For booster groups like yours, concession stands can be a major source of raising funds your group needs while creating an opportunity for your members to work together and get to know one another better. Best of all, booster club concession stands offer a fundraising opportunity that lasts all season and brings in funds for the entire school year.
We’ve assembled some ways to get the most out of your concession stand and reduce some of the stress that comes with running a successful booster club concession stand.
How to Run a Concession Stand for Your Booster Club
Running a concession stand comes down to five essentials: organizing a volunteer team, securing approvals and permits, planning a simple, high-margin menu, managing cash and inventory, and building local partnerships. Get those right, and your concession stand fundraiser can raise money all season long. This guide breaks down each step.
Better Organize Your Booster Club Concession Stand
Your team must be exactly that – a team, not just a few individuals taking on all of the work. Take some time in your next meeting to determine who would be best for each of these roles:
Concession Stand Leader
This person makes the final decisions for your concession stand and is responsible for everything the team does at the end of the day. They’ll get input from everyone else, but in effect, they will be the CEO for your concession stand.
Volunteer Coordinator
Your volunteer coordinator trains volunteers, lines up enough concession stand volunteers to cover two or three short shifts per event, and keeps a backup list to cover for last-minute no-shows.
Shoppers
Shoppers are responsible for finding the best prices on your concession stand items and purchasing them. (This includes supplies as well.) This is a great job for the busy booster club members that can’t work the concession stand during events but still want to help.
Stockers
These volunteers are in charge of your concession stand’s inventory and supplies, ensuring the stock is where it needs to be, and notifying shoppers of the items they need to pick up on their next shopping run.
Cooks
Your concession stand’s cooks take care of prepping and cooking the non-packaged items sold in your concession stand. Keep your non-packaged offerings simple and quick: hot dogs, popcorn, and hot coffee are good choices.
Registers
The cornerstone of a successful concession stand for your booster club is the ability to fill orders quickly and accurately. The best register volunteers have a customer-service mindset, are good with money/making change, and don’t get stressed out when they see a line forming.
Cash Supervisor
This volunteer ensures you have small bills and coins on hand to make change. If you take credit/debit cards, the cash supervisor will manage this process and deposit all cash immediately after each event.
Setup/Cleaning/Tear Down
The event itself is important, but having the right teams to set up, clean, and take down your concession stand is just as critical. The last thing you want is to lose some of your stock to spoilage or accidentally get someone sick. These volunteer positions are great for booster club members who have to show up late or can’t stay for the whole event.
Ensure your volunteers are informed of their roles and responsibilities. Volunteers should be appropriately trained in setting up, operating, and cleaning the equipment at your concession stand, which may include popcorn machines, fryers, hot dog rollers, grills, microwaves, and soda fountains.
Get Your Concession Approvals & Paperwork in Order
You’re going to need permission from the school and any facility where you set up your concession stand. If you’re part of an established booster club, such as for a sports team, this agreement may have been in place for many years. Still, you should get an updated copy of the school and the facility’s rules in writing each school year.
Even if your booster club has had a concession stand for some time, don’t assume you have the proper permits to prepare and sell food. Make sure you have any necessary paperwork and signage posted. If you’re unsure, contact your local health department to find out what you need to do. Ask specifically about a temporary food establishment permit, whether your concession stand volunteers need food-handler cards, and how far in advance to apply — some counties want two to four weeks’ notice. Post the approved permit where both inspectors and customers can see it.
If you are new to this concession stand’s operation, or this is the first time your booster club is setting up a concession stand in a new facility, spend time learning how to access the facility before and after events for setup and teardown. If there’s a security team, take time to meet with them and tell them who you and your group are.
Booster Club Concession Stand Checklist
Before the first event comes up on your calendar, there are many questions to answer. Consider this checklist to help you get ready:
- How many days/games/events will you be open?
- What budget will you set aside for supplies?
- What items will you sell?
- What are your expected sales?
- What are your final costs?
- Don’t forget to include utensils, cups, plates, and food safety items like gloves and hair coverings for your volunteers
- Determine menu prices
- Keep them simple and rounded up to the nearest quarter to make cash handling simpler, such as twice your food cost or higher
- Establish and communicate the rules for volunteers
- Determine who gets in for free, as well as if they get a discount on food items
- Figure out what volunteers will wear
- We advise matching shirts, hats, or uniforms to make the concession staff identifiable and show your school spirit
Additional Booster Club Concession Stand Planning Considerations
- Choose items you can make and sell quickly to avoid long lines
- Have a menu of seasonally appropriate items, like hot chocolate for Fall and sno-cones for outdoor Spring semester activities.
- Keep your menu small to reduce food waste
- Discount your perishable items toward the end of the event to speed up clean-up and reduce waste
- Offering your volunteers leftover perishable food after the event further reduces waste.
- Buy enough to stock your concessions stand, but don’t overbuy, which can eat up profits.
To run a profitable concession stand, track your inventory closely. Shoppers and Stockers should meet monthly, with a more thorough review at the start and end of each season, to check what’s been bought, sold, leftover, and expired.
Line up a reliable supplier for critical items like ice and use refrigeration when you have it.
Booster Club Concession Stand Partnerships
Partnering with Coke or Pepsi can lower your drink costs and often comes with free coolers, signage, and cups. Your school’s spirit shop is another good partner: sell branded, reusable cups and popcorn containers at a markup, then offer a small discount when fans bring them back for a refill.
Local food manufacturers, grocery stores, restaurants, and catering companies may donate food items to your stand in exchange for featured signage in the booth or a mention on your menu. Ask about placing a small ad for your concession stand in the event program. Also, ask the game announcers to give your stand a quick shoutout during a lull in the action to remind fans you’re there.
Financial Management Tips for Concession Stands
Treat your concession stand fundraiser like a small business: the better you know your numbers, the faster you can grow them. Beyond setting smart menu prices, focus on tracking what you earn and keep, event by event.
- Record sales and costs after every event so you can see which items are most profitable, then adjust your menu accordingly.
- Have two people count cash, then reconcile it against sales before it is deposited; this protects your volunteers and catches mistakes early.
- When determining your concession stand revenue, be sure to factor in operating expenses such as permits and credit card processing fees.
- Set a season revenue goal tied to what your group needs — new uniforms, equipment, or travel — so volunteers can see exactly what they are working toward.
- Reinvest a portion of profits into faster equipment or a card reader; quicker service usually means more sales per event.
Concession Stand Fundraiser Ideas to Increase Sales
A few simple promotions can turn an ordinary stand into a bigger earner. Try these concession stand fundraiser ideas to lift your average sale without adding much work:
- Bundle combo deals — a hot dog, chips, and a drink at one price — to raise the average order size.
- Offer pre-ordered snack packs families can reserve ahead of time and grab at the window with no wait.
- Run themed nights for homecoming or rivalry games with special-edition or seasonal items.
- Reward regulars with a punch card or a “buy five, get one free” loyalty deal.
Protect Your Booster Club Concession Stand with AIM
For all the things that can go right, there are just as many that can go wrong. It’s important to protect your booster club and your members. AIM can protect your group from the potentially catastrophic financial losses that can result from any claims brought up against your group, such as an injury while working at an event. We can also help protect your group’s money and property, including your valuable concession booth items, against damage, theft, and vandalism.
AIM offers custom coverage policies to protect parent-teacher groups and make sure your fundraising dollars can go straight to improving your school and its programs. Annual coverage starts at just $75/year, and it only takes a few minutes to get a quote and purchase insurance for your group. Learn what a policy covers on our booster club insurance page.
Want to know something specific about our coverage? Call us with your questions at 1-800-876-4044.
AIM is here to help your organization succeed. Check out our other blogs for fundraising inspiration, tips, parent-teacher group guidance, and more!
Frequently Asked Questions
How much money can a concession stand fundraiser make?
It varies with foot traffic, menu margins, and how many events you work, but a well-run stand can net anywhere from a few hundred dollars a game to several thousand across a season. Track profit per event to forecast what you might earn for the season.
How many concession stand volunteers do you need?
For a busy stand, plan for roughly four to six volunteers per shift — covering cooking, registers, restocking, and cash, with a Concession Stand Leader overseeing the shift and pulling from a backup list if someone doesn’t show.
What should a booster club concession stand checklist include?
Your event schedule, supply budget, menu and prices, expected sales and costs, volunteer rules and attire, and any required permits. Use the checklist above as your starting point.
Do you need a permit to run a concession stand?
Usually yes. Most health departments require a temporary food establishment permit and may require food-handler cards for volunteers, so check with your local office before your first event.