TALLAHASSEE ELKS LODGE NO. 937 BINGO MANUAL

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1 TALLAHASSEE ELKS LODGE NO. 937 BINGO MANUAL REVISED 02/10/2014

2 BINGO PROCEDURES The formation of the Bingo Committee and the operation of the Bingo game is intended to comply at all times with Chapter 849, Florida Statutes. p_mode=display_statute&search_string=bingo&url= /0849/sections/ html The Committee has a Chairman and Co-Chairman to ensure smooth operation of volunteer scheduling, running the game, dispensing prizes, ordering supplies, and settling disputes if they arise. The Chairman's decision is final, unless his decision requires approval of the House Committee or Trustees in accordance with the By-laws or policies of the lodge. The Chairman or his designee will order supplies to operate the game. Supplies are currently ordered from Southern Bingo Supplies in Jacksonville at Supplies are ordered to retain sufficient stock on hand (dobbers, glue, tape, Bingo paper). Monthly schedules are prepared and posted on the lodge bulletin board at the beginning of every month by the bingo chairman, listing the volunteers and the shifts assigned. Volunteers are expected to review the schedule to know what shift each works, and to call the Chairman if a conflict arises with the schedule. Example schedule is on page 36. The Bingo caller is in charge of the game. His decision of winners is final. Further explanation is found in Chapter 849, Florida Statutes. The Bingo receipts are counted, and the beginning banks replenished every week for both Early Bird and Regular Bingo. It is important that the Bingo funds be counted and divided early enough to allow a deposit to be made, and the banks established prior to the next Wednesday's game. Deposits are prepared by the Bingo Chairman or his designee, and deposited by the Lodge Secretary into the Charity Account. The club operation is responsible for setting the room up for Bingo. For this, Bingo reimburses the Lodge for the ballroom every Wednesday that a game is performed. Additionally, Bingo pays the club a fee for the special set up of the room, provision of coffee, cups, condiments, and popcorn. Invoices for supplies are reviewed by the Bingo Chairman or his designee, a voucher prepared for payment, and provided to the Treasurer for processing. Supplies in the shipment should be checked against the invoice to ensure accuracy of billing. Invoices submitted by others for Bingo services (such as the club, for set up and supplies) will be reviewed and initialed by the Bingo Chairman prior to payment by the Lodge Treasurer. If the Bingo Committee has arranged with the Boy Scout Troop, which the lodge sponsors, to provide traffic direction to assist in parking for the Bingo patrons, on those evenings when the Scouts work, Bingo pays the Scouts $30 for their service. The Bingo Chairman prepares a voucher for payment, and submits the voucher to the Treasurer. If the Scouts do not work, no payment is made.

3 Bingo Responsibilities Sunday, Monday or Tuesday Makeup bingo packets for late bingo Get with Tom Walden on short paper supplies, that an order may be made Monday Take inventory of the candy and soda needed for the week use inventory sheet to manage ordering Take inventory of bingo food & sundries needed for the week use inventory sheet to manage ordering Check paper stock for cash register and check cashing machine Tuesday Have janitor/volunteers set up 84 tables and 2 chairs per table Set up trash cans w/liners at the bingo tables usually 1 at every 2 tables Clean up floor before bingo on Wednesday Wednesday 1-2 PM Get the bingo bank money from Capital City Bank Set up Early Bird Bingo envelopes with the $284 cash prizes see exhibit A page 35, for set up scheme, put the extra $16 in the red zippered bag or the keyed bank bag Put a balance sheet in the cash registers see exhibit B for balance sheet Put recently purchased drinks in the soda machine and candy in the roll around dauber cart Wednesday 2-4 PM Set up 2 cash registers and check cashing machines Check paper in all 3 units extra paper may be on the roll around, in the box with the check cashing machine or in the bingo closet on the top shelf on the right Set up banks in the 2 cash registers of $650 each $600 in paper & $50 in quarters Set up bingo machine and check bingo balls normally the bingo caller for early bird Check that popcorn machine is in the lounge to have the popcorn crew make several batches roll machine into bingo at 7:00 pm Bring in wishing well from the front hall to the left side of the bingo machine Roll out the bingo paper storage cabinet to the front of the table where the early bird crew sits Put wicker baskets, one per table and put 50 early bird bingo cards in each a bingo volunteer will handle Put out the roll around with daubers and candy to the right, behind the bingo cashiers Wednesday 4-4:30 PM Bring out the late bingo packets and all the other floor sales cards from the bingo closet Bring out pirate bingo cards Put up the bingo cards poster, the odd/even poster and the 3 framed signs one is you have to be 18 to play bingo, the other is the bingo chairman & the committee people, and the third is the notice to check writers for bingo sales. Cashiers make sure the registers are ready to go money and register tape Check the register receipt tapes are loaded properly and there is enough paper on the spool for the bingo session - both machines Count money in the drawer Split the 2 part tickets, put into 2 different containers (bowls or baskets) for the extra bingo cards giveaways. Put one container near the registers; put the other on the stage near the bingo caller. Wednesday 6:45 PM Prepare late bingo prize envelopes Set up extra bingo prize dollars (2 or 3 groups of 3 packets of $17 each for 3 way $50 split pots) Set up the bingo giveaway cards on the stage - 2 sets of (2 jackpots green & orange, 2 white paper card specials, 2 half time packs & 2 half packs) the bingo caller can verify you have the correct paper for you he will draw from the container on the stage tickets for this give-away Pick up the early bird bingo paper and the baskets; bring them to the early bird roll around for storage Put the unused bingo paper back in the top of the roll around Put the wicker baskets in cabinet below on the roll around Also put the early bird cash drawer in the bottom storage area of the roll around

4 Roll in the popcorn machine with freshly made popcorn Wednesday 7:00 7:30 PM - After early bird is over Count the early bird money and put the amounts on the bingo log sheet Put all early bird money in the red zipper bank bag Put the red bag in the early bird black valise along with the bowl, and adding machine used by them Put the valise in the safe room, turn out the light and secure the door closed & locked Wednesday 7:30 8:00 PM Work with cashiers to total up cash registers Z out the cash resisters before turning them off make sure the tape is in position to have a good print out before you start the process of Zeeing the machines Put the Z ed paper tapes in the keyed bank bag Cashiers - add up the checks run through the check machine keep with the register tapes Follow the laminated procedure for settling the checks Push the settle button on the check cashing machine Check under cash register coin drawers for extra money and checks Put all money in the keyed bank bag Count the resisters separately and put data on the bingo log sheet for the session Put the settled check amount on the bingo log sheet Put the canceled checks in the bingo closet, in the box marked checks Wednesday 9:30 PM Pick up the cash registers & bingo paper Pick up the check machine, et al Pick up the posters and tripods return to the bingo locker Wednesday 10:00 PM or after bingo session is complete Add up the floor sales from the session and record the amounts on the bingo log sheet Put all money in the second black valise bag Put the keyed bank bag in the second black valise bag, put the second black valise bag in the safe room, turn out the light and secure the door closed & locked Thursday Count all money from the Wednesday bingo session prepare a bank deposit slip Set up next weeks early bird bingo money $300 in one dollar bills and $100 in quarters put in red zippered bank bag in the black valise. And put both the black valises back in the safe room, turn out the light and secure the door closed & locked Make a copy of the settled checks slip Make bank deposit Put the yellow bank deposit slip and the settled checks copy in the secretary s mail box Put the pink deposit slip and the original settled check slip in the treasurer s mail box Volunteer or janitor to put tables and chairs away as directed by the Club Manager Count the candy and soda money or give directly to the Club Manager to make a bank deposit. NOTE: all candy and soda money goes to the club. Bingo caller Bingo caller is in charge of the bingo hall when he is calling bingo Make sure everyone knows what the games are the lazy L, four corners, orange & white, etc. Make sure the machine is ready to go the program loaded Repair notification or broken equipment Check cashing machine Allen Bingo machine Tom Walden or Ralph Ferrell Popcorn machine Bingo Chairman or ER Soda vending machine Bingo Chairman or ER

5 EARLY BIRD BINGO GAMES & POT AMOUNTS Exhibit A GAME # GAME NAME $ AMTS. 1 REGULAR BINGO OR 4 CORNERS $ REGULAR BINGO - (NO CORNERS) $ DOUBLE POSTAGE STAMP CORNERS ONLY (NO Ns) $ BLOCK OF 4 ANYWHERE $ REGULAR BINGO - (NO CORNERS) $ DOUBLE BINGO ANYWHERE (INCLUDE 4 CORNERS) $ POSTAGE STAMP IN ANY CORNER (NO Ns) $ REGULAR BINGO - (NO CORNERS) $ REGULAR BINGO OR 4 CORNERS $ NUMBERS AROUND THE CORNER $ PACK ANYWHERE w/ WILD # $ REGULAR BINGO (NO CORNERS) $ SMALL + (NO Bs or Os) $ STRAIGHT BINGOS (NO CORNERS) $ REGULAR BINGO (NO CORNERS) $ STRAIGHT BINGOS (NO CORNERS) $ POSTAGE STAMPS IN ANY CORNER (NO Ns) $ STRAIGHT BINGOS (NO CORNERS) $ BLOCK OF 4 ANYWHERE $ BLOCK OF 8 ANYWHERE $10.00 TOTAL $ Bingo Pot Payout Matrix Early Bird Regular Pot Amount $ Number of Winners Per Game

6 May Bingo Schedule Early Bird Bingo 5:00 to 7:00 Cashiers please be here at 4:30 Regular Bingo 7:00 - until Wed. Dates Money Early Bird Floor Early 4:50-7:00 Caller Early 4:50-7:00 Cashiers 4:30-7:30 Floor Late 6:50 - until Caller Late If you have a conflict with the schedule, please mark the correction And call Bingo Chairman If you want to get in on the fun/work, write your name in for what you would like to do and training will be provided; and call me. Thanks, 11/15/13

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8 Bingo Supplies Inventory & Order Form EARLY BIRD BINGO Paper Cards: Red Green Orange Blue Red/White/Blue REGULAR BINGO Six Pack Half Pack Early Bird (Blue Shaded) Speed 5 Pack Speed - Purple Paper Card Special Gray Orange/White Vertical Half Time Jackpot Orange Pirate Blue or Green Second Half Jackpot Green Daubbers 3 Oz. Teal Blue Green Red Fuscia Blue Daubbers 16 Oz. Blue Green Red Other Tape Glue

9 SPECIAL EVENT REQUIREMENTS BINGO Bingo items to be set up and ready by 4:00 P.M. on day of Bingo. (CURRENTLY WEDNESDAY) FOOD ITEMS: SANDWICHES FROZEN HAMBURGERS/CHEESEBURGERS/FROZEN CHICKEN PATTYS/HOTDOGS LETTUCE FRESH SLICED TOMATOES SLICED WHITE ONIONS AMERICAN CHEESE HOT DOGS AND HAMBURGER BUNS BREAD FOR GRILLED CHEESE FROZEN FRENCH FRIES FROZEN ONION RINGS PICKLE SPEARS CONDIMENTS (mustard. catsup. mayonnaise, butter, salt) PIZZA MUSHROOMS (SLICED CANNED) OLIVES (SLICED CANNED) SAUSAGE SLICED GREEN BELL PEPPERS SLICED ONIONS PEPPERONI GRATED MOZZARELLA CHEESE PIZZA CRUSTS JALAPENO PEPPERS (sliced) ALL ASSOCIATED PAPER GOODS PIZZA ROUNDS PIZZA BOXES FRENCH FRY BOATS SANDWICH BOATS ALUMINUM FOIL SARAN WRAP PAPER NAPKINS BINGO FOOD & SUNDRY CHECK LIST Bell Pepper Butter 1 lb. block Chicken Breast 4 oz. French Fries Hamburger Buns Hamburgers Hot Dog Buns Hot Dogs Italian Sausage Ketchup Lettuce Mayo Mustard Onion Rings Onions Pickles Spears Pizza Boxes Pizza Cardboard rounds Pizza Cheese Pizza Crusts Pizza Sauce Regular Bread Salt Serving Boats Sliced American Cheese Sliced Black Olives Sliced Jalapenos Sliced Mushrooms Sliced Pepperoni Sweet Pickle Relish Tomatoes Extras

10 Bingo Basics Must be 18 years of age or older to play. No Minors allowed in the Bingo hall when Bingo is in progress Early Bird Bingo starts at 5:00 pm - Regular Bingo starts at 7:00 pm Bingo may run past 10:00 pm Each player must purchase a Bingo packet to play Early Bird Bingo - Packets are $12.50 each Packets contain cards for Regular Bingo games Extra game cards are available to purchase in addition to the Bingo packet Usually there are 20 games in Early Bird Bingo and 30 games in Regular Bingo Early Bird Bingo cards (one sheet with 3 games) are on the tables in baskets you pick your own Early Bird Bingo cards are 25 each or 5 for $1 Earl Bird Bingo pots vary in amount from $10 to $40. Regular Bingo pots are $50 with jack pots of $250 when there are 100+ players Bingo daubers are available at $1.00 each A variety of candy & cheese crackers is available for purchase and soft drinks are available from the drink machine Food is available by order from the kitchen from 5:00 to 7:00 pm. Menu of items and pricing is posted at the register Ice water is available at no cost Liquor, beer, wine (all alcoholic drinks) are prohibited in the Bingo hall Smoking is outside at designated smoking areas only no smoking in the Bingo hall at any time The State of Florida Bingo rules are followed and enforced

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