a) Committee Checklist for the SPSP

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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

  • Check pressure gauges on fire extinguishers at Breezeway, Kitchen, Barry Gerdes Lodge and Pit Toilets.
  • Put new 9V batteries in smoke alarms at Barry Gerdes Lodge and in Bunkrooms.
  • Put new battery in loud hailer.
  • Test tank water at main area and Barry Gerdes Lodge for potability.
  • Check temperature of hot water complies with standard. Storage above 60 degrees is required to prevent Legionella (Kitchen and Barry Gerdes Lodge have storage heaters). Delivery temperature of 43.5 degrees is safe for children (showers and taps on instant heating in Amenities Blocks).
  • Restock supplies for "Minor Injuries Kit": sterile swabs, bandaids, antiseptic cream (e.g. Savlon or Betadine) and liquid (e.g. Dettol), Stingose, and some paracetemol tablets. These are perishable and are not suitable for the official First Aid Kit, but are handy for general-purpose use.
  • Check contents of First Aid Kit and top up as needed. Replace tape or any adhesive products that no longer stick.
  • Any costs for test kits and replacement products will be reimbursed. Just give your receipts to the Treasurer at the Working Bee or SPSP.

WIRUNA WORKING BEE

April new-Moon weekend

Peter, Lesa, Greg P, Trevor O, Trevor G

GENERAL MAINTENANCE and PREPARATION

  • Stock up firewood.
  • Service burners on gas ovens.
  • Mowing.
  • Cleaning (Hall and furniture).
  • Do stock-takes (food/serving/tea/coffee and garbage bags/cleaning/paper products).
  • Open up the GENTS and check all taps, toilets and showers for functionality/leaks/blockages/drips.
  • Clean the GENTS and the LADIES.
  • Mark up the Lower Camping Ground with spray paint for up to 30 camping-vehicle sites.

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


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