The U.S. specialty coffee and tea industry is relatively young, and retailers of upmarket beverages are constantly having to familiarize themselves with the
changing complexities of their business. The same applies to the suppliers and
installers of specialty coffee- and tea-making equipment that also have to
negotiate an ongoing learning curve. We recommend, therefore, that you build in
extra lead time for the ordering and installation of your specialized equipment.
Milk Dispensers/Ice Cream Freezers
In the flurry of pre-opening activity, do not forget to organize any additional
pieces of equipment necessary for the smooth running of your operation, such as
milk dispensers and cream freezers. Many suppliers offer contracts for the use of
equipment that are worth considering when you also guarantee to purchase their
products exclusively. Ice cream freezers, milk dispensers, and various other
kitchen equipment, such as water boilers, are available on contract. Your sales
representative will have all the information about the necessary equipment.
These arrangements may be very beneficial for small coffee and tea shops that
have limited capital. Whatever your financial situation, do a thorough, careful
investigation into the terms of the service contract.
Organizing Public Utilities
Notify public utility companies of your intention to be fully operational by a
certain date. Allow plenty of lead time for completion. Some of these companies
may require a deposit before they will provide service. Every company and city
has different policies, so be sure to investigate yours thoroughly.
Phone Company
Two external phone lines are recommended, with some sort of intercom,
handheld radio system, and/or paging system throughout the shop so you can
speak from your position to key areas for any information that you may need to
communicate. A discussion with your local phone company business office about
your needs will reveal your many options. You also may wish to consider the
installation of a music intercom paging system. Above all, be sure to place local
emergency numbers at all phones.
Gas and Electric Companies
All major items of equipment need special hook-ups that can only be completed
by trained technicians of either the gas or electric company, or by authorized
representatives. They should be contacted as early as possible to come and
evaluate the amount of work required. In many cases, they will need to schedule
the work several weeks ahead of time.
Many gas and electric companies offer service contracts for purchase. If available,
it is highly recommended that you purchase them. Equipment that is maintained
to manufacturers’ specifications will last longer and operate more effectively and
efficiently. Set up a loose-leaf binder to contain all the information on your
equipment and its maintenance schedules. Included in this binder should be
warranties, copies of receipts, brochures, equipment schematics, operating
instructions, maintenance schedules, parts lists, order forms, past service records,
manufacturers’ phone numbers, a chart showing which circuit breaker operates
each piece of equipment, etc. Keep this manual up to date from the very
beginning. Become aware of your equipment’s needs and act accordingly. Train
your employees thoroughly in the proper use of all equipment, and it will serve
the establishment well for many years.
Water
Running a specialty beverage operation means that you cannot take any risks with
the standards of water supply to your brewing equipment; the quality and purity
of the water that goes into your tea and coffee is of vital importance to the overall
success of your business.
Water is different in all parts of the country due to the type of chemical particles
it contains. Water that has been subjected to a chemical treatment plant may
contain a high level of chlorine. Bear in mind that the chemical particles in the
water can have a particularly bad effect in the brewing of fresh coffee and tea.
Your state’s department of natural resources can give you information concerning
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the water’s chemical makeup in the local area.
Several companies now have filtering devices on the market that attach directly to
the water supply lines. Discuss your particular situation with your state’s
department of natural resources and the sales representative for your coffee and
tea suppliers.
Securing Other Essential Services Locksmith
A registered or certified locksmith must be contacted to change over the locks as
soon as you occupy the shop building and at intervals thereafter. Also, ensure that
the locksmith periodically changes safe combinations.
Fire and Intrusion Alarms
Every beverage and food outlet should have two separate alarm systems. A
system for fire, smoke and heat detection, and one for intrusion and holdup. As a
side note, the installation of an alarm system will increase the value of the
property, and a 24-hour monitored system may make you eligible for a rate
reduction of 5 to 10 percent with your insurance company on the insurance
premium.
Dishwasher Chemical Company
Contact all the dishwasher chemical suppliers in the area and meet with their
representatives. In most areas, four to five companies will be able to provide the
dishwasher with the service it requires. Several of these companies will monitor
the entire system, making sure the machine and staff are working together for
maximum efficiency. Clean cups, saucers, and serving accessories are an absolute
necessity for any beverage outlet. Do not gamble on the outcome by not using an
expert.
Sanitation Service
In most counties, a private business must provide its own garbage pickup. Receive
quotes from all the sanitation companies in the area. Prices may vary considerably
depending upon who purchases the dumpsters. You may wish to get advice from
your local health department to help you make your selection.
Parking Lot Maintenance
Parking lots will need periodic maintenance besides the daily duty of light sweeping and picking up of any trash. Painting new lines for the parking spaces
should be done annually. Blacktop surfaces will also require a sealant to be spread
over the surface periodically. Winter climates will require snow removal and
possibly salting and sanding of the lot. Most of these services may be purchased
under contract.
Plumber
A local plumber will be needed to handle any miscellaneous work and
emergencies that may occur. The plumber must provide 24-hour emergency
service. Make every effort possible to retain the plumber that did the original
work on the building.
Electrician
As with the plumber, it would be a great advantage to retain the original
electrician who worked on the premises. An electrician will be needed when
equipment is installed or moved. If it has not been done already, the electrician
should check and label all the circuits and breakers in the building. The electrician
also should be on 24-hour emergency service.
Refrigeration Service
The most important consideration when choosing a refrigeration company is how
fast they can respond to emergencies. The company must have 24-hour service.
Exterminator
Exterminators must be licensed professionals with references from other similar
beverage outlets they service. You may wish to consult the health department for
their recommendations. Exterminators can eliminate any pest-control problems
such as rats, cockroaches, ants, termites, flies, etc. The company selected should
be signed to a service contract as soon as possible. This is not an area to cut
corners or try to do yourself; it will not pay in the long run.
Plant Maintenance
If your coffee, espresso, and tea shop contains large, expensive plants, you may
need the services of a plant maintenance company. A professional plant-care
person can provide all the necessary services to protect your investments:
watering, pruning, transplanting, arranging, etc. Contact plant-care companies in
the area to get their opinions, quotes, and references. They must be made aware
that they are working in an environment where toxic sprays may be used only
with the approval of the health department and, even then, very cautiously.