Team Banquet GuidelineS

Team banquets can be simple or elaborate affairs. Below you will find some components to consider during the planning process. Be sure to work with your coach to best understand available funds, if any, designated for a banquet.

Venue:

A banquet can be held at:

  • One of the high school cafeterias (request through the high school main office to secure a date and time and fill out the proper form to reserve.)

  • Firehouse

  • Restaurant or catering facility

NO ALCOHOLIC BEVERAGES ARE ALLOWED AT BANQUETS. NO EXCEPTIONS.

Contracts:

Facilities often have gratuities, administrative fees, or minimums in their contract. Please ask the following questions when you are booking a venue so that hidden fees reflect in the price you charge for attendance.

  • Is a deposit required when booking?

    • If a deposit is required, provide a copy of the contract along with an Expenditure Request Form submitted by the coach. The Booster Club will pay the venue directly via a check or credit card.

    • Be sure to include all information on the expenditure form, including when the deposit is due and where to send payment.

  • Is there a room fee over and above what is being charged for the food?

  • Is there a service fee (Tip) included in the per person cost?

    • Ask what the extra charge is for the service fee

  • Food Charge - per person

  • Is there an “Administrative Fee?”

    • This may be in lieu of the service fee or in addition to it

  • Is payment required in full on the day of the event?

    • We request that the venue sends an invoice to Booster Club after the final tally is completed.

  • Be sure to allow up to 2 weeks for a deposit check/final check to be paid for the banquet.

Collecting money from team & families:

We can set up the event online through bisonboosters.org so that all of the money collected for the event can be done online. This simplifies the payment and collection process.

  • This is the preferred method (instead of collecting cash and or checks from families).

    • There is a 2.49% + .49 cent fee per transaction, so be sure to factor that in.

  • If you choose to collect funds by check, be sure to use the appropriate deposit form (on coaches resource page or in athletic office) to submit the collections to the Booster Club.

  • Avoid collecting at the door

    • Have everyone signed up and paid before the event. This helps if there are no-show’s or a large walk-up the venue cannot handle since they didn't plan for it.

  • If a check is needed the night of the banquet, please reach out to treasurer@bisonboosters.org at least 2 week in advance. We understand you may not have the final amount until closer, but please let us know so we can be prepared.

    • If a parent pays the bill, put in an expenditure form to reimburse the credit card holder for the expense as soon as possible. Allow a minimum of two weeks to process.

Online Payments:

Contact Kate Chapman treasurer@bisonboosters.org to set up online payment. Make sure you have all the information below to set up the registration. Please allow a few days to have the page set up online.

Information needed for online registration:

  • Sport, Level, Gender

  • Date, Time, Location

  • Price per person (remember there are fees with payment processing so you might have to up your charge per person)

    • Are athletes free/different charges from families?

    • Is there a limit on the number of guests attending?

    • Are coaches paying or free?

  • Are you collecting information from online registration?

    • Example: name, level, contact information

  • What is the registration deadline date?

  • Who is the point of contact for the banquet?

If you have questions in regards to payment, please contact Treasurer Kate Chapman treasurer@bisonboosters.org