Ski for Light Event Planning Manual

June 2011

19. Mobility-Impaired Participant Program Coordinator

The job of the Mobility-Impaired Program (MIP) Coordinator is to design and implement a challenging sit ski program and to coordinate publicity and recruitment of skiers and guides. the MIP program is usually limited to 12 participants due to the typical availability of accessible housing.

Pre-Event

June 1

• Obtain information about upcoming event from Event Chair; including dates, location, and package prices (full week, local guides, etc.).
• Develop promotional material and discuss with Publicity and Public Relations Coordinator.
• Review previous year's Application Form and recommend changes as necessary.
• Information that will normally be necessary to revise the Application Form include data regarding the site and cost of the upcoming event. Revisions must also reflect any relevant decisions or recommendations made during the wrap-up process for the prior event.
• Coordinate with Event Chair, the posting of all mobility-impaired participant-related information to SFL web site.
• From last year's MIP Coordinator, determine what equipment was used and where it was stored after the event.

July 1

• Application data will be sent to the MIP Coordinator by e-mail.
• Begin processing data received from online applications.
• It is important to have personal contact with new applicants to ensure that they understand the requirements of the program.
• Assist the Publicity & Public Relations Committee in identifying appropriate publications for the dissemination of information.

September 1

• Request the following information and/or forms from the indicated individuals, for use in the Acceptance process:
  · The amount of money that is available for financial assistance to first-time mobility-impaired participants (from Event Chair).
  · The cost of extra nights and meals (from the Event Chair).
  · The "About Cross-country Skiing" and the "Waiver of Liability Form" (from Event Chair).
  · The Emergency Data Form (from Event Chair).
  · A supply of hotel/ski area brochures (obtained at the planning meeting)
  
• These forms and information needs may be dealt with during the Planning Meeting for the event, timetable permitting.
• Stipends up to 50% of the event fee (double-occupancy) are available to first-time participants. The amount of the award varies based on the expressed financial need and according to geographic distance from the event.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.
• If ski area is away from hotel, be sure that Transportation Coordinator arranges for wheelchair lift-equipped bus.
• Provide guidance to Event Vice Chair on needed accessibility accommodations (ramps, grab bars, etc.).
• Review concerns and problems specific to MIP program with hotel staff and committee people.
• Coordinate the assignment of accessible hotel rooms.
• Obtain a supply of hotel brochures for inclusion in the acceptance packet. If you do not attend the Planning Meeting, obtain these from the Event Vice-Chair.
• To promote compatibility, it is particularly important that the MIP Coordinator carefully plan the week's schedule maximizing every opportunity for integration, interaction and education.
• Possible scheduled activities and times:
  · Cross-country sit skiing: Monday through Friday lunch hour. Make sit-skis available for people during these times.
  · Invite VIP's and instructor/guides to participate in MIP activities
  

October 1

• Develop procedure for processing applications and channeling information to appropriate Coordinators.

November 1

• Review applications and decide on acceptances. It is recommended that oral interviews be conducted with prospective attendees to document independent living skills.
• Decide on who receives financial assistance.
• All requests from anyone who will not be a mobility-impaired participant (including dignitaries, spouses, children, 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.
• Review previous year's Acceptance Letter and revise as necessary. Have approved by Event Chair and/or SFL President.
• Prepare acceptance packet.
• The Acceptance Letter should be prepared, if possible, using a mail merge program, to create a customized Acceptance Letter for each accepted applicant. This will permit not only the applicant's name and address to appear on the letter, but the exact amount of money owed by the applicant. If only one standard Acceptance Letter can be created, leave the amount owed blank and enter this information manually for each applicant.
• The Acceptance Packet should include:
  · Acceptance Letter, which must include an invitation to attend the event, notification of the amount of financial aid being offered (if any), and a request for payment of the balance due.
  · "Waiver of Liability" Form with "About Cross-country Skiing" on the back which explains the risks and benefits of the sport of cross-country skiing in general, and of the SFL program in particular.
  · Emergency Data Form
  · Ski area and hotel brochures
  · List of gear to bring to event
  
• Acceptance packet should be weighed to determine appropriate postage. Letters going abroad must be weighed separately.
• SFL pays the room and board expenses of anyone arriving early for official purposes (Board members, Guide Trainers, etc.). If any of these persons has requested a single room, he/she will be responsible for paying the difference between the single and double room rate. This amount should be added to the amount owed on the payments list.
• All payments from foreign applicants must be made in U.S. dollars.
• Send out acceptance packets and wait-list letters.
• Circulate information from applications to Meals, Transportation, and Registration and Housing Coordinators and Event Chair.
• Travel information will be forwarded to you from the website form. Verify from each applicant's Travel Form that he/she is arriving on the date, and at the time, anticipated. Follow up as necessary.
• Create a payments list to record money received. It should include:
  · Name of participant
  · Type of event package requested (single, double, meals only, lunches and banquet only, etc.)
  · Any extra days
  · Amount received
  · Amount owed
  · Amount of subsidy
  
• Maintain and update as necessary through the start of the event.
• Other Coordinators must be kept apprised of all last-minute changes. They should be contacted by phone or e-mail about changes that occur after January 1.
• Discuss with Instructor/Guide Applications Coordinator specific number of guides needed and any special considerations.
• Send a list of participants to Registration and Housing Coordinator with roommate preferences for matching, accessibility needs, and dietary preferences for name tags.
• You will from time to time receive requests for special dietary accommodations. You should inform the Meals Coordinator when this occurs. These will be negotiated by the Meals Coordinator, the individual, and the hotel to determine if we can meet the individual's needs. If the request is beyond the scope of what can be provided in a large group setting, the individual should be advised that he/she will need to personally supplement what can be provided by SFL.

January 1

• With your knowledge of available MIP equipment in SFL storage and any that will be brought by individual MIP participants or returned from loan, determine if enough equipment will be available for this year's program. If not, consult with experienced MIP program attendees and obtain the necessary equipment.
• The Mobility-Impaired Program Coordinator is responsible for all individual MIP applicants from foreign countries. If you have applications from such persons, forward a list of names and countries to the Event Vice-Chair for the acquisition of country flags and for the preparation of the national anthems.
• Participants who have not sent in Waiver of Liability Form should be contacted by phone to determine status.
• Check with Transportation Coordinator about the travel arrangements of skiers and handle related questions and details.
• Continue to notify Meals and Registration and Housing Coordinator of the names and number of special/pescatarian diets needed. Registration and Housing Coordinator also needs nicknames, if given on application, to make name tags.
• When a request is received for special dietary accommodations, inform the Meals Coordinator of the specific request. Such requests should be negotiated between the Meals Coordinator, the individual, and the hotel, to determine if the request can be met. If the request is beyond the scope of what can be provided in a large group setting, the individual should be advised that he/she will need to personally supplement what can be provided by SFL.
• Cancellations: Notify all Coordinators who have previously received INFORMATION. Consult Event Chair or SFL President about current refund policy.

Two Weeks prior to Event

• Provide Registration and Housing Coordinator with an alphabetical listing of participant names and addresses for distribution in the registration packet.
• Provide Event Vice Chair with an alphabetical listing of participant names and addresses for PREPARATION OF THE ATTENDEE LIST THAT IS E-MAILED TO ALL EVENT ATTENDEES.
• Prepare a list of all MIP participants having birthdays during SFL week for Announcer.

International Week

Saturday

• Attend all morning "sunrise" meetings.
• Give brief presentation to first- and second-year guides at their Saturday evening meeting.
• Coordinate with VIP and Instructor/Guide Applications Coordinators on guide/skier matching.

Sunday

• Give Emergency Data Forms to First Aid Coordinator.
• Give list of participants having birthdays during the event to the Announcer.
• Assist with the introduction of participants on Sunday evening, announcing the guide as the mobility-impaired participant is introduced.

Monday

• Make short (5-10 minute) presentation to the audience after Monday night dinner.

Throughout the Week

• Meet with skiers who have special concerns or needs.
• Participate in all meetings and evening programs.
• Be part of instructor/guide training and make presentation at instructor/guide training.
• Set up training tracks and practice loop for cross-country sit skiers in same area as VIP skiing. Consult with trail/track groomer and make sure tracks are well-prepared for use by MIP skiers. With good, solid tracks and trail etiquette, cohabitation of trails is possible.
• Conduct participant meetings on Tuesday and Thursday 8:30-9:00am.
• Be part of race/rally and acknowledge participants at race ceremony/awards.
• At the end of the week, give Applications and Waiver of Liability Forms to the person who will be responsible for transporting them to the SFL Office for retention. Clearly indicate on the outside of the binders holding these documents how long they are to be retained in the office.

Post-Event

• Attend wrap-up meeting (if requested).
• Records must be retained for 10 years.