1. Email the volunteers helping on the Saturday  between 3 and 6 days beforehand, reminding them it is on and what they need to bring and what time to get there (around 12.15)

  2.  Receive the keys and book from previous team leader – if you haven’t heard from them by the Thursday then contact them

  3. Buy anything in the key bag book which was noted last week -  2 litres milk is minimum, but usually orange juice and sometimes things like tins of veggie food, take away containers etc

  4. On the day, bring your own food contribution, the key bag and an apron. If possible bring a spare apron just in case someone hasn't got one and 6 tea towels. Then you can bring them home and wash them for next time. You don't need to do this as they have plenty there, but its easier than having to return them to the centre. 

  5. Bring cash on the day to reimburse volunteers, although most people don't claim. Please make sure you get a receipt.  Then claim it all back from the Treasurer a couple of times a year.  

  6. Get there just after 12 if you can as other helpers might arrive early. The keys for unlocking the door and the cupboard are in the key bag. 

  7. Get the tea, coffee, salt and pepper, cutlery and register out of the cupboard

  8. Try and get the meal to Tim in the pastoral centre as early as possible, ideally by 12:15

  9. Get the room ready: between 9 and 12 tables (wipe them first), chairs, cutlery, salt & pepper and put fruit out. Also make sure tables for deserts and drinks out - some probably already there, but make note  as we want to leave the configuration as we found it.

  10. Get the bin in from outside the back door in the kitchen and put by the desserts,. It must have  a bin liner in it.

  11. Make sure the main meals have arrived and the deserts and veg and oven on the go, but those doing the main meals will almost certainly sort this out themselves

  12. Get tea/coffee and about 30 cups out, urn filled and on, milk in a jug  and about plastic cups out with juice in them.

  13. About 12:45 convene a meeting of all helpers (usually have a cup of tea/coffee for them as well). Go round to make sure everyone knows each other's names.  Ask who wants to do what - one person on register, 1 on teas, 2 dishing out the food (usually the ones who have made the mains) and if possible, 3 people serving, and one washer-up. Tell everyone what is on the menu and then say a prayer for day. Also ask anyone who need re-reimbursement to let you know.

  14. Don’t let anyone in before 1pm, although sometimes the odd person  has an issue, but we can put a chair outside if that helps. If it is raining you might relax this a bit, but if we start letting people in early then expectations are set for the team next week.

  15. Open the door at 1pm sharp. Aim to start serving as soon as possible – once guests are registered and got their drink. 

  16. Decide when seconds can be given – not before 1.15 and till everyone who’s in the hall has been served. It’s always prudent to some meals for latecomers.  After  the seconds have been done, some people like take aways which we can only do if we give it to them warm/hot when they’re leaving and tell them it must be eaten in 2 hours..  By 1.30 it should be late enough to give out the meals that were saved for latecomers. 

  17. Decide when desserts can be served - a balance between rushing it and guests having to hang around. 

  18. Once several tables have been vacated you can start to wipe them and take them down (- you can't wait till the last guest has gone, but of course we don't want people to feel rushed etc, so just  a balance act.  

  19. Once all tables and chairs away then the floor should be swept.

  20. Remove the dustbin liner bag - we need to dispose of it. There is a wheely bin behind the vicarage we use.  Recycling goes under the serving place in the kitchen and there’s a separate bin for it next to the wheely bin.

  21. Anything like milk left over can be given to any guests who can use it, also any surplus fruit and cold desserts. Don't forget to take the used tea towels home.

  22. Once washing up is done the kitchen floor should be mopped, and make sure the back door is locked.

  23. Note in the key bag book how many guests and list anything you can think of for the next person to buy which is low (eg sugar, veggies , containers etc) and any general comments.  Anything out of the ordinary you can email the volunteer co-ordinator and safeguarding lead, eg fight broke out an police called etc(!)

  24. Lock the cupboard before you go, final check of toilets that no-one is in there and everything tidy. Lock up and give the key bag to the next person on the rota.