Start with the last event, if you have it
Prior sales, leftover stock, spoilage, and notes about what ran out are better than an attendance guess by itself. Use the last event's item list as a starting point, but enter fresh stock counts for the next stand.
If there is no old packet, begin with a short menu and rough quantities. Mark the estimates so the closing count can improve them for next time.
Price for the real package cost
Turn case or package cost into a cost per sold item. Include cups, trays, condiments, card fees, and other stand costs before deciding whether the margin makes sense.
Whole-dollar prices can make cash sales quicker, but they won't fit every menu. Write down the margin and rounding you chose for this event.
Stock counts and shift coverage
Record opening stock, additions, ending stock, comps, and spoilage. Check case sizes, storage, supplier lead time, and use-by dates before placing the order.
Put setup, counter, runner, cash, restock, and cleanup jobs on the shift sheet. If you have enough help, add a swing volunteer to cover a no-show or the busiest part of the line.
Save closeout notes for the next game
Finish the stock count, cash box sheet, card total, and cleanup notes while the people who worked the stand are still there.
Write down what sold out or barely moved, any donations, and one change for next time. Save the notes with the closeout packet for the next chair.
Sources & local guidance
Source links checked July 31, 2026
Food quantities are estimates. Check local food handling, permit, school, and district rules.