Ski for Light Event Planning Manual

June 2011

2. Event Vice Chair

The Vice Chair provides an extra pair of hands for the Event Chair. He/she can be asked by the Event Chair to help track people and jobs that need to be done, undertake new jobs to assist the Event Chair, and serve as an additional troubleshooter.

Pre-Event

Planning Meeting

• Meet with the hotel personnel in charge of the physical plant and determine what must be modified to ensure accessibility and safety.
• Safety concerns include:
  placing a rope around the pool and whirlpool areas if edges are not easily discernible
  moving obstacles like upright ashtrays and standing coat racks
  noting features like low light fixtures in hallways, etc.
• Obtain a supply of hotel brochures for any Applications Coordinator not present at the meeting.
• Tour the hotel making note of the machines, restrooms, and signs that need to be brailled. (even if room numbers are legible by touch, they will need to be brailled as well.)
• Meet with the Event Chair to decide upon additional tasks.
• Select a dog relief area.

November 1

• Convey information to person responsible for special-format communications (mechanism for braille signs needed, braille event programs, etc.).

December 1

• Coordinate the ordering or production of the race/rally awards (to be done in conjunction with Race/Rally Coordinator and Awards Coordinator).
• If not already in SFL supply, order flags for the different countries represented at SFL to hang in the dining room.
• Awards: From Event Chair, determine the number of awards needed for race and rally and ensure that they are ordered.
• Determine that an adequate number of ribbons are available for second- and third-place finishers.

One Month Prior To Event

• Ensure that program information has reached the Special-Format Communications person and that braille programs will be delivered in a timely manner.
• Check with MIP, VIP, and Instructor/Guide Applications Coordinators to determine from which countries participants will be attending the event.
• Ensure that appropriate country flags have been purchased/arranged for and that they will be delivered to the event in a timely manner.
• Flags: SFL has a variety of country and organizational flags in its possession. Currently, SFL has flags for United States, Canada, Norway, United Kingdom, Japan, New Zealand, Scotland, Denmark, Namibia, Israel, Portugal, China, France, Australia, Sweden, Ridderrennet, Sons of Norway, and Ski for Light. Flags that are not in possession must be ordered. Two flags should be ordered for each country. The size of flags currently in SFL possession is 3 feet by 5 feet.
• Anthems: Make sure that a CD with all of the national anthems is made and brought to the event for use on Saturday. SFL owns a CD with about 50 short anthems. This CD is currently in the possession of Judy Dixon.
• Ribbons: Usually, SFL has a supply of second- and third-place ribbons.

One Week Prior to the Event

• From MIP, VIP, Instructor/Guide Applications, and Other Attendee Coordinators, obtain name and address lists for each group. Compile into a single document and send to current year attendees by e-mail.

International Week

Saturday

• Attend all morning "sunrise" meetings.
• Make sure that braille labels are put on all soda machines, restrooms, etc.
• Make sure that the flags are hung in the dining room.
• Flags of countries should be arranged in alphabetical order beginning on the left as flags are viewed from the audience with the U.S. flag in the place of honor to the far left (speaker's right). The field on the U.S. flag is in the upper left as viewed. It should be hung at the same height as flags of other countries and country flags should be above flags of organizations or societies.
• Review what measures the hotel has taken to ensure safe and accessible accommodations.

Friday

• Arrange for flags, for which we do not have duplicates, to be removed from dining room after Friday night's dinner, transported to and hung at ski site for race/rally, and then returned to the dining room on Saturday afternoon.

Saturday

• After banquet, arrange to have flags and banners taken down and packed for return to the SFL storage.