Family Gathering
End-of-School Celebration
A relaxed family celebration marking the end of the school year. Separate from the Friends Friday the same day — guests are never merged.
Date
Friday, May 28, 2027
Same day as Friends Friday — separate audience; venue, staffing and access conflict to resolve
Time
14:00–17:00
Central time.
Host
Unassigned
Capacity & guests
TBD
RSVP not open yet
Shares May 28 with Friends Friday (separate guests): setup 14:30–17:00 and pickup/cleanup 16:30–18:00 overlap 17:00 arrivals — separate zones, entrance/parking and crews still to be arranged.
Highlights
- End-of-school celebration
Details
- Friday May 28, 2027
- 14:00–17:00 with cleanup to 18:00 — overlaps Friends Friday setup (14:30–17:00) and 17:00 arrivals
- Separate venue zone, entrance and staff from the Friends Friday
Agenda
- 12:00–14:00Setup in a zone separate from the evening community setup
- 14:00Arrival and guardian check-in
- 14:30–16:00Supervised outdoor games and activities (water closed unless professionally staffed)
- 16:00–16:30Food, cake and a simple recognition moment
- 16:30–17:00Pickup by authorized adults only
- 17:00–18:00Cleanup and handover of shared areas
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead | 1 | 12:00–18:00 | Open · unassigned | Run of show, incidents, handover to the evening event lead |
| Check-in / pickup host | 1–2 | 13:45–17:15 | Open · unassigned | Guardian check-in and pickup to authorized adults on the privately held list |
| Activity hosts (adult) | 2–3 | 14:00–16:30 | Open · unassigned | Run games; stay with groups; no generic volunteer covers water |
| Food / service | 1–2 | 13:30–17:00 | Open · unassigned | Kid-friendly food, allergen labels, hydration |
| Setup | 2 | 12:00–14:00 | Open · unassigned | Separate zone, signage, shade |
| Cleanup | 2 | 17:00–18:00 | Open · unassigned | Reset before evening use |
| Child supervision ratio & any water coverage | TBD | Set once guest list and activities are known | Set by qualified provider | Qualified supervision; water stays closed unless professionally staffed |
9–12 estimated role slots · 1 qualified safety role (count TBD)
Open staffing calendarVenue · equipment · food · access
- Venue & access:
- Separate lawn or indoor zone with its own entrance; shared parking/access with any evening event to be planned. No address listed.
- Equipment:
- Games, shade, first aid, name-free check-in sheet kept privately.
- Food:
- Kid-friendly food and cake; allergen and dietary needs gathered privately; water and shade.
Weather fallback
Heat, storms or lightning move activities indoors; postpone if the indoor space is needed for the evening event.
Safety & operations
Access & arrival
- Accessible routes, toilets, quiet space and changing areas
- Parking capacity to arrange (no new address listed)
- Arrival, departure and ride pickup plan; keep emergency vehicle access clear
- Neighbor / noise end-time approval
Site & equipment
- Lighting and cable safety
- Towels, cleaning, dry mats
- Bins, recycling and waste haul-off
- Realistic setup/cleanup, staff breaks and backup availability
Food & drink
- Water and hydration stations
- Dietary and allergen labeling
- Safe food handling, cold storage, handwashing
- Cleanliness of both kitchens; grill and fire supervision
- No alcohol while swimming, boating or supervising water; BYO policy subject to host/venue rules
Water zones
- Open only with qualified coverage and designated watcher duties
- Life jackets for boating and appropriate natural-water use
- Rescue equipment, communications, first aid and AED plan
- Ratios, capacity, operating temperatures and durations set by qualified providers / site review
Breathwork & thermal
- Breathwork on dry land only, fully separate from water
- No hyperventilation or breath holds in or near water; gentler opt-out offered
- Thermal participation optional; provider screening and individual medical clearance where appropriate
- No fixed 'safe' heat/cold protocol is stated
Weather
- Checks at 72h, 24h and day-of by a named future safety lead
- Any thunder/lightning clears outdoor/water zones to substantial indoor shelter or hardtop vehicle (tents/open shelters are not safe)
- Resume only per qualified lead and official guidance
- Heavy rain, high wind, poor visibility, cold/wind chill or unsafe paths → indoor plan or postponement; thresholds set by qualified operator
Ice & night options
- Winter ice options default closed; lake ice is never treated as safe
- Night hot springs skipped unless conditions, qualified staffing and lighting are all approved; lounge is an equal option
Staffing rules
- Safety roles cannot be filled by generic volunteers
- Counts shown are preliminary non-safety slots — not safe guest capacity or legal sufficiency
- One person cannot cover two simultaneous roles without explicit non-overlapping shifts
- No named assignee except owner-requested Carl and John Moore (availability to confirm)
Checklist
| Phase | Task | Owner | Timing |
|---|---|---|---|
| ☐ Pre-event | Approve scope, date, audience, venue, access and capacity | Owner | T−8 to 6 weeks |
| ☐ Pre-event | Request provider quotes (only after scope approval); confirm safety, insurance, permissions and weather alternative | Event lead (unassigned) | T−4 weeks |
| ☐ Pre-event | Provisional staffing, menus, accessibility and dietary needs (gathered privately) | Event lead (unassigned) | T−2 weeks |
| ☐ Pre-event | Owner go/no-go before any invitation is issued separately; keep assignments and contact sheet private | Owner | T−7 days |
| ☐ Pre-event | Recheck conditions, forecasts and vendors | Future safety lead (unassigned) | T−72h and T−24h |
| ☐ Day-of | Staff sign-in; incident, rescue and emergency briefing | Event lead (unassigned) | Before doors |
| ☐ Day-of | Inspect every zone (routes, lighting, cables, kitchens, wet areas) | Future safety lead (unassigned) | Before doors |
| ☐ Post-event | Incident log, cleanup sign-off, accounting and debrief | Event lead (unassigned) | T+1 day |
| ☐ Post-event | Record lessons learned | Event lead (unassigned) | T+3 days |
| ☐ Pre-event | Resolve May 28 overlap with Friends Friday: community setup 14:30–17:00 vs school activities; pickup/cleanup 16:30–18:00 vs 17:00 community arrivals — owner approves separate zones, entrance/parking, independent crews and handover, or moves one event | Owner | T−8 weeks |
| ☐ Pre-event | Collect guest list, guardian contacts and pickup authorizations in a private destination (future task — not on this site) | Owner | T−3 weeks |
Budget
| Bucket | Estimate | Quote | Approved | Actual | Status |
|---|---|---|---|---|---|
| Venue / equipment | TBD | TBD | TBD | TBD | Open |
| Food / drink | TBD | TBD | TBD | TBD | Open |
| Performers / facilitators | TBD | TBD | TBD | TBD | Open |
| Staffing | TBD | TBD | TBD | TBD | Open |
| Qualified safety coverage | TBD | TBD | TBD | TBD | Open |
| Cleaning / waste | TBD | TBD | TBD | TBD | Open |
| Weather contingency / transport | TBD | TBD | TBD | TBD | Open |
| Permits / insurance (where applicable) | TBD | TBD | TBD | TBD | Open |
| Contingency | TBD | TBD | TBD | TBD | Open |
Open decisions
- May 28 overlap with Friends Friday (setup 14:30–17:00; pickup/cleanup 16:30–18:00 vs 17:00 arrivals): approve separate zones, entrance/parking, independent crews and handover — or move one event
- Guest list and guardian arrangements (private)
- Activities and budget
Sources
- OPM — Federal holidays 2027 Memorial Day May 31; Labor Day Sep 6; Independence Day Jul 4, observed Mon Jul 5.
- SoFi Stadium — Super Bowl LXI Official date Sunday, Feb 14, 2027. Our party starts 17:00 Central.
- Minnesota DNR — Ice safety Ice is never 100% safe; no thickness proves an event safe.
- CDC — Drowning prevention Dedicated supervision, life jackets, no alcohol, no hyperventilation/breath-holding in water.
- National Weather Service — Lightning outdoors No outdoor place is safe in a thunderstorm; get to substantial shelter.