PROCEDURES & GUIDELINES
EVENT START: STORE CHECK IN
Arrive when the tasting gig is to start. Check in with the manager/customer service/store contact.
Request the Cloud & Joy tasting kit if stored at the stre, or a tasting station table/podium if provided by the store. We will work out what is provided by the store prior to your first-time arrival.
If able to request a specific spot, do so near the ice cream/frozen section.
Once you have the tasting table/station delivered, set-up your kit.
Assemble cooler stand (consists of legs and the soft cooler basin itself)
Frozen Cold Bricks inserted into the cooler basin to surround the pints (maintain the coldness of the pints)
Set-up the bag of tasting spoons, line used spoon cup with paper towel
Set-out the empty pints for the flavors being sampled that day
Request paper towel sheets if needed
Take a picture of the freezer case with Cloud & Joy each time
Count-up the number of pints of each flavor and note this to submit after the tasting event to Cloud & Joy
Take a pint from the freezer case and note this because we compensate the store monthly for the inventory used for tastings.
NOTE: Since generally a tasting will use less than a pint per session, to reduce wasted product, we will usually only be sampling 2 flavors per session. The flavors for each session will be communicated on the Brand Ambassador WhatsApp channel.
Please also note the condition of the pints (i.e. covered in ice, etc.) and the pricing.
Take a photo of the freezer case with prices. You will send this to us as part of the Event-Wrap Up Procedures (below). Part of the reason is so if the pricing is incorrect or it is not on the proper promotion, we can work with the store to correct it. Also, photos of the product in-store is good content.
If the product packaging is frosted-over/icy etc. you may also need to deal with this. See the merchandising section.
TASTING GUIDELINES
Once you’re set-up, this is pretty straightforward. The two most important factors here are to be kind, warm and friendly — and reliably follow food safety guidelines (above. This includes asking about allergies)
Always be attentive, giving attention to everyone who passes (no phones!) as this sends the message that you want to interact with them — opening with a simple “Hi!” often sets a great tone…
Ask people if they want a sample. Here are some sample phrases we have found to work (these are suggestions not required phrases!:
“You’re welcome to try a free sample of healthy ice cream”
“Would you like to try better-for-you ice cream?”
“Free Sample of Holistically Healthy ice cream!”
A few good phrases you can use to follow-up with if they don’t respond immediately without being intrusive:
It’s better for you… but I promise it doesn’t taste better for you!
(this one often gets a laugh)No added sugar. Low calorie. Gluten free, non-gmo organic ingredients
Of course, if they still aren’t interested or ignore you, accept it gracefully. You’d also be surprised how often maintaining a friendly demeanor and moving to the next person will intrigue the person who turned you down to try. And even if not, it’s important that their interaction with Cloud & Joy was positive!
The product education section will have more about the flavors themselves.
If They Do Try…
Encourage them to try all the samples we have available that day and engage with them with product education during as they taste it, while of course also being responsive to their comments.
Disposal of Sample Spoons: People often don’t know where to put the spoons, feel free to point out this, or even hold the container for them.
If they want to buy, thank them! And if you can, show them where it is in the freezer case and/or get it for them. It is best if they see it’s location so that they know it for next time. Feel free to even mention that.
WRAP-UP
Before officially ending the event and checking-out with the store, you will do the following:
Count the remaining products and note the numbers
Pull all remaining product forward, arranging them neatly facing forward with as few ‘holes’ in the display as possible.
Align the products in their ‘slots’ or rows above the appropriate price tag.
Ensure space is clean and wiped down & all used spoons are disposed along with all trash. This includes the tasting table/podium provided.
Check out with the store and ask where the tasting table/podium/kiosk is to be stored or inform them so they can store the equipment.
Event Session Report (Google Docs)
When you wrap-up the event, or soon thereafter, you will need to fill-out the report and upload your photos on the Google Form provided:
*This button is in your Cloud & Joy main portal page you should have bookmarked!
This Form Will Ask
*All fields are required…
Initial Pint Inventory (start of event)
Ending Pint Inventory (end of event)
Photo of the freezer cabinet
1 Photo of the tasting event
Number of units and which flavors of pints used for tasting
Note: We will allow in the time accounting an extra 30 min. hours you can submit for doing this wrap-up and reporting
