ON-SITE EVENT MANAGER

the night before Non-Negotiable

• Respond promptly by text or phone. Immediate communication is required.
• Review the venue map the night before. If a map has not been sent, request one in advance.
• Clean out your car and fill your gas tank before event day. We do not factor in gas stops.
• Take screenshots of event details and this page in case service is limited at the venue.
• Text us before you go to sleep so we know you are ready for tomorrow. Then text us again when you wake up the following morning.

Dress Code & Appearance

• Wear an all-black outfit with no logos.
• Approved footwear: dress shoes or clean all-white/all-black sneakers.
• Khaki pants or shorts may be worn when appropriate for the event.
• Hair must be sleek with gel. If long, it must be tied back. Ladies: low bun preferred.
• Small gold jewelry is acceptable. Shirt must be tucked in on all sides.
• Arrive groomed, polished, lint-free, and fully event-ready.
• Foundation makeup or tinted sunscreen is not permitted as it may stain uniforms or transfer onto serving equipment.

Arrival & Logistics

• Arrive at the Redondo Beach storage location two hours before serve time unless otherwise specified.
• If meeting at Ashley’s personal garage beware that the garage door will randomly close. Don’t park too close to the garage so the door doesn’t hit your head/car.
• Load equiptment into your vehicle.
• Go directly to the event. No stops for food, errands, or gas while transporting company property.
• Only the hired server may be on site or in the vehicle while transporting company equipment.

Verification Checklist

1. Upon arrival, text the event organizer to confirm you are on site.
2. Once fully set up, send a clear photo of the cart and setup to confirm you are ready for serve time.

Setup & Timing

• Serve time starts when service begins, not when you arrive or park.
• Setup should take no more than 15 minutes if you are moving with purpose.
• Scrub the cart with a magic eraser to remove marks/scratches. Wiping it down is not enough.
• Ask clients if they have anything they would like to put on the cart, such as flowers.
• If it is even remotely windy or the umbrella feels unsafe, take it down immediately.
• If setting up early and leaving, keep the pops with you in your car.

Cart Standards Presentation Matters

• Moving blankets must stay on the cart during transport.
• Hide boxes, bags, and unattractive items fully out of sight.
• The setup should always look clean, luxurious, and camera-ready.

Service Conduct

• Treat the client and their guests warmly and professionally at all times.
• Phone use is not permitted during service except for essential event communication.
• Stand throughout the event. Do not bring a personal chair.
• Be excited about the flavors and guide guests with confidence.
• If wrappers are unbranded, add the cupcake liner while handing out pops. This is part of our signature presentation.
• If asked about booking, direct guests to beachtownpops.com.
• If asked about pricing, say: “I’m not permitted to quote pricing at events.”

Product Monitoring Top Priority

• Your number one job is that the pops do not melt.
• Check product throughout the event and rotate dry ice or ice packs as needed.
• Never touch dry ice directly.
• Gloves are required when scooping ice cream. Gloves are not required for wrapped pops.
• Any frozen treat on a stick is classified as a popsicle or freeze pop. Only scooped items are classified as ice cream.

Brand Activations & Guest Interaction

• You are the face of Beach Town Pops for the event.
• At brand activations, clients may ask you to speak about their product or hand out information while serving.
• Encourage guests toward available flavors when one flavor is running low.
• Respect privacy at all times, especially at celebrity-attended events. Do not ask for photos or autographs.

Social Media Video Required

• Capture photo and video content for Instagram when permitted.
• Do not focus only on the cart. Capture the ambiance, guests enjoying pops, branding, decor, DJs, and activations.
• Content should reflect the fun, premium, aspirational world of Beach Town Pops.
• Tag @beachtownpops when requested and follow any event privacy limitations.

End of Service

• If product runs out before serve time ends, politely notify the event contact and ask whether they would like the cart to remain or pack up.
• You are paid the full agreed-upon rate whether product runs out early or not.
• If serve time ends and pops remain, offer the leftovers to the client since they paid for them in full.
• If there is freezer space, ask whether they’d like the remaining pops placed inside.
• If they decline or there is no room, bring the leftover pops back. Do not throw them away.

Cleaning & Return

• Wash any sticky tools, scoopers, containers, or accessories at event kitchen sink.
• If there are leftover pops in cooler bags, do not wash the bags out unnecessarily.
• The client keeps only the pops, not coolers, dry ice, ice packs, or serving equipment.
• Depending on timing, you may be asked to return equipment the following morning. Clear communication is crutial.