Ski for Light Event Planning Manual

June 2011

32. Special-Interest Session Coordinator

Special-interest sessions are one-hour, small group gatherings where one or more SFL week attendees present a topic or activity that is of sufficient interest to attract 15-30 people. They offer an opportunity for SFL participants to learn and share knowledge and experiences. They are primarily focussed on health and self-development activities and interests. These sessions are usually scheduled from 5:15-6:15 Tuesday-Friday.

Pre-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.

October 1

• Review the online form for expressing interest in leading a Special-Interest Session that will go live on the SFL website in early October, and make changes as appropriate.
• Discuss with the Event Chair: schedule, facility specifics which affect the content, time, locations, and other logistics for special-interest sessions.

December 1

• Send an e-mail message to the SFL-Event listserv to inform attendees about Special-Interest sessions, and to solicit additional volunteers to lead sessions.
• Leadership Request Forms will come to the Special-Interest Session Coordinator by e-mail. Sort forms received for suitability and group for diversity.
• Generally, one active session is scheduled each day to provide variety.
• Successful special-interest session topics have included: lectures on topics of interest, poetry reading, origami, jazzercise, orienteering, water aerobics, various types of dancing, and various ski-related presentations.
• Develop proposed session schedule: 2-3 each day, Tuesday through Friday.
• Develop a list of possible sessions to be used in the event that alternative programming becomes necessary.
• Contact respondents to thank them and inform them of your acceptance of their offer, potential need for their session in the event of inclement weather, or indicating that due to the number of responses you are not able to schedule their session.
• Revise schedule.
• Contact Event Chair to ensure identification of individual(s) to lead morning exercise sessions.
• View or download the Special-Interest Session Schedule from a recent event.

January 1

• Convey logistical needs i.e., room setup, audiovisual equipment needed, etc. to Hotel Function Coordinator.
• Ensure that large-print and braille copies of the schedule are prepared for SFL President, Event Chair, Information Room, and for posting on SFL bulletin board after being read during morning announcements each day.

One Week Before the Event

• Send the final list of Special-Interest Sessions to the SFL-Event listserv.

International Week

• Confirm session leadership and logistical arrangements as necessary each day.
• In the event that weather prevents regular ski activities for all or part of the group, the Special-interest Session Coordinator will be invited to the morning "sunrise" meeting. By breakfast announcement time, alternative weather, special-interest session leaders should be confirmed and copies of the day's schedule should be provided to the Announcer and the Information Room Coordinator. Sessions can be planned which would include any of the same types of programming as the late afternoon sessions with a bit more emphasis on active programming. For a full day of programming, four time periods are possible-two in the morning and two in the afternoon.

Post-Event