Business set-up: 2. Operational administration
As well as agreeing to the terms of the agreement it is important that you spend time with the outgoing licensee so that you understand how the pub operates. This could take a few hours so you will need to arrange a time with the outgoing licensee.
Use the checklist below as a guide:
|
Task |
When (minimum) |
Comments |
| Organise insurance |
4 weeks before |
You will need to organise public liability, F&F, stock, public & employer's liability. |
| Organise day of change stock |
2-4 weeks before |
The outgoing licensee will probably organise a stock-taker for himself on the day of change. It is up to you whether you accept this stock valuation or organise your own (your own could be the F&F valuer). It is normal to share the bill if there is just one stock-taker. (Note: day of change stock-takes are normally more expensive than standard stock-takes). |
| Ascertain staff detail |
4 weeks before |
See section dedicated to staff details. |
| Ascertain details of all regular suppliers |
4 weeks before |
Find out which suppliers the existing licensees uses. You will need to set up an account probably in advance. Consider pre-packed snacks, food suppliers, bar sundries, CO² gases, music and tapes, amusement machines, beer line cleaner, toilet supplies and machines, window cleaner, cigarettes, matches, cigars, confectionery, door control, entertainment agency, disc jockey, printer etc. |
| Agree transfer of service |
4 weeks before |
Gas, electricity, water & sewage, telephone, refuse collection, business rates, council tax, cellar and gas supply. |
| Locks |
2 weeks before |
Organise a locksmith to change appropriate locks on the day of change. Don't forget safes and spirit cupboards. |
| Catering offer |
4 weeks before |
If an offer exists, it may be wise to maintain continuity to begin with at least. If a cook is employed, you may wish to encourage them to carry on. If the licensee or partner did the cooking you will need to obtain a replacement fairly quickly. |
| Marketing / opening plan |
4-6 weeks before |
Dependent on the circumstances (i.e. operation stays the same or major investment) you may wish to organise a marketing campaign or, at the very least, tell customers who you are. |
| Bookings / other facilities |
4 weeks before |
Find out whether there are any bookings which need to be honoured and deposits which have already been paid, e.g. functions, weddings, DJs, entertainers, accommodation bookings, restaurant bookings, outside bars, etc. Also, find out if there are any annual or regular events of which you should be aware. |
| Current trading |
4 weeks before |
The trading figures provided in your analysis may have been, at best, 12 months old. Try to find out how much the pub has taken in the last few weeks, e.g. wet and dry takings, stock results and machine income. |
| Pub domestics |
4 weeks before |
Whilst you will have learnt a lot about the pub and the area, a meeting with the outgoing licensee may be useful to get last minute information, e.g. opening hours, trouble-makers, names of people barred, the police relationship, situation in respect of children, pub teams, noise and neighbour issues, etc. Try to get a picture of a normal week. |
| Local maintenance |
2 weeks before |
Build up a list of local contact names for emergency breakdowns and day-to-day repairs, e.g. locksmith, plumber, refrigeration engineer, electrician, builder, catering equipment repairs, audio repairs, till engineers, etc. | |
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