Team Management Weekly Reporting
Weekly report from the GM and team to cover off issues, business finance and cash flow
Timing: to be prepared each Tuesday and sent Wednesday night to Becs for input and review Wednesday EU Daytime
Weekly report
LAST WEEK
BAR SPENDING
Bar Budget for the month
Latest monthly spend figure to today (Wed)
Calculation Notes
How the Monthly Bar Budget is set?
At the end of the month prior / start of the month (depending on how event dates fall we set the Bar Budget for the month.
We look at the events coming up and conservatively estimate their beverage spend. If run sheets are done, we ignore the bar TAB as this is seldom reality.
For each event we calculate:
1. The estimated guest number x 0.9 to allow for a 10% drop off on the guest number.
2. We then multiply this by the number of hours of the event.
3. We then multiply this by 0.9 (allowing for a conservative number of units per person per hour)
We then multiply this by $11.30 (drink cost of $13 ex GST)
We then have a total conservative estimate of bar spend for the whole month.
We then take 20 - 23% of this and allocate this to the budget.
20% for quite months
23% for busy months.
This gives us the bar budget for the month (ex GST)
This does not change unless we have a new event booked into the month or if we get a dramatically revised guest number / event hours from our initial projection.
Vital we do not over order based on PAH settings to deliver the inventory required for the budget.
The budget needs to cover all Bar cost of goods - post mix, lemons, mint etc.
NEXT WEEKS ROSTER
Calculation Notes
1. Calculate event turn over
Add the estimated beverage spend - used above for the Bar Budget to the booking and set up fee, the microphone hire fee, the BYO cake fee and the food invoice. Do not add security, decorations or entertainment as the margin is too low.
2. Divide the event staffing cost by the turn over and times 100 to get the percentage.
Ensure to deduct admin hours on the day for Carolyn, Katy and Jo if you think that there are any.
MARKETING
Upload new social media content
This is a mandatory field as we need to be generating new content every week. If we have not events we need to create content - could be food / beverage or venue shots - creativity required
Weekly Promotional Idea
Each week (either at WIP or on Wednesday) I would like the team to brainstorm and provide me with one marketing idea to drive the business forward. This could be a product idea - bundle, package. A pricing idea. An offer. An event idea. A time for creativity and a time to stimulate the brain with new ideas.
invoicing
becs time & Sign Offs
WIP