There are many things to consider before starting and running a concession stand for charity. For starters, there are different procedures for setting up concession stands for single events or occasions versus full-time. You may need to set yourself up as a non-profit organization if you run your concession stand seasonally or throughout the year. This may require an attorney to ensure that you file the proper forms. Still, all charitable concession stand operators follow certain procedures when running their units.
Instructions
1. Decide the charitable organization to which you want to donate your proceeds. Check the charity out to ensure that it is legitimate. Go to Nasconet.org to find out who the charity's regulator is, according to MSNBC.com. Check with the charity to ensure that your donations are 100 percent tax deductible.
2. Apply for a food vendor's license through your county or city administration office, as you are subject to health inspections as a purveyor of food. Obtain liability insurance to protect yourself from lawsuits should anyone get sick or injured.
3. Look for events in your area where you can raise money for your charity, including county fairs, church and school events, civic functions or business conventions. Check with with your city planning commission for lists of events. Look through the events or entertainment section of your local newspaper. Check with the local chamber of commerce. Develop a system for contacting organizers and scheduling events if you are running the stand throughout the year. Stick with one location if your event is based at a school, for example.
4. Contact grocery stores in your area for concession stands. Ask them if they donate concession stands for your particular charitable event. Obtain your concession stand through a food wholesaler if the grocery stores aren't willing to donate them. Rent a trailer through a local vending supply distributor, if necessary. Rent your grill and drinking dispensers from the same vendor. Negotiate a lower rate if you will be renting often or throughout the year.
5. Order your food and drinks for your charity function through a local grocery wholesaler or food distributor. Set aside certain days for ordering your food and drinks if you are running your concession stand regularly.
6. Find volunteers to help run your concession stand. Get help from family members. Ask for volunteers at a school, for example, if that is your charity or set-up venue. Hire employees if the work is more long-term. Assign people to work during the busiest periods, such as lunch or dinner time. Make sure someone is always available to attend to customers when you take breaks.
7. Keep track of all sales and expenses for your concession stand. Use an accounting ledger or record book, or purchase financial software for accounting purposes. Include labor expenses for employees. Account for your own salary if you are running the concession stand seasonally or full-time. Subtract your expenses from your sales to figure your profits. Maintain these records in case you are audited, or the charity questions your revenue and profit figures.
8. Send a check to your charity organization, based on the amount earned as profits. Distribute the checks on or before a certain date if you are running your concession stand regularly. Make copies of all the checks you send.
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