Ski for Light Event Planning Manual

June 2011

27. SFL President

The President is the Chief Executive Officer of the corporation and shall ensure that all business and resolutions of the SFL Board of Directors are carried into effect. The SFL President is responsible for chairing meetings of the SFL Board and Executive Committee and coordinating the activities of these bodies between meetings. The President shall sign all contracts and conveyances, or appoint another member of the Board to do so on his/her behalf.

The duties and responsibilities of the President that are specifically related to the International event include: negotiating and signing a contract with the event hotel and ski area; appointing the Event Chair; determining package prices for attendees; ensuring that the event is publicized in the SFL Bulletin and elsewhere; providing overall guidance to the Event Chair and event committee members, especially as it relates to matters of policy; ensuring a degree of continuity from one event to the next, and; announcing the various awards and honors that will be announced during the week.

Pre-Event

April 1

• If SFL Board has not already selected the site for the event, continue to work with the Chair of the Site Selection Committee to choose the site. Proposed site must be approved by SFL Executive Committee.
• Upon selection of an appropriate site, SFL President must sign hotel contract and contract with any other facility being used for meals, skiing, etc. Forward a copy of each contract to the Event Chair (upon that individual's appointment) and the Treasurer.
• Appoint Event Chair.
• With Event Chair, appoint Applications Coordinators and Promotion/Publicity Coordinators.
• Send appropriate information about upcoming event to the SFL Bulletin editor for inclusion in the Spring issue.

June 1

• With SFL Treasurer and Event Chair, determine event room/meal package prices.
• Room/meal packages needed are:
  · 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, if being offerred)
  · Full-week package (registration fee, all meals, quad-occupancy, if being offerred)
  · 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 1 dinner, and banquet
  · Breakfast
  · Lunch
  · Dinner
  · Banquet
  
• Be sure that package prices are forwarded to VIP, MIP, Instructor/Guide Applications, Other Attendee, and Registration and Housing Coordinators.
• With Event Chair, appoint remaining International Week Planning Committee.
• With Event Chair, set time and location of planning meeting. Make sure before finalizing date that hotel and ski area representatives will be available to meet with the group on the selected dates. Identify with Event Chair those who are to attend.
• With Event Chair, review the online event material and applications and update as necessary. Forward any changes to SFL Webmaster for posting.

August 1

• Determine who is to prepare the logo for the event. When completed, forward to Awards and Event Journal Coordinators.
• With Event Chair, decide on guide gift and ensure that it is ordered.

September 1

• Secure progress report from Event Chair and others in preparation for fall Board meeting.

Planning Meeting

• Attend Planning meeting and provide overall guidance and input into policy decisions.
• With SFL Treasurer, determine the amount of money available for subsidies to instructor/guides, VIP's, and MIP's. Convey this information to Event Chair.
• With the Event Chair and/or Chair of the Budget and Finance committee, approve budget for major committees (Evening Program, Transportation, and Awards).

November 1

• Monitor guide and skier numbers and, with Event Chair, authorize the numbers of each that can be accepted. Continue to monitor numbers and authorize additional acceptances until it is apparent that no more people can be accepted to attend the event.
• Determine who is to be awarded a full or partial comp room award, and notify the respective coordinators and the Treasurer so that bills sent to recipients will be correct.
• With the Executive Committee, select members of the Ridderrenn Team. Notify each of the persons selected to determine if each can/will accept the trip. If any cannot, invite alternates so that a full team is in place.

December 1

• Prepare a welcome message for program journal and forward to Program Journal Coordinator by December 15th.
• Forward an updated list of current SFL Board members to Program Journal Coordinator.
• Ensure that letter of invitation has been mailed to Sons of Norway President and Norwegian Ambassador to the United States.
• Prepare and send a letter to Board members which includes information on arrival, transportation, cost of pre-event days for extras, etc.

January 1

• Review final content of Program Journal with Program Journal Coordinator.
• Select MC for Skier introductions, Norway Night, race/rally, and banquet.
• With Event Chair, choose MC for talent night (if on the event schedule).
• Review plans for Board meeting and reception with Meals Coordinator, Registration and Housing Coordinator, Hotel Function Coordinator, Transportation Coordinator, and Event Chair.
• Details of the Board meetings and reception include: reserving rooms, coffee breaks/refreshments, agree on times to print in program, arrange for meal times, numbers, formats etc.
• Prepare agenda for Board meeting and send to Board members.
• Determine recipient of Bjarne Eikevik President's Award (traveling trophy).
• With Awards Coordinator, determine other awards to be given; arrange to have plaques brought from SFL office and arrange to have plates engraved for attachment to plaques.

International Week

Friday

• Chair Board meeting.
• Determine appropriate night for mid-week Board meeting, if one will be necessary.

Saturday

• Attend all morning "sunrise" meetings throughout the week.
• Attend meeting to match people who want something to do with things that need to be done.
• Give official organizational welcome to first- and second-year guides at the beginning of their first general session.
• Assist Guide, VIP and MIP Coordinators with guide/skier matching.

Sunday

• Meet with Event Chair and Announcer to outline announcements/agenda for Sunday evening program.
• Welcome entire group at opening ceremonies.

Tuesday

• Introduce entire Board of Directors at breakfast. In years in which there are mid-week officer and/or director elections, announcing the officers and members of the new Board should be postponed until the morning after the elections. Care should be taken to also thank and recognize people leaving the Board.
• Review programs and head tables for Norway night and banquet night with MC's.
• Ensure that invitations have been prepared and distributed for Board reception.
• Present Instructor Guide service awards after dinner.
• Announce Ridderrenn Team after dinner.

Thursday

• Discuss plans for a Friends of SFL recruitment drive, and for a possible TrackSetter presentation, with the Endowment chair, and schedule evening presentations as appropriate.
• Describe the guide gift after dinner, and thank the company that donated the gifts.

Friday

• Greet dignitaries for Norway night.

Saturday

• Make brief remarks at opening ceremonies of race/rally.
• Select recipient of Jan Haug Award, and first-year MIP/VIP and Instructor Guide to speak at banquet.
• Present Bjarne Eikevik President's Award and other awards at banquet.
• Announce the location of the next event as the concluding item of the banquet.

Post-Event

• With Event Chair, determine if a post-event survey is to be conducted. If so, arrange for it to be created, distributed and the results evaluated.
• With Event Chair and Treasurer, determine if a wrap-up meeting is needed and affordable and, if so, determine location and who should attend.
• With Registration and Housing Coordinator, Hotel Function Coordinator, and Event Chair, review master bill for final approval.
• Attend wrap-up meeting (if held).