Reading Girl Scouts : Cookie Drop : 2008

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This page documents the operation of our cookie drop on February 28 at Camp Rice Moody in Reading. Although the drop runs from 4:30 PM until 9 PM consult the table below for your troops assigned appointment time.

Volunteers Needed! - We still need more volunteers as shown in the Volunteer Schedule.

Hand trucks needed! - we need to borrow sturdy hand trucks for the cookie drop. Contact ralph@vinci.org if you can loan them. These are tracked in the Volunteer Schedule.

This is a very busy event, so a set of procedures have been designed to make this event function smoothly and efficiently. Consult the Drop Floor Plan (PNG, PDF) for the layout and traffic flow. You will follow a marked path through the building to pick up all your cookies from a single pile and put them into enough vehicle capacity to haul them away.

Please note that children and scouts cannot attend the drop or assist. This is due to insurance liability issues. If they are with you, they must stay in the car outside while you load. Keep them in the car, since there are many vehicles loading and backing up.

Each troop is given an approximately 15 minute time interval, and the chart below shows each troop's starting time. The arrival times are every 5 minutes so we expect 3 troops overlapped at a time. However, any delays could increase the number of troops overlapped, or may require you to wait a short time before starting if the traffic flow jams.

If your slot is unworkable, and you cannot find any alternative troop members to assist, contact the Drop Coordinator ralph@vinci.org for special arrangements. We have ordered the troops to balance the cookie pickup load, interleaving small orders with large orders. Trading slots between Troops is possible, if both parties contact the coordinator.

Arrival Time / Troop Number / Number of Boxes
Last updated: 2008-02-25 19:03 
4:00 Volunteer
     Training
     Demo: 3715 / 311



04:30 PM / 1290 / 1530
04:35 PM / 1266 / 66
04:40 PM / 1299 / 1381
04:45 PM / 3706 / 78
04:50 PM / open / 
04:55 PM / 3297 / 104
        
05:00 PM / 1294 / 1106
05:05 PM / 1304 / 115
05:10 PM / 3723 / 1061
05:15 PM / 3718 / 666
05:20 PM / 3731 / 1025
05:25 PM / 1301 / 489
05:30 PM / 3730 / 1012
05:35 PM / 1262 / 234
05:40 PM / 3716 / 959
05:45 PM / 1620 / 237
05:50 PM / 1300 / 881
05:55 PM / 3299 / 210
        
06:00 PM / 1275 / 879
06:05 PM / 3728 / 329
06:10 PM / 1283 / 864
06:15 PM / 1264 / 331
06:20 PM / 3700 / 830
06:25 PM / 3719 / 1213
06:30 PM / 3735 / 813
06:35 PM / 3712 / 346
06:40 PM / 1270 / 802
06:45 PM / 1282 / 381
06:50 PM / 1263 / 800
06:55 PM / 3737 / 407
        
07:00 PM / 3732 / 740
07:05 PM / 1268 / 418
07:10 PM / 1302 / 725
07:15 PM / 1265 / 434
07:20 PM / 1286 / 712
07:25 PM / 3703 / 435
07:30 PM / 1285 / 339
07:35 PM / 3708 / 448
07:40 PM / 1274 / 697
07:45 PM / 3705 / 453
07:50 PM / 3296 / 116
07:55 PM / 1287 / 474
        
08:00 PM / 3729 / 629
08:05 PM / 3717 / 478
08:10 PM / 3736 / 626
08:15 PM / 1261 / 480
08:20 PM / 3722 / 551
08:25 PM / open / 
08:30 PM / 1298 / 543
08:35 PM / 1269 / 498
08:40 PM / 1289 / 516
08:45 PM / 1278 / 501
08:50 PM / 3734 / 512
08:55 PM / 3733 / 704

Troop Pickup Procedure
  1. Read about the cookie drop in your Troop Cookie Manager "2008 Cookie Book"
  2. Enlist one or more assistants (children must wait in the car if they are riding with you). Bring your own handtrucks if you have them.
  3. Arrive at your assigned time promptly and with a vehicle (or two) large enough to fit your cookies. See the vehicle capcity chart for details.
  4. Check in with the Cookie Drop Coordinator at the "Check In Table" and get a Order Page that lists exactly how many cases and boxes of each type to expect. This should match your own numbers. This is what is being sorted for you. If we are overloaded you may be asked to wait for a few minutes.
  5. Borrow a handtruck or two at this time if you need them.
  6. Follow the traffic plan to make your way along the cookie pickup path, looking for a single pile of all your cookies marked with your troop number. There are several "assembly stations" and yours will be in one of them.
  7. At the assembly station, please verify that your order is complete and accurate based on the "Order Page". These are generated directly from Quickbase, and this is what is being built. We cannot provide additional boxes. Use Cookie Cupboards for that.
  8. Start loading your cases and boxes until your hand truck is full, and then transport it to your car, and loop back for more. Please obey the one-way traffic flow in the building.
  9. When your vehicle is fully loaded, return handtrucks if you borrowed them.
  10. Check out with the Cookie Drop Coordinator.
  11. The Cookie Chair will provide a Receipt for your complete order, which you will need to sign. You will receive a copy.
  12. Exit the premises.
Order Page


Receipt

Volunteers: You should arrive promptly at 4PM (if in a starting slot) and receive direction on how the cookie drop will proceed. You are expected for your full scheduled time, unless you arrange additional volunteers to swap with you. The current volunteer schedule is here.

Volunteer Procedure
  1. Arrive promptly at 4 PM for training. If you have a later time slot you will receive "on the job" training.
  2. A central stack of "Order Pages", one per troop, lists each order. When one of the "assembly stations" is clear, grab the next available "Order Page" and build the order in the assembly station. The pages are in troop arrival order, so you must build orders forward in time.
  3. Each troop may also have some loose boxes, so be careful to build the order with the correct number of cases and boxes. Maintain a single open case in the supply piles to provide individual boxes as needed.
  4. When a troop's order is completely assembled, grab another volunteer to check the counts, and if accurate, attach the "Order Page" to the stack facing towards the oncoming troops to indicating this order is ready for pickup.
  5. As troops come through, "assembly stations" will free up to assemble more orders. We hope you will be able to work ahead for 2 or 3 assembly stations so that troops coming through will not be waiting for you.
  6. If an "assembly station" is blocked by a missing or delayed troop, you can push that order to the "Delayed Pickup" area. Make sure the "Order Page" is affixed to the pile.

Order Page

Extra details have been recorded by the drop coordinator for the benefit of future drops.

Reading Girl Scouts - Cookie Sales