Schedule: Spring (March/April) & Fall (Oct)
Location: 12th Street Warehouse, 3331 W 12th Street, Jacksonville, Fl 32254
Attendees: All Jacksonville employees
Time: 11:30 AM – 1:00 PM
Agenda: Lunch for employees and a company update from Kevin.
3-4 WEEKS BEFORE
- Review the calendar for Kevin Carpenter and Charlie Frohman.
- Choose the date(s) based on the availability of KC & CF.
- Clear dates with HR.
- Email Kevin for date approval.
- Put a placeholder on Kevin and Charlie’s calendar.
- Email VP Shared Services to see if the date(s) work for the WH.
- Obtain a Survey Monkey link from HR.
- Upon date approval, create a Town Hall graphic in Canva.
- Include: Date, Time, Location, Survey link with due date, Zoom meeting ID and password.
9. Send calendar invite to all@advantus.com
10. The invite should include a town hall graphic, survey monkey link, estimated time for company update, driving directions (for corporate employees), and Zoom link. Calendar Event Template.docx
11. Send a calendar invite to Charlie to schedule a BJ’s Wholesale Club run for the morning of the Town Hall/Cookout (schedule for 8:30 AM-10:00 AM).
12. Make a checklist of supplies needed for this meeting.
13. Send an email Agostinho Sardinha (asardinha@advantus.com) asking him to do the following:
- Inform of the Townhall date.
- Inquire about ordering any missing supplies (cooking utensils, aluminum trays, etc.).
14. If Company swag is requested, order items at 4imprint.com. Select quick turnaround items.
15. Email Kilwins at Jackonsonville@kilwins.com for availability.
- Decide on ice cream flavors.
- Sign the contract and pay the deposit.
1-2 WEEKS BEFORE
- Contact HR for a headcount to determine how much meat to buy.
- Update the shopping list. Cookout Shopping List- UPDATED.xlsx
- Send the shopping list to Charlie for approval of the number of burgers and hotdogs. Headcount x 1.5 for burger count. 1.25 for hotdogs.
- Call BJ’s at 904.485.1180 (Meat & deli dept, option 4, Felipe (meat manager)) the Monday before the Town Hall/Cookout to put in an order for hamburger meat (make sure to do this at least 1 week before the event) for pick up by 9:00 AM on the morning of the event. Make sure to ask the employee to put a master UPC sticker on the carton so we can check out quickly. Get the full name of the employee who took the order.
- HR will send the results from the SurveyMonkey questions to Kevin to review and address during the event.
2-3 Days BEFORE
- Call BJ’s (904.485.1180) to confirm the meat order two days before the event.
- Warehouse supervisors will coordinate with warehouse personnel to get the receiving area cleared out for the cookout.
- Send Agostinho Sardinha (asardinha@advantus.com) an email the Monday before the cookout, reminding him about the cookout on ____, asking if he will do the following:
- Set up grills and make sure they are hot by the time Charlie arrives (10:00AM)
- Provide drinks/water in barrels and ice.
- Have everything set up – tables, chairs, etc.
- If the event is outside, cut the grass a few days before and spray for ants.
- Have extra propane tanks available.
- Have grilling tools available.
- 3 folding tables are needed (2 for cooking) 1 for Kilwins (if ordered),
- 2 long tables for serving.
- Aluminum Foil (check for some in the WH kitchen first), Readykleen wipes.
Day of Event
- Meet Charlie at BJ’s at 8:30AM to shop for supplies and meat.
- Arrive at the warehouse around 9:30AM or 10:00AM. All attendees start to arrive around 11:00AM-11:30AM.
- Assist Kilwins on where to set up their ice cream station.
- Assist Kevin, Charlie, and Warehouse staff with whatever they need at the Town Hall & Cookout.
- During lunch, replenish food, utensils and supplies.
- The warehouse staff clean up after the cookout.
- Assist Kilwins back to their truck.
Sample Shopping List
