Santa's Workshop
Operations Manual
Breakfast & Crafts with Santa · Saturday, December 5, 2026
Start Here
One central place for the schedule, leadership, tasks, and details that make the day welcoming for every family.
Event facts
Leadership
Community partner
Contra Costa Foster Friends · Toy drive
Encourage an unwrapped toy for a child of any age or a gift from the Amazon wish list. Confirm whether the event supply list and toy drive list are separate before publishing signage.
Planning dashboard
Review due dates and responsible owners in the Timeline tab.
Decisions still to confirm
Working notes
Timeline & Action Tracker
Assign an owner, update a due date, and mark each action complete. You can also add tasks for this year's planning.
Known schedule
Planning guidance
The guides confirm Friday setup beginning around 10 AM (pending confirmation), a Saturday start at 7:30 AM that varies by team, volunteer breakfast at 8:15 AM, and public hours from 9–11 AM.
Use the task list below to confirm the remaining team-specific arrival times and deadlines.
Action tracker
Craft Program
Eight listed craft activities, with leaders and stations that can be updated as plans are finalized. The original guide says seven planned projects, but lists eight entries including the coloring station.
Craft stations and leaders
Volunteer staffing
Original staffing target: 5 craft hospitality volunteers per craft in the leadership table. Its open-needs section separately calls for 1 per craft area. Confirm the staffing target for each station.
Craft program open needs
Craft setup and supply checklist
Additional craft notes
Breakfast & Beverages
A warm, efficient breakfast with clear serving lines, accessible seating, and a welcoming hospitality team.
Breakfast menu
🥞 Pancakes · Sausage · Orange juice · Coffee · Hot chocolate
Service: 9:00–11:00 AM
Volunteer huddle breakfast: food and coffee available starting at 8:15 AM
2025 recorded pancake recipe
- 1 bag pancake mix
- 6 eggs
- 4 cups milk
- 1 cup sugar
- 4 ounces vanilla
Historical recipe only. Kitchen leads should confirm preparation instructions and yield.
Food team
2025 quantity notes and 2026 purchasing plan
Prior-year numbers are reference points, not approved purchasing quantities. Enter final 2026 targets and buyers.
Equipment and rentals
Paper goods and supplies
Food safety requirements
Breakfast room / beverage setup notes
Santa & Photography
A calm, clear photo line and a reliable process for delivering photos to participating families.
Bookings and responsibilities
Photo registration
Families should register before entering the Santa line using the QR code or a paper option.
Photos are not available immediately. After editing, the photographer's images will be distributed via an emailed link to the online gallery.
Family photo process
Santa's Helpers assignments
Santa area setup
Guest Experience, Outreach & Volunteers
Help families feel they belong at Saint Matthew, whether they attend church or are visiting for the first time.
Guest journey
Toy drive
Partner: Contra Costa Foster Friends
Invite guests to bring an unwrapped toy for children of any age or shop from the wish list. Toys will be distributed by the partner.
Hospitality and volunteer checklist
Team assignments and outreach notes
Public volunteer signups: saintmatthew.org/santa. For volunteer changes, the public page directs volunteers to mikeb@saintmatthew.org.
Setup, Facilities & Event Day
Practical preparation for Friday and a coordinated Saturday launch.
Friday · December 4
Target 10:00 AM · Confirm
Saturday · December 5
Team arrival times vary
Event-day operational schedule
Facilities / layout notes
Cleanup, Follow-Up & Evaluation
Finish the day well, restore the campus, thank volunteers, and capture lessons for 2027.
Cleanup and follow-up checklist
Expense tracking
Enter final amounts and receipts. Santa's original booking figure is $660; the photographer quote is outstanding.