Family Gathering
Family Birthday Celebration
A small family birthday gathering with supervised activities, food and cake.
Date
Sunday, October 10, 2027
Time
16:00–18:30
Central time.
Host
Unassigned
Capacity & guests
TBD
RSVP not open yet
Highlights
- Family birthday celebrations on August 11 and October 10
Details
- Late afternoon
- Small supervised activities, food and cake
Agenda
- 14:30–16:00Setup
- 16:00Arrival and guardian check-in
- 16:15–17:30Supervised activities (water closed unless professionally staffed)
- 17:30–18:00Food and cake
- 18:00–18:30Pickup by authorized adults only
- 18:30–19:30Cleanup
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead | 1 | 14:30–19:30 | Open · unassigned | Run of show, incidents |
| Check-in / pickup host | 1 | 15:45–18:45 | Open · unassigned | Guardian check-in and pickup to authorized adults on the privately held list |
| Activity hosts (adult) | 1–2 | 16:00–17:45 | Open · unassigned | Run activities and stay with the group |
| Food / service | 1–2 | 15:30–18:15 | Open · unassigned | Food, cake, allergen labels |
| Setup / cleanup | 2 | 14:30–16:00 and 18:30–19:30 | Open · unassigned | Space and reset |
| 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 |
6–8 estimated role slots · 1 qualified safety role (count TBD)
Open staffing calendarVenue · equipment · food · access
- Venue & access:
- Small indoor or shaded outdoor space; parking and access to arrange. No address listed.
- Equipment:
- Activity supplies, shade, first aid.
- Food:
- Kid-friendly food and cake; dietary and allergen needs gathered privately.
Weather fallback
Heat, storms or lightning move activities indoors.
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 | 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
- 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.