REFRESHMENT COMMITTEE

 

          GENERAL INFORMATION

 

          The following is information compiled from the Upper Room Handbook and past Central Alabama Emmaus Community Walks.

 

          Emmaus depends on a team of ordinary Christians working together in the spirit of Christ according to the directions of an objective manual for a proven model.  The most important guideline for persons serving in any support role is that they serve humbly, selflessly, and invisibly, insofar as that is possible. These roles are exercises in anonymous servanthood.  While they bring great personal satisfaction and are among the favorite avenues of service, they are not occasions for outward recognition by the team or Pilgrims.  The reward for these acts of service is experienced in the giving, and the reward is great.

 

          There are specific food and decoration guidelines which should be followed. Refreshments get a little more elaborate each day, in line with the designed flow of the weekend to unfold before the Pilgrims.

 

          The general idea is for the committee to prepare and put out the refreshments and then let the Pilgrims serve themselves.  Many interactions between Pilgrims and the members of the conference room team take place during refreshment breaks, and those on the refreshment committee should not get in the way of this interaction. Remember, the committee is not the hosts/hostesses, but merely to set up and serve when snacks need to be replenished.  Otherwise remain in the background.       

 

          FRIDAY NIGHT PARTY

 

          The Friday Night Party following candlelight is a subcommittee of Refreshments and is chaired, set up and staffed by a committee separate from the Refreshment Committee. The chairperson should discuss their basic plan for this party with the Lay Director in advance of the Walk to make sure it is in line with their wishes. The theme and decorations for the party will vary but general refreshment guidelines should be followed as closely as possible.  While the Friday night party is the “highlight” of the refreshment times, it is not intended to be overwhelming or overdone.  Keep it simple and avoid excess food.

BEFORE THE WALK BEGINS

 

            The chairperson is to see that there are enough snacks donated from the members of the community to last the entire weekend, including the Send-Off on Wednesday night.  While all of the food and products may be donated, some will need to be purchased based on the preference of the committee, amount donated by the community, and any special needs of the pilgrims. Keep all receipts for reimbursement by the CAEC Treasurer, but only purchase what is necessary.

 

           At the first team meeting, a refreshment list (see page 10) should be circulated for individuals to sign up with an envelope attached for those who prefer to donate money. Checks should be made to CAEC.   Adjust the list according to the inventory from the last walk. The list can be passed around again at the second team meeting and also at cluster meetings or reunion groups. Those signing up should be reminded by phone or e-mail to get donated items to the camp either Wednesday night or Thursday morning. Send-Off refreshments (store-bought cookies, chips and pretzels) should arrive Wednesday afternoon.

 

          Coffee, plain cups and white plates and napkins are shared with meal service supplies. Colored napkins for Friday and Saturday breaks should come from existing inventory or be purchased by the committee. Two-liter soft drinks and leftover unopened snacks from team meetings should be transported to the camp either by the Lay Director (LD) or Refreshment Chair. Please coordinate this with the LD.

 

The chairperson is responsible for enlisting workers for each refreshment break. It is preferable that at least one of the refreshment committee stay at the camp during entire weekend.  Someone should be in the kitchen by 3:00 pm on Wednesday to check in refreshments, unpack, and set up the supplies, and prepare for the Send-Off refreshments.  Two people will be needed for Wednesday evening and 3-6 workers for the other times. Check with the Lay Director to get any names he or she might have.

 

 

 

 

 

 

DURING THE WALK

 

On Wednesday night or Thursday morning, make sure that logistics has set up tables (two long tables—one for food and one for drinks—outside the conference room. The drink table can go against the outside wall right of the front entrance.

 

At Camp Alamisco, the refreshments must be transported from the kitchen up the hill to the area in front of the conference room at each break time.  Most refreshments are served in this area except for Send-Off, which is served in the back part of the dining room.  If there is inclement weather the chairperson should check with the Lay Director for his/her preference for the indoor area.

 

          In addition to preparing food and drinks for each refreshment break, it is the committee’s responsibility to prepare the coffee pots / drinks / ice / cups / napkins, etc. for morning coffee in the foyer. Coffee and drinks can be set up in the evening (best time is during supper when the pilgrims are downstairs) and covered with a tablecloth. Coffee pots will be plugged in by the Assistant Lay Directors (ALDs) in the morning. Be sure and confirm this with the ALDs!

Morning coffee setup:

Ø     Large pot of regular coffee

Ø     Small pot of decaf coffee

Ø     Small pot of hot water (set up one of these pots on opposite side of foyer to avoid circuit breaker being tripped)

Ø     Tea bags, hot cocoa, apple cider mix

Ø     Sugar, sweeteners, creamers

Ø     Soft drinks

Ø     Cups

Ø     Ice in an ice chest

It is also refreshments’ responsibility to clean up the foyer in the morning after the pilgrims go to chapel or during breakfast. Extra soft drinks can be stored in the foyer closet between the bathrooms.

 

 

 

 

 

 

 

 

 

 

 

 

 

EQUIPMENT AND SUPPLIES

 

          The space for storing food/supplies, as well as preparation space is extremely limited at Camp Alamisco.  The meal preparation committee and the refreshment committee share the kitchen area.  For this to work, all those involved must do their part to be flexible, understanding and considerate.  The refreshment committee normally uses the back part of the kitchen closest to the back door.  Only the people who are actually preparing food should be in the kitchen.  Keep the back door closed.  Many of the supplies may remain in the storage boxes when not being used.  All the storage boxes should be arranged in an orderly manner in the covered area outside the back kitchen door.  All utensils/trays/pitchers should be washed and put away as soon after the break as possible.  Any food for refreshments that is stored in the cooler or freezer should be kept in one area.

 

          INSTRUCTIONS FOR END OF WALK

 

          All equipment/supplies should be labeled and stored at the conclusion of the Walk.  An inventory of supplies/equipment/non-perishable food should be completed before packing up on Saturday morning.  This information should be forwarded to the CAEC Board Chair for Refreshments by e-mail as soon as possible, along with a list of people who worked in refreshments for the weekend.  Any un-opened drinks and non-perishable food should be packed for the next Lay Director to keep for the next walk.  All leftover food can be offered for use at Closing.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 REFRESHMENT SCHEDULE AND SUGGESTED MENU

 

Wednesday (Send-Off) 6:00 p.m. *Be sure and plug in coffee by 5:30

·        10 dozen store bought cookies

·        1 bag chips

·        1 bag pretzels

·        6 two-liter drinks

·        coffee (regular and decaf.)

·        creamer, sugar, sweeteners, stirrers

·        100 white napkins

·        100 cups (hot and cold)

·        two pitchers water

·        large bowl of ice

  ***Following Sendoff, set up morning coffee

Morning coffee setup:

§        Large pot of regular coffee

§        Small pot of decaf coffee

§        Small pot of hot water (set up one of these pots on opposite side of foyer to avoid circuit breaker being tripped)

§        Tea bags, hot cocoa, apple cider mix

§        Sugar, sweeteners, creamers

§        Soft drinks

§        Cups

§        Ice in an ice chest

 

 

Thursday Morning

          during chapel time (7:10 a.m.)  or at breakfast (7:45 a.m.)

Remove coffee pots and drinks from foyer. Pour some coffee in                 thermal carafes for use at morning break. Clean up and remove trash.

 

  

 

 

 

 

Thursday Morning

10:25  First Refreshment Break (begin preparing at 9:00) Set up outside of conference room, weather permitting. If raining, use foyer and under overhang outside

·        Plain table, no cloth or white plastic cloth, 75 white napkins, hot and cold cups

·        3 more soft drinks added to those from morning

·        2 pitchers ice water

·        Coffee and hot water for tea and cocoa (for cold weather, brew fresh coffee in small pot) condiments and stirrers

·        8 dozen store-bought cookies

·        Fruit tray: 4 oranges sliced; 4 red and 4 green apples sliced; 6 bananas chunked with skins on. Dip sliced fruit in pineapple juice to preserve.

 

 

 

 

Thursday Afternoon  2:35   Second Refreshment Break Plain table, no cloth or white plastic cloth

·        75 white napkins, 75 small plastic cups, 75 hot/cold cups

·        4 soft drinks added, coffee (brew fresh), hot water, lemonade in pitchers

·        6 red, 6 green apples sliced and dipped in pineapple juice with peanut butter or caramel dip

·        celery stuffed with spread made of cream cheese and chopped olives (drain and chop olives and stir into softened cream cheese)

·        8 dozen store-bought cookies

·        1 large dip-style potato chip with onion dip

Note: Following cleanup, leave drinks and bottled water out for refreshment following long break. Some pilgrims like to walk/ exercise during this break.

 

 

 

Thursday Night   8:15 Third Refreshment Break

·        White table cloth (fabric)

·        Banner if available

·        75 napkins, small plates and cups (hot and cold)

·        6 dozen homemade cookies

·        Vegetable tray (broccoli, cauliflower, carrots, celery, peppers, etc) with dip

·        Cheese cubes with crackers

·        6 soft drinks

·        Coffee and hot water with tea and cocoa, etc.

      Note: Following cleanup, prepare morning coffee and take to foyer. Cover with cloth.

                             Morning coffee setup:

·        Large pot of regular coffee

·        Small pot of decaf coffee

·        Small pot of hot water (set up one of these pots on opposite side of foyer to avoid circuit breaker being tripped)

·        Tea bags, hot cocoa, apple cider mix

·        Sugar, sweeteners, creamers

·        Soft drinks

·        Cups

·        Ice in an ice chest

 

 

 Friday Morning 9:25 First Break

·        Theme banners, as available. Colored tablecloths, simple decorations depicting theme verse of walk (e.g. cross, hearts, angels, fish, etc.)

·        75 napkins, small colored plates and/or colored cups, hot/cold cups

·        Coffee cake or pound cake, sliced

·        Fruit tray—apples, oranges, bananas, grapes, pineapple

·        Prunes

·        6 dozen homemade cookies

·        soft drinks

          coffee, hot water, tea and cocoa

Friday Afternoon 3:45 Second Refreshment Break

·        Banners, colored tablecloths, simple theme decorations

·        75mixed colored napkins, small plates and cups

·        6 dozen homemade cookies

·        Vegetable tray with dip (same as Thursday night)

·        Cubed cheese and crackers

·        Trail mix

·        Candy (M&Ms or something like it)

·        Soft drinks, lemonade, coffee and hot water with tea and cocoa

Friday Night Party After Candlelight (approximately 10 p.m.)

          Separate committee will begin preparations following dinner and entertainment (6:30 p.m.) Time is limited for set up and decoration because it must occur after pilgrims leave conference room (9:00 p.m.)  Pilgrims usually return to conference room from candlelight reflection around 10 p.m. Usually set up is outside but should be the preference of the Lay Director.

·        Use theme decorations, cups, plates, napkins. Nicer tablecloths and serving trays such as crystal and silver if available

·        Decorate with flowers, balloons, lights, torches

·        Menu options:   Ice cream party (decorations available)

                             Wedding reception type food and flowers

                             Mexican food/decorations

                             Finger sandwiches, dips and desserts

·        Remember this is NOT your party. Make it special but keep it simple and avoid food waste.

***Following clean up, coffee should be set up in foyer by refreshment committee. It can be set up at 9:30 and covered with cloth, if desired

Morning coffee setup:

Ø     Large pot of regular coffee

Ø     Small pot of decaf coffee

Ø     Small pot of hot water (set up one of these pots on opposite side of foyer to avoid circuit breaker being tripped)

Ø     Tea bags, hot cocoa, apple cider mix

Ø     Sugar, sweeteners, creamers

Ø     Soft drinks

Ø     Cups

Ø     Ice in an ice chest

 

Saturday Morning : Set out in foyer outside of conference room following breakfast. Keep it very simple.

·        Ice, cups, drinks, water (refresh as needed until afternoon)

·        Left over fruits, cheese cubes and crackers, homemade goods

·        Use disposable plates.

***Begin packing all refreshment items for Logistics to take to storage. Be sure containers are washed and dried thoroughly to avoid mold and mildew. Compile written inventory of food and drink supplies to give to Refreshment Board Representative along with a list of everyone who worked refreshments during the weekend.

 

Saturday Afternoon after 2:00:

 

·        Take all opened drinks and leftover food items which cannot be held over to the next walk up to closing in disposable container. Take cooler with cups and plates and napkin. There is no chairperson for closing, so make sure someone stays behind to clean up and throw away trash (don’t leave it to logistics!)

 

When you get home:

·        e-mail or mail inventory list and list of workers to Board Representative for Refreshments!

·        Turn in receipts and keep a copy for your records of any expenses to the Board Rep. for Refreshments. They will be forwarded to the CAEC Treasurer for reimbursement.

 

 

DeColores and Thank You For Your Service!

                                       

 

 

 

 

 

 

 

 

Refreshment List

Walk #_______

Please sign up for items needed or place donations in the attached envelope.

All items should be delivered to the camp by Wednesday night or Thursday morning of the walk unless noted by *

 

Item

Name

e-mail

phone

Red Apples-16*

 

 

 

Green Apples-16*

 

 

 

Oranges-16

 

 

 

Green Grapes-4 lbs

 

 

 

Red Grapes-4 lbs

 

 

 

Strawberries-2 quarts

 

 

 

Bananas-6 lbs

 

 

 

Broccoli/Cauliflower

 

 

 

Baby Carrots-2 lbs

 

 

 

Celery-2 heads

 

 

 

Bell peppers

 2 red, 2 green

 

 

 

16 dozen store cookies*

1.                                8 doz

2.                                8 doz

 

 

16 dozen homemade                   

                  cookies

1.                                8 doz

2.                                8 doz

 

 

Coffee Cake or Poundcake

 

 

 

Brownies (2 pans)

 

 

 

Potato Chips-dip style*

 

 

 

Tortilla Chips

 

 

 

Cream cheese- 3  8-oz

 

 

 

Green olives-  12 oz

 

 

 

Chunk pineapple- 2 cans

 

 

 

Prunes

 

 

 

Vegetable dip-2

 

 

 

Caramel dip-2

 

 

 

Mixed nuts-large can

 

 

 

Trail mix

 

 

 

Pretzels*

 

 

 

Cheese Ball

 

 

 

Cheddar cheese cubes 1 lb

 

 

 

Pep. Jack cheese cubes 1 lb

 

 

 

Pineapple Juice-large

 

 

 

Onion Dip

 

 

 

Crackers-2 boxes

 

 

 

*These items need to be delivered to the camp by Wednesday night

 

 

 

 

 

 

 

 

Sample Letter to Request Cluster Contributions

 

Current Date

CENTRAL ALABAMA EMMAUS CLUSTERS             

 

Dear Emmaus Friends:

 

          We are already feeling the enthusiasm about the CAEC Walks to be held at Camp Alamisco this year.

 

          If your Cluster can make a donation to help with refreshments for the year, we certainly will appreciate it.  If you are not the proper contact person, please pass this on to the correct person. If you want to furnish some type of refreshments or work in the refreshment area, please contact me.

 

 

Checks should be sent to:          CAEC Refreshments

Your Name

Address

Your phone #

 

   Thank you for helping make this year’s walks the wonderful experience that we know God is planning for all the Pilgrims!

 

De Colores,

 

 

 

Your name

Board Representative