Celebration
Memorial Weekend Celebration
A big Memorial Weekend gathering: seasonal food, live music, lawn games and optional supervised water time.
Date
Saturday, May 29, 2027
Day after the End-of-School Celebration and Friends Friday (May 28) — separate event; Butter Coffee runs 08:00–10:00 that morning
Time
15:00–21:00
Central time.
Host
Unassigned
Capacity & guests
TBD
RSVP not open yet
Highlights
- Big Memorial Weekend celebration
- Saturday May 29, 15:00–21:00
Details
- Seasonal grill and shared food
- Live / acoustic music (unbooked)
- Lawn games and social time
- Pool / lake / kayak / paddleboard only when professionally staffed and conditions permit
Agenda
- 10:00–14:30Setup (after May 28 cleanup is signed off)
- 14:30Staff briefing
- 15:00Welcome; lawn games and optional supervised water zones
- 16:30Music set 1 (unbooked)
- 17:30–19:00Seasonal food
- 19:00Music set 2
- Supervisor-setWater zones close before unsafe light/weather
- 21:00Close
- 21:00–22:30Cleanup
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead — day | 1 | 10:00–16:30 | Open · unassigned | Setup, briefing and afternoon |
| Relief event lead — evening | 1 | 16:00–22:30 (30 min handover overlap) | Open · unassigned | Evening, close and cleanup sign-off |
| Welcome / access | 2 | 14:30–21:00 staggered | Open · unassigned | Arrivals, accessible routes, parking flow |
| Food / kitchen | 3–4 | 13:00–21:00 | Open · unassigned | Grill, shared food, labels, food safety |
| Hydration / shade steward | 1 | 14:30–21:00 | Open · unassigned | Water stations, shade, heat checks |
| Music / AV | 1–2 | 13:00–21:30 | Open · unassigned | Sound, cables |
| Setup | 4 | 10:00–14:30 | Open · unassigned | Lawn, zones, signage |
| Cleanup | 4 | 21:00–22:30 | Open · unassigned | Waste, reset |
| Water safety lead / qualified zone coverage + relief | TBD | Professionally determined | Set by qualified provider | Pool and lake zones only when approved; never double-booked with food or music roles |
17–19 estimated role slots · 1 qualified safety role (count TBD)
Open staffing calendarVenue · equipment · food · access
- Venue & access:
- Lawn and both outdoor kitchens; indoor room as the weather alternative; pool and lake zones only if approved.
- Equipment:
- PA, shade, water stations, life jackets and rescue gear, first aid / AED plan.
- Food:
- Seasonal grill and shared food; allergen labels; free water throughout; no alcohol while swimming, boating or supervising.
Weather fallback
Lightning clears outdoor and water zones to substantial shelter; heat → shade and indoor rest; heavy rain → indoor plan.
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 | Plan May 28 → May 29 turnaround: cleanup sign-off, rest for crews and separate setup team | Owner | T−6 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
- Music (unbooked)
- Water approvals and coverage
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.