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Bar Steward

Be the friendly face that welcomes guests to our bar at socials, parties and other events.. Serve drinks and process payments. Help us tidy up at the end of the evening!

Fancy dress is optional!

What a Bar Steward does:

  1. Sets up and runs the bar at Beech Social Events
  2. Tidies up after the event

How to keep us all safe?

In signing up to support our community we ask our volunteers to understand and comply with our core values and beliefs as defined in these policies:

    1. Code of Conduct
    2. Health and Safety
    3. Safeguarding and Child protection
    4. Data Protection Policy

 

How to report a problem or incident?

Here the numbers to call for immediate help. After the incident please ensure the details are reported using this Problem reporting form or email bookings@beechvillage.org.uk

In case of Accident, Injury or Safeguarding concern:

What

What/Where

Call

Emergency

 

999

Not sure what to do?

NHS 111 can help if you have an urgent medical problem

111

Defibrillator

Outside the front entrance on the right

(dial 999 for assistance)

First Aid kit

In the Village Hall kitchen

 

Hospital A&E

Basingstoke NHS Foundation Trust, Aldermaston Rd, Basingstoke, RG24 9NA

01256 473202

Doctors Surgery

Chawton Park Surgery, Chawton Park Road, Alton, GU34 1RJ

01420 542542

Out of hours:

0208 390 9991

Safeguarding

Emergency

999

Child or Adult in danger

101

Report a concern about a child

0300 555 1384

Report a concern about an adult

0300 555 1386

How to set up and tidy up the bar?

 

You will need:

  1. Access codes
    1. Or key fob to get into the Main Hall
    2. The Point of Sale iPad 6 digit access code
    3. The SQUARE application 4 digit access code
    4. The 4 digit code to the lounge key safe. The key safe contains the following keys:
      1. The bar storage cupboard (middle cupboard in the hall)
      2.  
      3. The bar fridge padlocks
      4. The bar wine and been cupboards (under the counter in the bar)
  2. If possible bring a LEMON!

Set up 

  • Unlock key safe using the code
  • Unlock cupboards and fridge padlocks

Stock levels:

  • Check stock levels and replenish from cupboards under the bar and from the middle stock cupboard in the corridor:
    • Soft drinks, lagers in small fridge 
    • Beers and red wine in cupboard under bar
    • Wine/cider fridges 
  • Take 1 or 2 bottles of sparkling water from stock cupboard and place on bar
  • Lock hall stock cupboard

Kitchen to bar

  • Take the 2 trugs for empty bottles and tins, from the kitchen and place by the bar
  • Take fresh beer from kitchen and place on top of bar
  • Take a cutting board and knife from kitchen for slicing the lemon
  • Take  tea towels from kitchen
  • Retrieve ice from freezer and place on ice holder

Bar 

  • Take bar menus from cupboard under bar and place on bar
  • Take Point of Sales systems and card readers from cupboard under bar
    • Check charge level
    • Plug into charger if necessary
    • Then place on bar
  • Take corkscrews and measures from cupboard under bar and place on serving area
  • Take out ice holder from under corner cupboard and replenish from kitchen freezer
  • Take Presse bottles, Spirits and mixers from out of under bar cupoard and place on top side of the bar.

During the shift

  • Start glasswasher (see instructions for Appliances)
  • Collect and clean galsses as you go

Tidy up

  • Put the following back in the appropriate cupboards:
    • Bar menus
    • Corkscrews
    • iPointof Sale systems and card readers
  • Drain and turn off glasswasher
  • Put used tea towels in kitchen tea towel ‘bin’
  • Take the trugs containing bottles and tins and recycle
  •  Lock:
    • Fridges with padlocks
    • 2 cupboards under bar with key
    • Check hall storage cupboard is locked
  • Dispose of unused fresh beer

How to submit an expense claim?

To be reimbursed for expenses incurred in supporting our Charity please use this online form:

Expense claim

The form is primarily designed for submitting claims for baking and milk expenses for our Coffee shop but you can use it for other expenses:

  1. You will need to provide your bank details (if we dont already have them)
  2. Please remember to scan and attach a receipt
  3. Expense are normally paid monthly so please let us know if yours are urgent

How to use our point of sale (PoS)

We use the Square system to take payments for food, drinks and tickets using:

  1. Card (preferred)
  2. Cash
  3. Payment links

To use one of the systems you will need:

  1. Access codes:
    1. The 6 digit PIN code to access the iPad
    2. The 4 digit PIN code to access the Square application on the iPad
    3. Please email sales@beechvillage.org.uk for this
  2. To ensure the iPad and card reader are charged
  3. Or alternativlely, you can set up your own device or web browser to take payments
    1. Please email sales@beechvillage.org.uk for help on setting this up

How to use the Square app:

  1. Turn on the iPad
  2. Enter the 6 digit PIN code for the iPad,
  3. Check you are in the Square app, if not select the Square app from the menu
    1. Your will need to enter the 4 digit PIN code for the Square app
  4. Check you are on the correct menu for the event:
    • The menu name is in the top left of the screen
    • There is a book icon you can press to select different menus on the top right of the menu.
  5. Navigate the screen to select the items you wish to add to the ‘shopping cart’
  6. You can select an item multiple times or update the quantity from the shopping cart.
  7. Select pay
    1. The application defaults to card payment and the card reader will show a green light
      • If you override to cash and you are handling food a you MUST wash your hands after handling money
    2. The card reader does not display the amount, you can show the customer the iPAd display if asked.
    3. The customer can tap or insert their card or phone
      • Sometimes customers are required to insert their card and enter their PIN
      • You will need to present the iPad screen to enable their PIN entry
    4. Once payment is confirmed you will be given the option to email a receipt to the customer, to do this you/they will need to enter an email address

Square problems

Check reader is powered on and has chargePower button next to charging port
Plug into charger
Check reader is connected to Square applicationFrom Square app on iPad:
Click ‘More’ at bttom right of screen
Sellect ‘Settings’
Select ‘Hardware from left navigation
Check connected devices

How to do the role?

Once you have signed up for the role and completed any training, just let us know which events you would like to support. It normally helps if you are paired with someone who has done the role before!

Before the event

  1. If you have not run the bar before please review the skills required and contact the team for help if needed!
  2. Obtain the FLOAT tin and/or access code to the bar key safe:
    1. The tin has the bar cash float  and a set of bar keys
    2. There is also a set keys in the key safe in the bar. The key safe is on the left hand side of the shelves.
  3. Check with Social team on who is buying the fresh beer
  4. Plan on arriving at least 15 minutes early to set up the bar area
  5. On arrival
    1. Wash your hands
    2. Check your hands for cuts and cover with a plaster (in the first aid box)
    3. Put on a clean apron
  6. If the bar has not been set up, set up the bar:
    1. Unlock cupboards and fridge padlocks
    2. Check stock levels of soft drinks in small fridge and replenish from under counter and hall storage cupboard
    3. Check stock levels in wine fridges and replenish from hall storage cupboard
    4. Lock hall stock cupboard
    5. Take fresh beer from kitchen and place on top of bar
    6. Take bar menus from cupboard under bar and place on bar
    7. Take iZettles iPads and card machines from cupboard under bar
      • Check charge level
      • Plug into charger if necessary
      • Then place on bar
    8. Take corkscrews from cupboard under bar
    9. Start glasswasher (see instructions for Appliance)
    10. Take  tea towels from kitchen

During the event

  1. Make a note to let us know if customers ask for drinks that we do not stock.
  2. If you run out of any drinks check the hall stock cupboard (middle locked cupboard) for additional stock
  3. Place empty bottles, cans and recyclable items in the plastic ‘trug’ for recycling.

At the end of the event

  1. Run the through the bar tidy up instructions
    1. Put the following back in the appropriate cupboards:
      • Bar menus
      • Corkscrews
      • iZettle iPads and card readers
    2. Drain and turn off glasswasher
    3. Put used tea towels in kitchen tea towel ‘bin’
    4. Lock:
      • Fridges
      • Cupboards under bar
      • Check hall storage cupboard is locked
    5. Dispose of unused fresh bee
  2. Lock up
  3. Return the FLOAT tin to the Treasurer.
  4. Take the empty bottles

After the event

  1. Let us know if there were any problems or incidents using the Problem report
  2. Let us know if there were any special requests
  3. Take the empty bottles and cans home and leave the glass ‘trug’ out for recycling collection
  4. Return the trugs to the village hall