Adult Social Hour (Food)

Number of People: 1

Budget: $350.

Adult Social Hour Organizer (Food)

Starting in 2003 the Social Hour Organizer role was split into 3 distinct roles: Wine, Beer (including non-alcoholic beer), and Food & Nonalcoholic Soft Drinks. We are asking the Food table organizer to act as final arbiter on decisions that affect all three of you, such as when to go inside in the event of rain. The Food Organizer will also be responsible for all food and nonalcoholic beverage orders, except non-alcoholic beer, which will be ordered by the Beer Organizer.. You are also responsible for coordination and scheduling of all Social Hour Helpers (i.e. Beer, Wine and Food tables). Please coordinate with the other two Social Hour Coordinators (Beer & Wine) to ensure an equitable distribution of work and helpers.

Adult Social Hour is held from 5:30 to 6:25 p.m. Saturday through Friday. It is an occasion to share hors d’oeuvres and beverages while socializing. It should be encouraged and stressed as a socializing opportunity, not as a gathering to consume alcohol. The Star Island Corporation and the All Star II conference DO NOT support events that emphasize heavy consumption of alcoholic beverages or the loud, boisterous behavior that can accompany such events. Part of your job as leader and organizer of our evening social hour is to create an atmosphere that maintains a tone with which everyone is comfortable and no one is offended. Non-alcoholic beverages should be in prominent display and the serving of alcoholic beverages low key and in moderation. Logistics play an important role in accomplishing this atmosphere. For instance, the first tables that one encounters should be the non-alcoholic beverages and food while the beer & wine set ups should be more peripheral. All tables should be set up on the grass area in the center of the stone village, NOT on the walkways leading up to this area. A good variety of seltzer, soda, lemonade, and fruit punch can also be attractive and further advertised with good signage.

Food Organizer is also a demanding job logistically as at least 4 people are needed to carry it off each evening (1 experienced organizer, 1 assistant in training and a couple of helpers). There is planning and work before arrival to the island, and work each day of the conference. Although there is a lot of work involved, this can be one of the most rewarding jobs since it is better attended than any other conference event. The helpers should be responsible for setup and cleanup. This way you do not need to come early and clean up every night and your assistants are better prepared to handle the overall responsibility next year. You'll need about 3-5 helpers for the week for your table, and should make sure people are distributed fairly, e.g. no one who's eating lobster works on Lobster Night, if possible. Each of the other tables has similar requirements so you will be responsible for up to 15 helpers for the week.

Weather permitting Social Hour is set up outside of Vaughn Cottage (the Stone Village). You will need two long tables (1 for nonalcoholic, and 1 for the snacks). Tables and wastebaskets come from Newton Center. If the weather is poor, the back room of Newton Center can be used.

Supplies for the week obviously come from the mainland, which means shopping needs to be done ahead of time. Shopping at outlets, sale items, etc. makes the money go further. With the young adults attending social hour, the food tends to go much more quickly. Seek the shopping list and other records from the previous Social Hour Organizer. Make purchases with an eye on packaging & containers. We are asked to recycle as much as we can ourselves so if we bring in bottles or cans, we should package them up & bring them off island with us on Saturday! Food and supplies need to be boxed in closed containers labeled with "Social Hour Supplies – AS II," and brought to the Portsmouth Dock by 2 PM on Friday, July 3, to go out on the SIC work boat (the M.V. Pamela Thayer). Each container may not exceed the weight limit of 40 pounds. You are asked to go out on the mid-morning boat on Saturday, July 4th, to help with organizing the supplies. We have also asked that the Beer and Wine Organizers come on the mid-morning boat. One or two additional adult helpers may be needed. Please coordinate this with the beer and wine organizers and notify the chairs as to who these additional helpers are by June 1st because an accurate boat list is necessary.

The supplies are delivered by the Pelicans from the dock to the kitchen at the back of Newton Center and are stored under lock and key. Get the key from the Hotel desk when you arrive on Saturday, and check to see that all supplies have arrived at Newton. If something is missing, speak to the Troubleshooter.

Conference Services provides glasses, bowls, platters, melted butter, knives, and other supplies. You may order from the island “food order form” if you inform the chairs before the end of May (they must submit the order before June 1st). We get charged large amounts for platters of veggies, etc., so whatever you can get via volunteers hiking things out from the mainland is preferred. Meet with the Conference Services Pelican at the front desk (usually 5 minutes before dinner) on Saturday evening to arrange for these items to be delivered to Newton Center by 4:30 each afternoon.

Social Hour is fully self-supporting through donations. In the past, $5 per night has been collected. However, since 2001, we have been advised by the SIC that no specific amount may be specifically requested in reference to an event serving alcoholic beverages. By NH state law, liquor may not be sold on the island; therefore, a collection basket may not be placed on a table serving liquor, but instead on the snack table, and word of mouth carries the message. The food organizer is responsible for picking up the donations from the

In 2009, the budget is $900 for wine, $700. for beer ( and non-alcoholic beer), $375. for Conference Services food platters, $350 for nonalcoholic drinks (soda, juice and food such as cheese and crackers). We expect the social hour to break even at worst. Social Hour is not a profit center so any excess donations go into the All Star II account. You can either front the money or get an advance from the treasurer (Tim Flint). In either case, settle up with the treasurer at the end of the week. Supplies get a little more expensive every year, but clearly it is possible to break even. Soliciting donations can be a bit tricky so a person with a booming voice can be very helpful, especially Thursday & Friday evening when shoalers need a reminder.

Please confirm with the chairs, BEFORE the end of May, what your conference food order should be. Food is ordered via conference services “food order form” which must submitted before June 1st. This list has a category of “Social Function Fare” which includes juices, soft drinks, vegetables and dip, cheese and crackers, fruit platter, lemons, limes, and ice. We will order the same food (5 orders for the week in 2008 ) as last year unless you specifically ask for something different.

Since 1994, college-age conferees (18-21) have been allowed to attend Social Hour, but they do not get any alcohol. It may be necessary to have the Chairs announce at orientation that Social Hour is for adults only. Children have separate activities and Star Island Corporation policy specifically prohibits children from areas where alcohol is being served.

Some shoalers will be given the job of “Social Hour Helper” and will receive the following description of that volunteer job:

“Every evening 4-6 people are needed to set up, serve, and clean up after the social hour which serves hors d’oeuvres and beverages during the hour before dinner. As a helper, you are asked to schedule 1 or 2 times during the week when you can report early to set up, maintain tables during the hour, and stay a few minutes late to clean up. “Seat Reserved for Social Hour Helper” signs should be available so that you can have someone reserve you a place at a dinner table (you may be 5-10 minutes late to dinner due to cleanup). If you are a lobster diner, be sure you do not sign up to be a social hour helper on lobster night. (If you are a clams lover you might WANT to sign up for that night and get a jump on clams!!!)

The social hour organizers should be contacting you since they will be arranging a schedule for the week.”

They will be expecting to hear from you so don’t keep them waiting too long - they may have other assignments or other job coordinators calling so try to reach them while they are still available and willing. Of course, you may ask anyone else you wish to help out. It may even be worth seeking out new shoalers on island since they have not been assigned jobs and may welcome the task of “Social Hour Helper” as an opportunity to get to know others.

This job is a huge undertaking and requires a serious commitment in planning, communication, shopping, packaging, organizing and setup. Your efforts are most appreciated. THANK YOU!!!

R&S 2003, T&I 2004, B&D 2009