Ski for Light Event Planning Manual

April 2013

1. Event Chair

The Event Chair position is among the most important jobs at each Ski for Light International. It requires a person who is very organized, can handle a lot of responsibility, and who is also a good communicator.

The Event Chair must be capable of delegating tasks and motivating committee volunteers to do their jobs. Many details and numerous decisions require his/her attention.

At the event, the Event Chair is responsible for chairing the morning "sunrise" meetings and ensuring the smooth flow of event operations.

Pre-Event

April 1

• With SFL President, identify the following Event Coordinators:
  · Instructor/Guide Applications Coordinator
  · Mobility-Impaired Program Coordinator
  · Other Attendee Applications Coordinator
  · Visually-Impaired Participant Applications Coordinator
  

June 1

• Obtain a copy of the hotel, ski area and other contract(s). The SFL President should have the final versions of these contracts at this point.
• Discuss contracts with SFL President and Site Selection Committee Chair to be certain that all points are fully understood.
• With SFL President, begin identifying the following Event Coordinators:
  · Vice Chair
  · Announcer
  · Awards
  · Banquet Seating
  · Banquet MC
  · Corporate Sponsors
  · Evening Programs
  · Finances
  · First Aid
  · Guide/Skier Matching
  · Guide Training
  · Hotel Functions
  · Hotel Staff Orientation
  · Information Room
  · Local Volunteer Recruitment and Orientation
  · Meals
  · Program Journal
  · Promotion and Publicity
  · Race and Rally
  · Raffle
  · Registration and Housing
  · Sales Room
  · Silent auction
  · Ski Equipment and Accessories
  · Ski Site, Facilities, Ski Trail
  · Special Format Communications
  · Special-interest Sessions
  · Transportation
  · Website and Database
  
• All Coordinators should be people who can work fairly independently. Even though you will be keeping in contact with them as much as possible, situations will arise when you may not be available. It is important to learn early on which kind of communication to use. It is easy to overuse e-Mail. At times, it will be important to have a discussion with people and it is vital to then communicate by phone.
• With SFL President and Treasurer, determine prices of different room/meal packages and relay this information to the MIP, VIP, Instructor/Guide Applications, Other Attendee, and Registration and Housing Coordinators. These include:
  · Full-week package (registration fee, all meals, double-occupancy)
  · Full-week package (registration fee, all meals, single-occupancy)
  · Full-week package (registration fee, all meals, triple-occupancy)
  · Day rate (double-occupancy, dinner, breakfast, lunch)
  · Day rate (single-occupancy, dinner, breakfast, lunch)
  · Room only (double-occupancy, no meals)
  · Room only (single-occupancy, no meals)
  · Meals only (registration fee, 20 meals)
  · Local guide: Registration fee, lunches, first Sunday dinner, and banquet
  · Breakfast
  · Lunch
  · Dinner
  · Banquet
• From SFL President, ascertain who will design the event logo.
• With chairs of the Guide Recruitment, Participant Recruitment, and Promotion and Publicity Committees, decide what kinds of publicity materials and activities to use. Agree on the date (usually July 1) when event information is available on SFL web site.
• With Applications Coordinators, review the online event material and applications and update as necessary. Forward any changes to SFL Webmaster for posting.
• With SFL President, review and update the attendee information on the SFL web site.
• Prepare an article for the Summer SFL Bulletin that announces the details of the upcoming event, including instructions on how to apply.

July 1

• On or about July 1 announce the details of the upcoming event to the entire SFL community with a message to the SFL-Announce listserv.
• With hotel contact person, select dates of planning meeting.
• After approval of SFL President, issue invitations to the planning meeting being sure to include SFL President, Vice-Chair, major committee chairs (Hotel Function, Transportation, Applications Coordinators) and any new chair of a major activity who has not previously attended a planning meeting.
• Each attendee may be asked to represent one or more committee members who will not be attending. Assignment of representation should be based on familiarity with the area needing coverage, the primary location where the attendee will be for most of the meeting, and the time that the attendee's original job will require.
• With SFL President and/or Chair of the Budget and Finance committee, determine budget for major committees (Evening Program, Transportation, and Awards).

August 1

• Ensure that Planning Manual is sent out to all coordinators and committee chairs.
• From SFL President, obtain the appropriate Emergency Data Form and Waiver of Liability Form and forward to person making copies for coordinators.

September 1

• Finalize plans for planning meeting (housing, meals, transportation), set agenda, coordinate with the hotel.
• With SFL Webmaster, update membership list of sfl-plan listserv.
• Send out general information that includes names, addresses, and phone numbers and e-mail addresses of all chairs and the planning meeting agenda.
• Send a message to the SFL-Announce listserv that reminds people to apply as soon as possible, and which contains additional information as appropriate about the event.
• Prepare an article for the SFL Fall Bulletin that provides additional and motivating information about the event, as a means of encouraging last-minute applications.
• Ensure that an article about the Silent Auction is prepared and submitted for the Fall SFL Bulletin.

Planning Meeting

• Chair the weekend meeting.
• Review generic program schedule (Appendix A) with committee chairs and modify as needed.
• Give copies of the hotel contract to Hotel Function Coordinator, Registration and Housing Coordinator, and Meals Coordinator.
• Meet with hotel representative to discuss details of the coordination between SFL and the hotel.
• Provide the hotel with SFL information. Feeding the hotel general information about our philosophies and ideas will help them realize that we are not just another conference group. The earlier this happens the easier it will be to coordinate details that are specific to our group.
• Training of Staff: Alert hotel that SFL finds it very helpful if the ENTIRE staff of the hotel goes through an orientation/training session by our personnel. This should be done prior to Sunday when everyone arrives. This ensures that hotel staff will know how to deal with everything when people arrive.
• Provide hotel person with a list of committee Chairs. This makes it easier for communicating with the hotel people. It must be stressed to the hotel that problems and concerns come to you first. This allows you to keep tabs on things before they get out of hand.
• Identify and meet primary hotel staff essential to the event. It makes your job easier if you know to whom to go to solve a problem and if they know you. Do not assume any hotel knows how to handle our group. We are unique in terms of numbers of people and length of stay.
• With Vice-chair, make a list of safety concerns. If hotel agrees to change/add anything, be sure to determine if there will be a charge and who will pay for it.
• Establish how we will be charged for "extra" conference services. These are items that are not covered in the hotel contract. This may include meeting rooms, TV/VCR rental, photocopying, helping to set up extra tables, ski equipment area set-up, etc.
• Things to agree on:
  • Time windows for the arrival and departure of attendees at airport
  • Meal logistics
  • Who will be preparing participant tape
  • · How ski rentals will be handled for those who are not first-timers who do not bring skis
  • Evening program ideas
  • Arrangements/format for ski tour
• Reception: Typically, there is one reception during the week hosted by the SFL Board. This reception will probably be on Friday. The hotel can usually provide a room located discretely as far away from main activity areas as possible with the hotel providing alcoholic and non-alcoholic beverages and snacks.
• Evening Entertainment: This aspect of the week is vital. The selection of the bands for dancing will be the biggest decision for this Coordinator and it is important that you have an active role in their selection. The President is also responsible for signing the contract with the bands if they are not the house band. It is also important that there be a clause in the contract about our ability to control volume. Avoid any topic that requires people to sit still for very long with no participation-lectures typically have not been well-received.
• Be sure that arrangements have been made with the SFL Treasurer to have checks for payment to contracted evening entertainment on-site.
• Find out from the hotel the exact address and any other indications to be used on SFL packages mailed to the hotel prior to the event. Forward this information to all Coordinators.

November 1

• From SFL President, obtain information on the amount of money available for subsidies and forward this information to VIP, MIP, and Instructor/Guide Applications Coordinators.
• Make sure that arrangements for patches, pins, medals, trophies, plaques, awards, race/rally bibs, and chocolate are being made and coordinated with Vice-Chair and Awards Coordinator (see Appendix C for list of suppliers).
• With SFL President, decide on guide gift and ensure that it is ordered.
• Begin selection process for bands with Evening Program Coordinator.
• All requests from anyone who will not be a MIP, VIP, or instructor/guide (including dignitaries, spouses, or any other "extras") should be referred to the Other Attendee Coordinator. This Coordinator will handle all aspects of their registration and collect any monies owed.

December 1

• Begin sending event announcements and updates to the SFL-Event listserv.
• Forward final program schedule to Program Journal Coordinator.
• Verify that bands have been selected for the evening entertainment.
• Send out reminder message to all chairs that SFL is fast approaching, ask how things are going.
• Start checking the skier and guide numbers on a weekly or biweekly basis.
• Arrange for a hotel representative to give a welcome on Sunday night.

January 1

• Arrange for a computer and printer. This is usually done in conjunction with the Information Room Coordinator.
• With SFL President, choose an MC for talent night and communicate this to the Evening Programs Coordinator.
• Confirm with Transportation Coordinator how early arrivals are being transported to the hotel and how this is being paid for. Be sure that Board of Directors, Guide Trainers, etc. have been notified of transportation arrangements.

One Week Prior to Event

• Notify appropriate committee chairs that they will be needed at the morning "sunrise" meetings. These meetings begin on the first Saturday at 7:00am and are held each day through the final Saturday.
• Sunrise Meetings Attendees:
  • Event Chair
  • Vice-Chair
  • MIP Coordinator
  • VIP Coordinator
  • Instructor/Guide Applications Coordinator
  • Evening Programs Coordinator
  • Guide Training Coordinators
  • Registration and Housing Coordinator
  • Information Room Coordinator
  • Meals Coordinator
  • Announcer
  • SFL President
  • Hotel Function Coordinator
  • Transportation Coordinator
  • Rep from the hotel
  • from Wednesday on, the Race/Rally Coordinator
  • Whenever inclement weather or other circumstances threaten a full day of skiing, the Special-interest Session Coordinator should be invited to the morning meeting.
• It is best to keep the "sunrise" meetings short and organized. If the week is carefully organized in advance, this is possible.
• Be sure that visually impaired people are adequately represented at the sunrise meeting (at least 3-4 experienced blind persons). If not, adjust the attendance list to ensure this representation by inviting additional Coordinators.
• Check with Treasurer, make sure checks will be available for transportation, evening programs, etc.

International Week

Thursday (prior to SFL)

• Review with hotel procedure for signing charges to the master bill. The hotel should only allow the Event Chair and the SFL President to charge something to the master bill. Everyone else requires the approval of one of these two people. The Event Chair and SFL President should be given special name tags so that the hotel staff can recognize them as having this authority.
• Negotiate for a bulk photocopying rate. This will help to reduce the costs since there is a lot of copying done throughout the week.
• Meet with hotel liaison and others as needed.

Friday

• Update SFL Board on the event.
• Remind Board members about Saturday morning's work-to-be-done meeting.
• Remind involved people about time/place for Saturday morning sunrise meeting.
• Verify orientation sessions for hotel staff.

Saturday

• Conduct the morning "sunrise" meeting. They will be held every morning throughout the week.
• Verify transportation and meal arrangements for guide training.
• Verify arrangements for registration, bus arrivals, bus unloading, and traffic flow.
• Verify that room number list has been given to Transportation Coordinator.
• Determine if and how the event listserv is to be used during the week (e.g. next day menu, special-interest details, skiing updates, etc).
• Review information and sales room hours.
• Check with Registration and Housing Coordinator to be sure that a suitable person has been asked to make the bus announcements on Sunday.
• With Information Room Coordinator, convene a meeting for those people (Board members, extras, etc.) who are present at SFL but who have no specific responsibilities during the weekend. Help match up people who are looking for something to do with tasks that need to be done.
• Arrange for someone (preferably a blind person) to give a verbal description of significant features of the hotel at Sunday night's dinner.
• Participate, schedule permitting, in the meeting to match guides and skiers.
• Welcome first- and second-year guides.

Sunday

• Verify with Transportation Coordinator that bus drivers understand that an SFL person will board each arriving bus and make announcements before passengers disembark; also verify the exact location where passengers will get off buses and where luggage will be unloaded from buses.
• Ensure that plans are in place to make new participants feel welcome at the first dinner. These plans should include the presense of "greeters" at the doors to the dining room to help new people find a place to sit.
• With SFL President, select an MC for guide/skier introductions. Agree on who will circulate through the room to facilitate introduction of visually-impaired and mobility-impaired skiers and who will be at the microphone with list of guide assignments). Be sure that the selected individuals have been notified. Ask the MC to introduce the program and request guides to wait until to end of the formal program to greet their skier.
• Meet with Announcer and SFL President to review evening's announcements.
• Welcome the entire group at dinner.

Monday

• Ensure that a completed Application, Emergency Data form and Waiver of Liability form have been obtained from every guide and skier, and that a completed Waiver of Liability form has been obtained from every Other Attendee.
• Ensure that all Emergency Data forms have been turned over to the First-Aid Coordinator.
• Make sure that there is no seating for the welcome reception on Monday; this encourages people to mingle.
• Check with SFL President about arrangements for Board reception.
• With Information Room, establish a manner for extra meal tickets to be bought. This is especially important for Friday and Saturday dinner.

Tuesday

• Coordinate the banquet (banquet seating, banquet tickets, etc.) with SFL President and assist with any special arrangements.
• Issue an invitation to Hotel Manager to be present at banquet to accept SFL plaque (if appropriate).
• Check on arrangements for Friday's ski tour.
• Make any arrangements needed for the SFL mid-week Board meeting.

Wednesday

• Check on transportation schedules for departure.

Friday

• Establish official check-out procedure with hotel. This must include the issuing of a bus boarding pass when all incidentals have been cleared.

Saturday

• Ensure that all Applications and Waiver of Liability forms have been turned over to the person who will transport them to the SFL office for storage.
• Remind the First-Aid Coordinator that all Emergency Data Forms are to be destroyed within one week of the event, by shredding.
• During the Banquet, present awards of appreciation, if appropriate, to the hotel and ski area.

Sunday

• Designate someone to be available to ensure last-minute details are handled correctly.

Post-Event

• Send out thank-yous to all chairs.
• Decide on date and place for wrap-up meeting (if SFL President decides that a wrap-up meeting is desirable).
• With SFL President, determine who will attend wrap-up meeting and notify.
• Plan agenda for wrap-up meeting.
• Plan details for the wrap-up meeting, i.e., housing, meals and transportation.
• Chair the wrap-up meeting.