • Contact PBC Safety Manager Kevin Cole (831 649-7654) for Pebble Beach Safety procedures and forms (Note that Kevin will review First Aid Kits and basic emergency procedures/contacts at January 25, 2014 meeting).
    • 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
    • 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 emergency facilities
      • Pebble Beach Company Health and Wellness Center
  • CPR and First Aid training
  • Health/Fitness/Relaxation Tips

Summary of Responsibilities – Overall:

  •  Create and present 30 minute PowerPoint Presentation on January 8, 2014 (first training day) – including details of all safety procedures, HR 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 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 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 Social Media (Facebook, Yahoo!, etc.) Group
  • Recruit 1 photographer from each Team (On-Course F&B Operations, Chalets, Skyboxes) at the beginning of training.
    • Collect their digital photos and create a Photo file.
    • Provide 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 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. 25. Photo must be arranged for February 1, 2014.
  • 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 25; coordinate with PB Special Events to have practice radios at on-site training
    • PBC to provide list of standard radio terminology
    • Communicate on-site radio operations: Check out/in procedures; How many/where located to
      check out/charge for On-Course F&B Operations, Skyboxes and Chalets
  • Create, print, laminate and distribute business card-size cell phone list for Team members, faculty, and PBC Managers (work with Human Resources/Medical/Safety Dept.).
  • Contact PBC Public Relations Manager and SJSU Public Affairs Office. Create press releases and promotional materials.
  • Create a complete SEMT 2014 binder with all forms, agendas, handouts, presentations, disks, files, contacts and other important information.
  • Create and present 30 minute PowerPoint Presentation of Department on January 18, 2014 – including all of the above.
  • Provide CD(s) or thumb drive of all pictures and all department PowerPoint Presentations to PBC Special Events Office and Rich Larson (after Event Week).
  • Create picture slideshow/video for March 1, 2014 Final Team Meeting.

Other Information:

Any SEMT purchase must be pre-approved by either Rich Larson or Beat Giger—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. ~

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