Hospitality

Always have at least 3-4 people for hospitality.

3 months before show:
· Choose lunches and or caterer.
· Estimate number of lunches based on other shows
· Let Show Secretary know choices so they can be printed in the premium.

1 month before show:
· Ensure there's electricity available a show site for coffee pot & hot water. Also, check if you need to bring extension cords & how long they should be.
· Go over inventory & decide what supplies need to be purchased or borrowed: coffee, tea, cocoa, sugar, coffee pots, ice chests, etc.
· Decide what to have for continental breakfast…1-day show or 2-day show (might like something different on second day). Price food selections - donut shops, bagel places, Costco, etc.
· Get number of workers from Chief Ring Steward and figure out how many drinks/snacks needed for workers.
· Find out what each judge prefers for drinks, snacks, and lunch. Someone is assigned to take care of the judges…pick up at airport & hotel & they will be in contact with each judge.
· Get number of handlers from Show Secretary to determine how many breakfast items to have and get number of exhibitors that prepaid lunch.
· DART has 2 - 38 qt. ice chests with wheels that are used ringside for judges and scorekeepers drinks.
· DART has 2 - 48 qt. ice chest for drinks, you'll probably need to borrow one or two more. It's good to have one ice chest for diet drinks, one for regular drink, and one for water.
· Allow 2-4 bottles of water and 2 sodas/ice teas per worker (more cold drinks in hot weather and more coffee in cold weather). On hot days, it helps to have an extra ice chest for ice, so you don't have to run out and buy more during the show. Each exhibitor gets 1 drink with lunch.

1-2 weeks before show:
· Give caterer final order
· Purchase non-perishable supplies and food.
· Order bagels or donuts if you're not getting prepackaged items.

Night before show:
· Make sure you can fit all your supplies, food, ice chests, AND your dog and dog equipment in your vehicle.

During the show:
· Make coffee - 1st thing! A 3 lb. bag or can of coffee will last for 2 days (100 cups/day.) Tips on making coffee for a crowd:

Brewing time
30-60 cups 60 minutes
90-100 cups 90 minutes

Coffee equivalents
1 pound of coffee is equal to 4.75 cups of ground coffee.

Number of cups -Coffee measure
30 - 2 cups
55-60 - 3.5 cups
90 - 6 cups

· Set out breakfast items and supplies.
· Arrange ice chests and drinks.
· Fill smaller ice chests with each judges selections and water and take to ringside.
· Check coffee and teas supplies throughout morning.
· Refill ice chests with drinks and ice as needed throughout the day.

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