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Concessions Contract

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1860 Crabtree Rd, Hixson, TN, USA

When

During Soccer, Football, Baseball, and Softball Seasons

Type of Work

Private Contract

About the Role

Comprehensive Concessionaire Responsibilities for MVYA
1. Primary Concession Stand Operation (with Kitchen Equipment):
Food Preparation and Cooking: Use provided kitchen equipment for diverse food items.
Menu Management: Ensure a varied and appealing menu, including healthy options.
Quality Control: Maintain high standards of food quality and presentation.
Health and Safety Compliance: Adhere to food safety regulations.
Equipment Maintenance: Properly maintain all provided kitchen equipment.
2. Operation of Satellite Concession Stands:
Food and Beverage Service: Offer pre-prepared foods and beverages stored in fridges.
Stock Management: Consistently stock items, coordinating with the primary stand.
Limited Food Preparation: Utilize available amenities for minor food prep.
Cleanliness and Organization: Keep stands clean and well-organized.
3. General Responsibilities Across All Stands:
Financial Management: Handle sales transactions and maintain accurate records.
Revenue Sharing: Agree to share 15% of gross sales with MVYA.
Staffing: Recruit, train, and manage staff for operation and customer service.
Customer Service: Ensure excellent customer service standards.
Waste Management: Implement effective waste disposal and recycling.
Community Engagement: Actively support community and youth initiatives.
Reporting: Regularly report on sales, issues, and feedback.
Event Coordination: Coordinate with MVYA during special events.
Insurance and Liability: Maintain necessary insurance coverage.
4. Additional Responsibilities:
Seasonal Preparation and Closure: Prepare and close down stands at season's start and end.
5. Digital POS System Requirement:
Mandatory POS System: The concessionaire is required to use a digital Point of Sale (POS) system with a connected cash register. Acceptable systems include Square, Shopify POS, Clover, or Toast.
Guest User Access: The POS system must allow 'view only' access for MVYA to monitor transaction data for transparency and financial assessments.
System Selection: The concessionaire should choose from the specified POS systems, known for their reliability, user-friendly interfaces, and appropriate access features.

Requirements

Minimum Qualifications for Concessionaire Applicants
  1. Business Registration and Licensing: Applicants must hold valid business registration and appropriate food handling and sales licenses as required by local regulations.

  2. Financial Stability: Applicants should provide evidence of financial stability, such as bank references or recent financial statements.

  3. $1000 Right of First Refusal Fee: A non-refundable fee of $1000 is required to secure the exclusive right to operate the concession stands during the specified sports seasons. This also provides a right of first refusal to open and operate as one of our food vendors during MVYA sanctioned community events and festivals.

  4. Revenue Sharing Agreement: Concessionaires will agree to pay 15% of their gross sales to the Middle Valley Youth Association.

  5. Menu and Food Samples: While prior experience in concession management is not mandatory, applicants must submit samples and detailed descriptions of their proposed menu items. The menu should be diverse, including healthy options, and adhere to local food safety regulations.

  6. Staffing and Operations Plan: A plan for staffing, including training in food safety and customer service, is required.

  7. Equipment and Maintenance: The Middle Valley Youth Association will provide a griddle, fryer, tabletops, food warmers, and refrigeration units in the main concession stand. Applicants must agree to maintain and care for this equipment.

  8. Insurance Requirements: Adequate insurance coverage, including liability and workers' compensation insurance, must be maintained by the concessionaire.

  9. Community and Youth Engagement: Applicants should present a brief proposal on how they plan to engage with and support the local community, with a focus on youth programs.

  10. Additional Amenities: The concessionaire will also have access to other amenities provided by the youth organization at each concession stand, details of which will be specified in the concession agreement.

About MVYA

Middle Valley Youth Association (MVYA) is dedicated to nurturing the growth and development of student athletes across Middle Valley, Hixson, Lakesite, Soddy Daisy, and Chattanooga. Our mission is to cultivate sportsmanship, teamwork, and active community involvement. We proudly manage extensive facilities including 10 baseball and softball fields, 3 full-sized soccer fields, a football field, 5 tennis courts, and 4 pickleball courts. These venues are not just for regular play; they serve as hubs for multiple tournaments each year, showcasing our commitment to high-level competitive and recreational activities. Looking forward, MVYA is excited to expand our community outreach by hosting additional festivals and events in the next 6-18 months. Our focus extends beyond sports; we strive to create an environment where youth can learn the fundamentals of leadership and teamwork, contributing to stronger, more cohesive communities.

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