a) Committee Checklist for the SPSP
This checklist is suitable for a Star Party in MAY.
Set event date, fee structure and numbers limit. |
1 year |
Committee |
Set timeline for Registrations to open, Registrations to close, T-shirt orders to be finalised, T-shirts to be ready, SPSPinfo to be sent. |
1 year |
Lesa |
Book marquees and generators (need floor 6m x 6m for Check-In Tent and Image Processing Pit). |
1 year |
Lesa |
Book coffee cart. |
1 year |
Joe |
Invite speakers. |
December or earlier |
As delegated |
Confirm scouts. |
December/January |
Joe or delegate |
Review and update Astroimaging Competition forms and procedures. |
End January |
Monte/Lesa |
Confirm marquees and generators. |
Early February |
Lesa/Joe |
Order 500 red light keyrings (can take more than a month to supply). |
Early February |
Lesa/Trevor G |
Decide whether or not to offer Saturday Night Roast Dinner (determine which key volunteers are definitely coming). |
Before opening registrations |
Committee |
Get Registration Page up with registration deadline, competition details (AI, T-shirts, Innovations-by-email), guest speakers, by early February. Set the registration deadline for TWO weeks after registrations open. This allows a good month to get the T-shirts printed and arrange pick-up/delivery. |
Early February |
Lesa/admin |
Update website home page when registrations open. Promote AI Competition in UNIVERSE. |
February |
Lesa, Greg N |
Contact the Scouts to get quantities and sizes for complimentary T-shirts. |
February |
Lesa |
Organise sponsors and speakers (names, families, prizes, T-shirt sizes). |
Late Feb |
Lesa |
Choose winner of T-shirt competition and ORDER T-shirts. |
Late Feb/early Mar |
Committee/Lesa |
Obtain badges and any other supplies for Check-In Desk and AI Competition. |
March |
Lesa |
Update sponsor details on website and in SPSPinfo. |
As available |
Lesa |
Promote AI Competition in UNIVERSE (again). |
March |
Editor |
Treasurer to organise cash float if required. |
March |
Lesa/Don/Joe/Mark/Trevor |
SAFETY PROTOCOLS
|
WIRUNA WORKING BEE April new-Moon weekend |
Peter, Lesa, Greg P, Trevor O, Trevor G |
GENERAL MAINTENANCE and PREPARATION
|
WIRUNA WORKING BEE April new-Moon weekend |
Joe, Don, Trevor O, Greg P, members, committee |
Obtain Astroimaging Trophies. |
April |
Joe |
Collate and circulate the Volunteer List. |
April |
Lesa |
Prepare SPSPinfo booklet. |
April |
Lesa |
Pick up or take delivery of T-shirts. |
By end April |
Lesa or delegate |
Finalise registration list with sponsors, vendors and guest speakers. |
2 weeks |
Lesa |
Email SPSPinfoYYYY to registered participants, sponsors, vendors and guest speakers. Call for volunteers. |
At least 2 weeks out |
Lesa |
Obtain supplies - consumables and cleaning (paper towels, toilet paper, cleaning products, 2 litres UHT milk for early use at Tea & Coffee Station). |
2 weeks |
Joe/Don |
Prepare badges, tickets and registration lists. Book the Blue Room at Marine Rescue Base (Mooney Mooney) to make up badges, boxes and T-shirt packs. |
1 - 2 weeks |
Lesa, Linda, Michelle |
Order/obtain supplies for Roast Dinner (food and serving). |
1 - 2 weeks |
Don or delegate |
Update the Scouts with the likely attendance number to assist with their catering. |
1 - 2 weeks |
Joe or Lesa |
Obtain speaker thank-you gifts. They also get an ASNSW Keep Cup, beanie and T-shirt. |
1 week |
Lesa or delegate |
Assign jobs to volunteers and send email. |
1 week |
Lesa |
Email participants with reminder to check their confirmation email. |
1 week |
Lesa |
Prepare rosters, forms and signs. |
1 week |
Lesa |
Prepare vehicle compliance certificates and Innovations Showcase certificates. |
1 week |
Lesa/Don |
Obtain the line maker device from Marine Rescue and purchase or obtain four (4) cans of line-marking paint (insert brand here). |
1 week |
Lesa/Peter |
Obtain/locate the First Aid Log Book. Any incident that is treated by a Qualified First Aid volunteer should be detailed in the Log Book. |
On site |
First Aid Volunteer |
Organise volunteers' cocktail party. |
|
Rebecca |