Department Descriptions

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).
    • Curfews
    • Quiet Time from ? to ?
    • Visitors – prohibited
    • No Alcohol in Room
    • Accountability of Students
    • Respect for other guests
    • Absolutely no smoking in rooms. Student is responsible for $250 room cleaning fee if rule is violated
  • Organize Team hotel information
    • Create Team rooming list by Jan 20, 2016 (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)
    • 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)
    • Food pick-up area and dates you’ll be eating in the hotel (coordinate with Catering Department and The Stevenson)
    • The Stevenson breakfast offerings and times (coordinate with The Stevenson and Catering Department)
  • 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
    • Clarify to team if luggage goes in their van or the luggage van
    • Gather and load luggage into van at SJSU (2/8/16) and at The Stevenson (2/15/16)

Summary of Responsibilities – Uniforms:

  • Work with PB Special Events to create list of shirt sizes at Orientation (12/5/15)
  • 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):
    • 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
    • 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, 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.
  • Coordinate and communicate procedures for transporting/dropping/picking up uniforms to/from "Uniform Central"
  • Ensure all shirts are cleaned without starch
  • Ensure that Daily Uniform Issue and Distribution guidelines are being followed

Overall

  • Create and present a 30-minute PowerPoint Presentation on January 23, 2016 – 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

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 30, 2016 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 8 and February 15, 2016
      • To/From The Stevenson/Pebble Beach/restaurants during Event week (February 8-14, 2016)
    • 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 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
    • Any substitutions mist be approved by Rich Larson
  • 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.)
  • 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
    • PBC accident procedures—make sure you know and understand the procedures (discuss with Special Events)
    • 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
  • Coordinate parking location and permits for vans on Saturday-Sunday nights prior to event (February 6-7, 2016) and for student overnight parking at SJSU Feb. 8-14, 2016 (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 log - create 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 30, 2016. 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.
    • 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 23, 2016 training day. Transportation Department to provide a copy to Pebble Beach no later than Jan. 30, 2016.
      • Handouts may be printed from DMV site 
        https://www.dmv.ca.gov/portal/dmv/detail/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 23, 2016 training day. (Start as early as possible.) Provide a copy to Pebble Beach.
      • 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. Print out copy of your results and turn in on January 23, 2016
    • 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 23, 2016 – including maps, 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

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 on January 4, 2016, take photos (additionally, create diagram if needed) of original/existing set so all classrooms may be returned to original setup. Post picture online as group is resetting classroom
  • 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.
    • Coordinate with Beat for setup needs: linen, pens, notepads, mints, etc.
    • Provide requested list of additional items needed to PBC Special Events by December 26, 2015
  • 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 training room 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—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 members to order, set up, operate and break down all AV services including screens, speakers, laptops, projectors, and other equipment needs (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 (signage 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
  • Must be at the training setup on Monday, January 4, 2016 — 1:00pm to 5:00pm (business casual attire not required)
  • Work closely with the Food and Beverage Department for food/dining setup: January 5 - 8, 15, and 23, 2016
  • Create plan for final breakdown on January 8, 2016. Designate duties 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 signs for hall organization
  • Ensure that name tents arrive (from SJSU) at PB Special Events Department prior to noon on January 29, 2016
  • Create and present 30-minute PowerPoint Presentation on January 15, 2016–including all of the above
  • Designate a team spokesperson/communicator to provide updates/announcements

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:
      • Tuesday, January 5 (breakfast/lunch)
      • Wednesday, January 6 (breakfast/lunch)
      • Thursday, January 7 (breakfast/lunch)
      • Friday, January 8 (breakfast/lunch)
      • Friday, January 15 (breakfast/lunch)
      • Saturday, January 23 (lunch only)
    • Breakfast suggestions: milk, chocolate milk, coffee, donuts, granola, fruit, yogurt, cereal and oatmeal cups, bagels, etc. Include a hot item such has a breakfast burrito, quiche, oatmeal, frittata, etc.
    • Lunch suggestions: local restaurants and stores, sandwiches, soups, salads, Chinese food, good quality takeout, etc.
    • Be sure to incorporate healthy options for all meal functions and snacks
  • Solicit donations (via letter) for food/beverage (on behalf of SJSU) from restaurants, grocery stores, businesses, etc. starting no later than December 7, 2015. At Orientation, ask your fellow team members who works in restaurants, hotels, etc. Turn in rough draft to Rich Larson, cc Director and Special Events for approval by December 9, 2015
    • 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, cups/mugs, knives, forks, spoons, serving utensils, napkins, condiments
    • Coordinate with PB Special Events for for supplies (coffee equip., utensils, plates/bowls, cups, napkins, serving utensils, etc. Provide list of requested additional items needed to PB Special Events by 12/26/15
    • Ensure daily lunch setup team rotates (Be aware of each member's division to ensure least disruption to each division training session as possible.)

  • 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 $3,250.00.
    • Shop for beverages
    • Provide ice chest and ice daily
    • 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
    • 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.
  • Be aware of, understand and accommodate food allergies and dietary restrictions. PB Special Events to provide this info on Dec. 11, 2015.
  • Create/implement system for random seating at meals (vary seating daily). Include meals at Pebble Beach training.
  • Create daily task sheet listing assignments for clean-up and dry-set for next day
  • Create plan for final breakdown on Jan. 8, 2016. 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 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 15, 2016 including 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 to  provide updates/announcements

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 8 – Carmel Youth Center Pizza Party! (work with PB Special Events)
    • Tuesday, February 9 - Eat in hotel (take-out food)
    • Wednesday, February 10 – Eat on-site at PBC. Work with PB Special Events
    • Thursday, February 11 - Eat in hotel (take-out food)
    • Friday, February 12 - Eat in hotel (take-out food)
    • Saturday, February 13 - Eat in hotel (take-out food)
    • Sunday, February 14 - Eat out at restaurant
    • Monday, February 15 – Breakfast at 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. Bring board games for hotel lobby during Event Week to encourage team interaction
  • Coordinate SEMT 2006-2016 Reunion to take place on January 7, 2016 (work with Rich Larson), including e-vite, restaurant reservations, etc. Reunion not to take place at Sonoma Chicken Coop - Downtown San Jose
  • Be aware of, understand, and accommodate food allergies and dietary restrictions. PB Special Events to provide this info on December 11, 2015
  • Budget per person, per dinner is $20.00
  • During the week, four (4) nights should be take-out food eaten at the hotel (Tuesday/Thursday/Friday/Saturday).
  • Provide the week's dinner schedule/budget (in Excel) to PB Special Events/Rich Larson on or before February 1, 2016
  • Restaurant Suggestions:
    • China Garden (take-out)
    • Turtle Bay Taqueria
    • Chipotle
    • The Other Side
    • Subway
    • Round Table
    • Papa Chano’s
  • Incorporate healthy choices into menu items. Include alternatives to burgers and sandwiches (which is usually lunch for OCFB during the week)
  • During Event Week, have your list of what everyone has ordered for each meal—this is a critical reference/resource
  • 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. Coordinate/communicate daily money handling plan to Rich Larson/ Student Coordinator/PB Special Events
  • 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.
  • Create and present 30 minute PowerPoint Presentation on January 23, 2016 – 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

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

  • 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)
    • 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 - 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
  • 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 Wednesday, December 9, 2015
  • Obtain emergency contact and allergy information from Special Events on Friday, December 11, 2015
  • Create a way to get anonymous input from SEMT members during training
  • Create ice breaker games/questions at tables during meals (e.g. Table Topics)
  • Supplies – contact PBC Special Events to discuss backpack supplies to be distributed at January 30, 2016 training
  • Create and distribute HR handbook at January 5, 2016 meeting (FIRST TRAINING DAY). Handbook MUST be approved by PB Special Events prior to printing/distribution—provide to SE no later than 1/2/16 to approve.
  • CPR and First Aid training
  • Provide health/Fitness/Relaxation Tips and exercises for team to use during training and Event Week
  • Contact PBC Safety Manager Kevin Cole (831-649-7654) for Pebble Beach safety procedures and forms. (Note that Kevin will review basic PBC safety procedures on Day Two of training). Coordinate the following information with him so that you may provide to the team:
    • Basic CPR and First Aid training
    • 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 5, 2016 (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

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 Team events and activities of the Team. Take digital photos/videos of training, travel, event week, and other SEMT activities
  • Establish Facebook group
  • Gather all newly created 2016 department email addresses and distribute to entire team, to include PB staff
  • Recruit one photographer from each Division (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 using an online photo account created by this department
  • Coordinate SEMT Photos at Pebble Beach
    • Pre-plan the layout/standing order of the entire SEMT Team (shortest to tallest) for photos. These photos must be taken within 15 minutes at on-site training at PB on January 30, 2016. 
  • 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 30, 2016; PB Special Events to have practice radios at on-site training and 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 and laminate business card-size cell phone list for Team members, faculty, and PBC Managers. Distribute at meeting on Tuesday, January 5, 2016
  • 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
  • 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
  • Create a complete SEMT 2016 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 15, 2016– including all of the above
  • Coordinate poster signing with PB Special Events office (PB Special Events to provide frames and pens)
  • Designate a team spokesperson/communicator to provide updates/announcements
  • Provide CD(s) or thumb drive of all pictures and all department PowerPoint Presentations to PBC Special Events and Rich Larson after Event Week
  • Create picture slideshow/video for March 5, 2016 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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