4 posts tagged with "concession-management"

It is 5:50 PM on a Friday. First pitch is at 7:00. The coordinator for the Westlake Baseball booster club has arrived at the stand carrying a cardboard folder, a tablet, and a personal phone. They are about to spend the next 70 minutes moving between three different screens and two paper documents to do what is, on paper, a single job: know who is going to work tonight's event, make sure they show up, and get the books balanced before the cash drawer goes home.

The job hasn't changed in decades. What has changed is the number of places it lives.

Central Valley Youth Athletic Association is a mid-sized booster club supporting four varsity sports programs at a public high school. They have 94 family accounts, run 24 concession events per year, manage a scholarship fund, and have annual 990 filing obligations as a registered 501(c)(3).

They were managing all of it with spreadsheets.

The booster club treasurer is usually the most organized person in the room. They volunteered for the role knowing it would be work. What they didn't anticipate was how much of that work would be spent compensating for systems that weren't built for this job.

Here are the five things every treasurer privately wishes they had — and what those things actually look like in practice.

Every fall, booster club coordinators across the country open the same spreadsheet they've been using for three years. It has 70-something tabs. The filename ends in _FINAL_v3_USE-THIS-ONE.xlsx. And somewhere between columns AQ and BW, last year's settlement math stopped adding up.

This is not a technology problem. It's a coordination problem that technology made worse.