Ski for Light Event Planning Manual

June 2011

20. Other Attendee Coordinator

The Other Attendee Coordinator is responsible for collecting and managing the information about those attending the SFL event who are not instructor/guides, visually-impaired participants, OR mobility-impaired participants. This includes, spouses, children, guests, dignitaries, etc. These persons may be attending the event for the full week or for just a night or two.

Pre-Event

June 1

• Obtain information about upcoming event from Event Chair; including dates, location, and package prices (full week, local guides, etc.).
• Review previous year's Application Form and recommend changes as necessary.
• Some other attendees may wish to assist Ski for Light during their stay. Here are some possible tasks that may be performed:
  · Assist when skiers arrive on Sunday afternoon getting folks to their rooms, etc. We may have local volunteers to help with this as well but a few extra hands won't hurt.
  · Assistance in loading buses at hotel and at ski area--directing people to currently loading bus, rounding up straggling people when bus is nearly full, telling bus driver to go when full, etc. When we have had someone do this, the bus process has gone much more smoothly. It would be great if one person could take this job for the week.
  · Provide assistance in sales room and silent auction, assisting folks with auction forms, providing info on color of item, that sort of thing.
  · Assist in information room.
  · Walk dogs at noon if their owners are skiing off-site..
  · Accompany sick folks to doctor/hospital.
  
• 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 OTHER attendee-related information to SFL web site.

July 1

• Begin processing data received from online applications.

September 1

• Request the following information and/or forms from the indicated individuals, for use in the Acceptance process:
  · The cost of extra nights and meals (from the Event Chair).
  · the "Waiver of Liability 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.

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.

November 1

• Develop procedure for processing applications and channeling information to appropriate Coordinators.
• Review previous year's Acceptance Letter and revise as necessary. Have approved by Event Chair and/or SFL President.
• Prepare acceptance packet.
• The Acceptance Packet should include:
  · Acceptance Letter, which must include an invitation to attend the event and a NOTIFICATION OF the PAYMENT due.
  · "Waiver of Liability" Form
  · Ski area and hotel brochures
  
• Circulate information from applications to Meals, Transportation, and Registration and Housing Coordinators and Event Chair, as appropriate. Many Other Attendees will have schedules that differ from the majority of SFL attendees so may not be using SFL transportation or may only be eating a few meals with the group.
• 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
  
• All payments from foreign applicants must be made in U.S. dollars.
• As received, send checks in batches to the SFL Treasurer or his/her designee for deposit.
• With each batch of checks sent to the Treasurer, send the payment list information for each check in the batch.
• On payment list, indicate a 0 amount where nothing has been received or nothing is owed.
• Send out confirmation notes by letter or e-mail.
• For visually-impaired persons, send luggage tags and arrange with the Transportation Coordinator.
• 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.

January 1

• 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 with Event Chair or SFL President about current refund policy.
• Compile a list of all persons interested in helping out at SFL along with the tasks in which they expressed interest. Forward this list to the Information Room coordinator.
• 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.

International Week

• The Other Attendee Coordinator is responsible for collecting monies owed from any person attending the event who is not a MIP, VIP, or Instructor/Guide. For dignitaries and special guests, this can be done with a personal note from you along with a Program Journal left for the person at the front desk for receipt upon their arrival. Give all money collected to the SFL Treasurer at the end of each day.
• Check with the Information Room Coordinator who can assist you in communicating with the Other Attendees who have offered to assist Ski for Light during their stay.