MFSDINST 1746.1A Special Event Procedures.docx

MFSDINST 1746.1A

31 Jan 2018

MIDSHIPMEN FOOD SERVICE DIVISION INSTRUCTION 1746.1A

From: Midshipmen Food Service Director

Subj: SPECIAL EVENT PROCEDURES

1. Purpose. To provide guidelines for billing of special events in a consistent and fair manner.

2. Cancellation. MFSDINST 1746.1, dated, 01 March 2007

3. Information. MFSD caters between 250 and 350 special events annually throughout the yard. These events range between brigade events and midshipman group events. Clear distinction needs to be made as to the class of event for billing purposes, and all bills must be calculated in the same manner for each and every event.

4. Responsibilities.

a. The Scheduler will:

(1) Receive all event requests and ensure the billing information is complete. If not, contact the person who submitted the request to obtain the information.

(2) Check availability with the Midshipmen Food Service Director and enter them into the calendar as appropriate.

(3) Generate the event memo forward the event memo to the MFSD Operations Officer for pricing.

(4) After the memo is returned to the scheduler, distribute as necessary. Forward copy of the memo with pricing to the customer.

MFSDINST 1746.1A

31 Jan 2018

b. The MFSD Operations Officer will:

(1) Ensure the menu for the event is detailed and scheduled in the current food service software.

(2) Determine class of event according to Reference (A) and whether or not a catering contract, Enclosure (1), is required. Catering contracts as well as a 50% deposit of the estimated charges will be required for any Class D events. Examples of such events include retirement ceremonies, promotion ceremonies, and class reunion banquets. “Non-yard” groups or activities requesting service may also be required to pay a deposit and sign a catering contract depending on that group’s particular affiliation and circumstances. For instance, the CNO hosting an event at the Naval Academy would not be required to pay a deposit, but the Navy Yard Washington’s Spouses Club would be. Final determination on this will be made by the MFSD Operations Officer or the FSD.

(3) Complete the billing spreadsheet, Enclosed (2), depicting an estimate of any applicable labor charges and the current surcharge rate.

(4) Forward billing package (event memo, CBORD cost information, and excel billing spreadsheet) to the Midshipmen Food Service Director (FSD) for final approval.

c. The MFSD Director will:

(1) Review the billing package for accuracy and sign as final approval of the event.

(2) Return the billing package to the Scheduler for proper distribution.

d. The Accounting Supervisor will:

(1) Retain billing package in a pending file until the event has occurred.

(2) After the event has occurred, verify with the MFSD Operations Officer and the FSD to ensure that headcounts or labor estimates did not change from what was originally planned in the memo.

(3) Bill customer in accordance with Reference (B).

(4) Retain all billing packages for a period of three years.

D. H. O’MALLEY

Director, MFSD