Notes & Planning for Gulf Brew

[Mont Y. Märzen]

This list is a work in progress and will be updated as items are verified, assigned and completed.

1. Get everything ready 1 month in advance
2. Possibly account for lower attendance and request 2-3 gallon kegs instead of sixtles.
3. Finish re-configuring coffin with versitile taps, preferably all ball-lock with pin and Sanke converters as needed
4. Add Nitro option
5. Label the lines themsevles at the tap points
6. Use waterproof tags, or equivalent for kegs
7. Determine Flight Deck 3 weeks in advance for publishing in Brew Book by ACA
8. Better posters/graphics for each beer and untappd checkins.
9. Educational posters/banners for SRM, RBR, IBU, ABV, etc.
10. Beer signs should highlight flavor profile and make it more prominent to name, less emphasis on spec numbers
11. Design beer signs for letter size.
12. Design hanging beer sign option with larger signs
13. Promo DYS presence, especially the demo on media
14. Club needs to buy dump/drain buckets for coffin and ice well
15. Club needs to buy extra wells for Flights 2&3 instead of using trash boxes.
16. Make sure to split pouring tables on each side of coffin so coffin is displayed well.
17. Need a back table (4 total)
18. Buy a clip board and set of chalk markers
19. Need ‘lane labels’ hanging for us to see.
20. Get the taps and lanes coordinated properly
21. Club needs to buy a 100ft 20A cord with power strip and 100ft hose for demos.
22. Individual regulators per line would be nice since some beers are overcarbed.
23. Need sign about not being able to buy homebrew – one off recipes.
24. Need homebrew outside at demo with a branded jockey box
25. Need a committee for logistics before AND AFTER.

[Mont Y. Märzen]

Alas, GulfBrew 2020 didn’t happen, but here’s what we pulled off for 2021:

1. Get everything ready 1 month in advance
??? (don’t remember, probably not)

2. Possibly account for lower attendance and request 2-3 gallon kegs instead of sixtles.
DONE – This worked out great. We had some larger kegs, but this kept beer flowing and the Fest doesn’t really care since we’re offering lots of styles.

3. Finish re-configuring coffin with versitile taps, preferably all ball-lock with pin and Sanke converters as needed
DONE – Thanks Zeke! (He rebuilt the coffin and added a more stable base, then dressed it all up with used barrel staves) We now have 8 taps instead of 6, we can swap ball/pin connectors easily with swivel connectors (no longer fixed) and we have 2 Sanke adapters that can float to any tap.

4. Add Nitro option
DONE – we now have a nitro tank and regulator with proper lines that can be served on the two new ‘stout’ style taps. (the spigots are changeable for when not using nitro)

5. Label the lines themsevles at the tap points
DONE – I’m pretty sure, but will double check, they are labeled A-G then each keg in the line up will be 1,2,3, etc.

6. Use waterproof tags, or equivalent for kegs
7. Determine Flight Deck 3 weeks in advance for publishing in Brew Book by ACA
We got close enough on this, but need to do better in 2022.

8. Better posters/graphics for each beer and untappd checkins.
Decent enough, though we didn’t have time for untappd – need to work on this.

9. Educational posters/banners for SRM, RBR, IBU, ABV, etc.
10. Beer signs should highlight flavor profile and make it more prominent to name, less emphasis on spec numbers
DONE – new template design does this, but we need this info from brewers, or we have to taste the beer sooner. (we sampled a week before to order the beers and define the profiles)

11. Design beer signs for letter size.
DONE – bigger is better, but letter is easier and we can use cheap page protectors.

12. Design hanging beer sign option with larger signs
13. Promo DYS presence, especially the demo on media
14. Club needs to buy dump/drain buckets for coffin and ice well
15. Club needs to buy extra wells for Flights 2&3 instead of using trash boxes.
16. Make sure to split pouring tables on each side of coffin so coffin is displayed well.
17. Need a back table (4 total)
18. Buy a clip board and set of chalk markers
ACA now makes our chalk signs for us, don’t remember what the clipboard was for.

19. Need ‘tap lane labels’ hanging for us to see.
20. Get the taps and lanes coordinated properly
21. Club needs to buy a 100ft 20A cord with power strip and 100ft hose for demos.
22. Individual regulators per line would be nice since some beers are over-carbed.
23. Need sign about not being able to buy homebrew – one off recipes.
24. Need homebrew outside at demo with a branded jockey box
PARTIAL – We now make a point to brew the demo beer in advance, we served our Dunkel while brewing it, but we could use a Jockey Box instead of party taps for a more professional presence.

25. Need a committee for logistics before AND AFTER.
HELP! We had a few volunteers, but didn’t get to hold meetings like we wanted to.

[Mont Y. Märzen]

TODO for GulfBrew 2022:
*note, some of this stuff require purchases, we need to cost and approve these at a Board Meeting.

Planning & Promo:

• Need a committee for logistics before AND AFTER.
• Be ready 1 month in advance
• Determine Flight Deck 3+ weeks in advance for publishing in Brew Book by ACA
• Set up untappd checkins with QR codes when submit list to ACA.
• Create menu lineup on website & link from facebook
• Add beer profile info as a requirement when submitting beer, or meet early enough to add this to signs.
• Promo DYS presence, especially the demo on media – need to submit to community calendars (should do this for all meetings and events)

Kegs & Serving:

• Use waterproof tags, or equivalent for kegs
• Club needs to buy dump/drain buckets for coffin and ice well, 5gal would be fine.
• Club needs to buy extra wells for Flights 2&3 instead of using trash boxes. (Perhaps trash cans? 5gal buckets are a tad too narrow) Trash boxes are a mess.
• Make sure to split pouring tables on each side of coffin so coffin is displayed well. We need to make sure we have room for this, we still didn’t do this in 2021.
• Main tent needs 4-5 tables: 2 for serving, 1 for coffin, 1 for tools and other items.(merch?)
• In addition to one server per lane (8 total) we need 1 or 2 people pouring pitchers and 1 or 2 people handling merch.
• Need Venmo and/or other means for merch payment as most people don’t seem to like PayPal. (even using just a credit card)
• Need QR code for merch payments.
• Get the taps and lanes coordinated properly! Same order as on the coffin to keep things easy.
• Individual regulators per line would be nice since some beers are over-carbed. (we’d need a mounting board and hanging system for it when we make this upgrade)

Demo:

• Need a branded jockey box for the demo brew(s) and this will also be useful for smaller festivals. 2 tap minimum, but 4 would be better.
• Club needs to buy a 100ft 15A cord with power strip and 100ft hose for demos. (may have to do 2 50’s each, a reel for each would be nice)
• Demo needs 3-4 people: 1 for brewing, 1 for chatting & explaining, 1 or 2 for serving
• Demo tent needs 2 tables: 1 for serving, 1 for tools, utensils, etc. (maybe a 3rd for sample grains, hops, et cetera?)
• Need a small fire extinguisher on hand at demo.
• Ideally, build out a club loaner system and use that for the demo so prospective members have something to get started with and they can see it in action.

Signage:

• Educational posters/banners for SRM, RBR, IBU, ABV, etc. – we need to design and order this from Pixus or other printer.
• Design overhead hanging beer sign option with larger signs – so people can see them before walking up.
• Need ‘tap lane labels’ hanging for us to see. Those are both hanging on the table and above our heads.
• Need sign about not being able to buy homebrew – join the club! (from Pixus with a QR code to the website &/or facebook)
• Add grommets 1/3 of the way in for both 10ft banners, get zip ties or other mechanism to secure them to tent poles
• Get clips (preferably clear) to keep table cloths attached to tables top and bottom
• Have a loop sewn into the bottoms of the table cloths to put a weighted collapsible pole to keep table cloth hanging straight. Maybe rig an eyebolt or other means to tie them together at the ends and/or to table legs.

• This reply was modified 5 months ago by Mont Y. Märzen.
• This reply was modified 5 months ago by Mont Y. Märzen.
• This reply was modified 5 months ago by Mont Y. Märzen.

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