Beech Village Hampshire

Beech Village in Hampshire England

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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 get the skills:

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 the keys to:

  1. The bar storage cupboard (middle cupboard in the hall)
  2. The bar fridge padlocks
  3. The bar wine and been cupboards (under the counter in the bar)
  4. The 2 keys to get in and out of the hall

The keys are normally stored in the bar float tin which is held by the treasurer.

Set up

  • Unlock cupboards and fridge padlocks
  • Check stock levels of soft drinks in small fridge and replenish from under counter and hall storage cupboard
  • Check stock levels in wine fridges and replenish from hall storage cupboard
  • Lock hall stock cupboard
  • Take fresh beer from kitchen and place on top of bar
  • Take bar menus from cupboard under bar and place on bar
  • Take iZettles iPads and card machines from cupboard under bar
    • Check charge level
    • Plug into charger if necessary
    • Then place on bar
  • Take corkscrews from cupboard under bar
  • Start glasswasher (see insutrcutions for Appliance)
  • Take  tea towels from kitchen

Tidy up

  • Put the following back in the appropriate cupboards:
    • Bar menus
    • Corkscrews
    • iZettle iPads and card readers
  • Drain and turn off glasswasher
  • Put used tea towels in kitchen tea towel ‘bin’
  • Lock:
    • Fridges
    • Cupboards under bar
    • Chdeck 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 the Glasswasher (in the lounge/bar area)?

  1. Prepare dishwasher
    1. Open door, and put water plug in base of washing area, under tray.
    2. Replace tray, close door, and push in left hand power button.
  2. Washer should now fill, and heat the water – heating light will glow.
    1. When water is hot the orange light by right hand button will go out.
    2. It is now ready to use.
  3. To wash glasses:
    1. Fill glass tray, and when ready,
    2. Close door, then
    3. Push-and-hold right hand button in for a second or two.
    4. Washing cycle will now start – and end after around 3 minutes.
  4. Glasses will now be hot, and clean.
    1. Either leave to air or dry with towel and replace on shelf
  5. At end of evening:
    1. Remove water plug, rest it in the tray, and close door.
    2. Water will now pump out automatically.
    3. Check inside that it is empty.
    4. Press power switch and see power light go out.
    5. Close door.
  6. Any problems, ask a Committee member near you!

How to use Zettle point of sale (PoS)

How to use our Zettle point of sale system?

Beech Village Hall has 2 Zettle Point of Sale systems already set up for taking payments.

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

  1. Cash
  2. Card
  3. Payment links

To use one of the systems you will need:

  1. Access to the one of the machines
    1. The PIN code to access the system
    2. Please email bookings@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 bookings@beechvillage.org.uk for help on setting this up

To use the Zettle app

  1. Turn on the iPad
  2. Enter the PIN code
  3. Check you are in the Zettle app, if not select the Zettle app from the menu
  4. Navigate the screen to select the items you wish to add to the ‘shopping cart’
  5. You can select an item multiple times or update the quantity from the shopping cart.
  6. Select payment type
    1. We prefer to not accept cash if we are handling food as if you touch money you MUST wash your hands
    2. We prefer card payments, just select ‘Card’
    3. The iPad will then connect to the card reader
    4. If you have problems connecting to the card reader you can go into the settings menue and attempt to reconnect to the reader.
    5. The card reader will display the amount and the customer can tap or insert their card or phone
      1. Sometimes customers are required to insert their card and enter their PIN
    6. 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

Sell

 

1.     You should be at the ‘Sell’ screen on the iPad

2.     Select product. If you make an error you can delete and start again

3.     Tap ‘Card’ button at bottom right of screen (if cash or card is enabled)

4.     The amount should now be displayed on the card reader

5.     Ask the customer to tap or swipe their card

Receipt (sent via email)

1.     Click the button in the top left of the iZettle screen

2.     Select the ‘Receipt’ menu item

3.     Identify and select the transaction by the amount and last 4 digits of the card

4.     Click on the ‘envelope’ icon at the bottom of the screen

5.     Enter the email address of the customer

Refund

1.     Click the button in the top left of the iZettle screen

2.     Select the ‘Receipt’ menu item

3.     Identify the transaction by the amount and last 4 digits of the card number

4.     Click on the transaction

5.     Click on REFUND

6.     The customer will then need to represent their card.

Free drink for Bar staff

 

1.     From the SELL screen select the drink

2.     On the right hand side press the discount button

3.     Enter 100%

4.     Enter cash and finish the transaction

5.     Please note the discount applies to the entire shopping cart

iZettle problems

No connection to card reader

Check reader is powered on and has charge

Power button is top right of iZettle card reader

Plug into charger

 

Check reader is connected to iZettle software

From iZettle app on iPad:

Click top left menu button

Select ‘Settings’

Select ‘Card reader’

Check status

 

 

 

 

 

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
    1. The tin has the bar cash float and also the keys to get in
  3. Check with Social team on who is buying the fresh beer
  4. Plan on arriving at kleast 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
      • Chdeck 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