Hospitality/Tent-3/2011
Welcome back to all sophomore, junior and senior rowers and coxswains. We are glad to see you return. We would also like to give a warm welcome to the new freshman and novice rowers and coxswains. Welcome to Harriton Crew!
Crew is more than just a sport for our high schoolers; it is a sport for the family. Each weekend from March through May, Harriton Crew rowers, coxswains, managers, parents and friends gather at the “tent” along the Schuylkill River to enjoy the races. It is an opportunity to meet other parents and enjoy a delicious feast. And no matter the weather, we will be on Kelly Drive to watch our rowers on the river. The enthusiasm on the river truly is a motivation to the rowers, and it is important that we support our children in their races.
Where do we park?
When doing drop-off for crew races on the weekends, Kelly Drive will be closed at the point of Saint Joseph’s Boathouse. You can drop your rower off at that point. You will immediately be detoured to the left before the start line of the racecourse. Just follow the detour signs - they will have you go through Fairmount Park and between athletic fields and historic mansions, and parking will be available there. Last year the parking fee was $10.00. From there, you can either take the shuttle (ask the parking attendant where to pick up) or walk down the road or various pathways to the river. (Warning: the pathways can be a little treacherous. A few years ago, an elderly woman was injured falling off the pathway. So don't take the pathway unless you're a confident walker.)
If you have a parking pass, you can proceed down Kelly Drive and park along the racecourse.
Where is the tent? 
Our tent, which is has a red top with black sides and the Harriton logo, has been in the same place for as long as we’ve been on the Schuylkill. We are about 200 feet before the finish line (where the tower and the Grandstands are on Kelly Drive). Our tent is located between a tree and the Grandstands parking lot that is across from the island that is the far side boundary of the race course.
What do we bring to the tent?
Suggested items to bring (depending on the weather):
Binoculars
Portable chairs
Sunscreen (important even on gray days)
Racing schedule (can be downloaded and printed from the PSRA, or if a non-Schuylkill race, another crew website – see links on Harriton crew website - a couple of days before the race)
Something to read
Rain gear (races are only cancelled in rain if it is really windy or for a thunderstorm)
Dress in layers, especially early in the season
What do Tent Captains do?
Tent captains are responsible for determining the dishes that will be served on race day and should insure that those dishes are delivered to the setup shift captains. The captains should contact each other and anyone else on their race day food distribution list, at least a week ahead of the race, to make sure each family is contributing an appropriate entrée, salad, dessert, etc. (food suggestions below). This season there are four tent captains at each regatta.
When it comes to the salads and entrées, we are open to creativity, but please make sure that hamburgers and hot dogs are provided every race day, as these seem to be the most popular). Also, make sure you provide a variety of entrées and salads.
Tent captains: be very careful in handling the tent. It is under warranty, but we want to make sure that everyone treats it as if it were very expensive, because it was.
Duties of Setup Shift Captains:
Food Collection: You must arrange to collect and refrigerate the food items from the families contributing food for your race day. If you wish, you can have some families bring their food when they arrive at the tent, but this could be risky because you will need the food before the first race begins. It would be best to try and have them arrive early or deliver early to your home. If you have room for storage, you can also have them deliver to your house the night before.
Arrival Times
Flicks, Cities, Stotesbury Races: Arrive at racecourse between 6:00 and 6:30 a.m. on the day of the race. Stotesbury finals – arrive two hours before first race.
Upper Merion: Unload trailer and partial setup of tent by 6:00 p.m. the night before – you can unload and do partial setup. The next day, arrive two hours before first race begins. Start grilling for breakfast upon arrival.
Dr. White: Arrive two hours before first race begins.
Tent Setup and Trailer Unloading:
Your Hospitality Chairs will email you the combination to the lock to the trailer ahead of the race. The key to the other locks will be inside the trailer. Please do not share this combination with anyone who is not a crew parent, and especially do not share this combination with any crew members.
Tent: Refer to the tent set up video posted on the website. Unload the tent frame and tent cover and walls first, along with the stakes, and set up. This is a push-up frame, and it’s easiest to set up with one person at each corner. If the cover is not already on the frame, attach it to the top of the frame before opening the frame. Make sure it’s fully attached before raising the tent to its full height. Except for Cooper River, and perhaps Dr. White, the shortwalls of the tent should face the street and the river. Make sure the legs are 
staked into the ground. Next attach the back (black on one side, white on the other) wall of the tent with the logo facing the street. On really nice days, tent captains maychoose to either forego attaching any walls or perhaps will attach only two walls on either side of the back of the tent. On rainy, cold days, tent captains should attach all four walls.
Grill: Set up the grill at the back of the tent, but keep away from the tent walls. On warm days, you may wish to set up outside of the tent. Attach propane bottle, but don’t light the grill until you’re ready to grill. There are grilling utensils in the trailer. There is a fire extinguisher in the trailer – place it next to the grill.
When grilling: please make sure that all meat is cooked through, especially the hamburgers!
Tables: Set up the tables along the back and the sides of the tent. There are table clothes for the tables in the trailer. Set up the chafing dishes on one of the tables (near the grill) – don’t forget to fill the bottom of each chafing dish with enough water so that it touches the bottom of the chafing dishes that will be filled with food. There are Sterno cans in the trailer. Be very careful handling the Sterno – when they are lit, the cans are very hot.
Set up a table with condiments (which are in the trailer), paper dishes and plastic utensils, napkins.
Set up a table for the salads.
Set up a table for the coffee (which will arrive soon after you do), with cups, sugar, creamers, stirrers, napkins.
Trash bins: There are two collapsible trash bins in the trailer – place one near the grill and one at the end of the tables, and place trash bags in them. The PSRA provides recyclable clear trash bags for cans and bottles.
Beverage Bins: There are two red beverage bins in the trailer. These will hold the Gatorade and the water. When the ice arrives, fill the bins with the bottles and intersperse with the ice.
Coolers: There are two coolers. Ice should also go in these coolers, and since the ice person won’t arrive until race day, you may wish to provide the ice yourself. Store all perishable foods (especially hamburger meat) in these coolers. Keep them filled with ice, especially on warm days.
When to start grilling: You may start grilling either when (a) you see a number of parents milling around looking hungry, (b) a number of rowers milling around looking hungry, or (b) 30 minutes after the first race (it will take about that long for the rowers to get to the tent after a race). You should also light the chafing dishes at this time and put the food to be warmed in them.
For Upper Merion: Start grilling breakfast immediately upon setup.
Duties of Breakdown Shift Captains:
Arrival Times: Except for Dr. White, and Stotesbury races, arrive at 11:00 a.m. For these other three races, arrive at noon.
Take over, or begin grilling (see above under “Duties of Setup Shift Captains: When to start grilling”).
Throughout the day, check on and put out food when necessary. Empty trash bins and recyclable bags – the bags go to curb on the Schuylkill, and where designated at Upper Merion.
Keep ice on perishables in ice chests.
Our tents remain up until our last boat has gotten back to the tent to eat. If, for some reason, the last race runs late, hold some food and drinks for these rowers. Begin clean-up an hour before the last race or by 4:00, as we must be off Kelly Drive by 6:00 p.m., which is the time that the drive re-opens to the public. Call our trailer hauler at noon to let him/her know when to pick up the trailer (see Volunteer List).
Once you know you will no longer need the grill, please turn it on high, close the lid, and burn off all food. Use the grill brush to finish cleaning. Clean out the drip catch underneath the grill. Do this well before breakup so the grill cools down before storage.
Breakdown:
Breakdown in the reverse order of setup (see above under “Duties of Setup Shift Captain”). Refer to the tent break down video posted on the website. The trailer has shelves that are labeled, but more importantly, the trailer is equipped with pictures that show you how to store the items in the trailer. All loose items must be strapped down with bungee cords.
Remember to detach the propane and store separately in the trailer.
Make sure all trash is bagged on the curb at the Schuylkill or where designated at Cooper River and Upper Merion.
Very important: wipe down and clean the tent cover and walls so they won’t be dirty the next time they are used. If they are wet – please don’t store them in their containers. Wipe down and store the tent frame separately in its special wheeled bag (the top and walls come off). Have someone dry the wet canvas out in a basement or garage at home and then restore in their containers in the trailer (parked in Harriton’s lower parking lot) once they are dry.
Have someone bring home all grill and serving utensils and coffee urns and wash and then store in the trailer, which will be parked behind the cafeteria at Harriton.
Breakdown: Check supply for the following items. Make a list of additional items needed and contact the person in charge of Non-Food Supplies for every Race Day. Check status after each regatta:
Sterno, 6-8 used each day
Aluminum trays 20 x 12, 11 x 9
Racks for the Aluminum trays
Paper towels
Foil
Plastic wrap
Wet Wipes
409
Napkins
Plates
Hot Cups
Cold Cups
Small Bowls
Forks, Knives, Spoons
Table Cloths, 5
Garbage Bags
Zip lock storage bags
Lighter
Sugar
Creamer
Ketchup
Mustard
Relish
Hand Sanitizer
Sunscreen
Pam for grill
Hay
Permanent:
Cooler, with wheels
First Aid Box
Bar B Q tools
Flash light
Tools for tent
Tables
Grill
Bungee cords
What do I prepare for my entrée and salad contribution?
Each family must provide a salad/appetizer that serves 30 people, an entrée/sandwich that serves 30 people and a dessert/fruit that serves 30 people. Please be generous in your portions. Keep in mind you are feeding the entire crew team, coaches, parents, and guests. The cost of this will be approximately $100.00 per family. Provide all food in disposable containers if at all possible. For food that will need to be warmed up and/or kept warm, please provide in foil chafing dishes (that can be found in any grocery store).
Sound nutrition is essential for strength and endurance; please keep this in mind when selecting your contribution for race day.
Appetizers: Vegetables with dip, cheese and crackers, hummus and pita, shrimp cocktail
Salads: Pasta salad, bean salad, tossed salad, Caesar salad, vegetable salad, fruit salad. Please provide dressing on the side if providing a salad that requires one. Tent captains should insure we have a variety of salads.
Entrées: Chicken, ribs, pork tenderloins, lasagna, shish kabobs, grilled sausage, hamburgers with rolls and cheese, hot dogs with rolls, hoagies, tomato pie, pizza.
Snacks and Dessert: Pre-cut fresh fruit on skewers if possible, bananas, soft pretzels, granola/health bars, zucchini/banana bread, muffins, brownies/cookies.
Tent captains: We are open to creativity, but please make sure that 60 hamburgers and 60 hot dogs along with rolls are provided every race day as these seem to be the most popular. Also, make sure you provide a variety of entrées.
If providing chicken or ribs for grilling, please precook and marinate so that we can then grill quickly and safely.
If you provide hoagies, ask the vendor to pre-slice for individual portions and to wrap the filling inside the rolls so the rolls don’t become soggy – you should also request the onions, oil, mayo, tomatoes, pickles, and peppers to be provided separately.
Also remember that we have chafing dishes so you can also prepare your favorite dish at home and bring it to the river, if this is easier for you, but make sure it is okay with your tent captains, and bring it early.
Breakfast: We now have a flat top grill for egg sandwiches, pancakes, french toast, etc. Bagels and cream cheese, muffins, breakfast cakes, sausage, bacon, fruit.
We welcome your individual creativity and tastes. Please make your choice of food with our rowers and coaches in mind; they work very hard on race day and are always very hungry. Also, please don’t forget that our spread is also for all the parents and all the friends who come to see the races.
Friends of Harriton Crew provide all Sports drinks, bottled water, paper goods, utensils, trash bags, coolers, as well as propane for our grill.
Thank you in advance for your generous contribution of food and your time.
Harriton Crew is proud of its team’s success and the participation of its families!
1.2011