Season Calendar
Season Calendar 2026–27
Winter and summer gatherings, with agendas, staffing and operations. Times are Central.
Event record
Highlights
- Festive birthday bash around July 8
Details
- Evening gathering with dinner, a toast and music
- Party date near July 8 — avoid merging with the July 9 Summer Friends Friday
HostUnassigned · Evening, exact time TBD
Separate from the July 9 Summer Friends Friday.
Agenda
- Start − 3hSetup, food prep, soundcheck
- StartWelcome and private-list check-in
- Start + 0:30Dinner / shared food
- Start + 1:30Toast and cake
- Start + 2:00Music and dancing (artist unassigned)
- Start + 4:00Close
- Close + 1hCleanup
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead | 1 | Start − 3h to close + 1h | Unassigned | Run of show, incidents, cleanup sign-off |
| Welcome / check-in host | 1 | Start − 30 min to start + 1:30 | Unassigned | Arrivals against a privately held guest list, access help |
| Food / kitchen | 2–3 | Start − 2h to start + 2:00 | Unassigned | Dinner, cake, allergen labels |
| Music / AV | 1 | Start − 2h to close | Unassigned | Sound and lighting |
| Setup | 2 | Start − 3h to start | Unassigned | Room or lawn, décor |
| Cleanup | 2 | Close to close + 1h | Unassigned | Reset |
| Water / night activity coverage | TBD | Only if approved | TBD by qualified provider | Qualified coverage if any swimming or night option is added |
9–10 estimated role slots per event · 1 qualified safety role (count TBD)
Venue · equipment · food
- Venue:
- Indoor room or lawn TBD; parking and access TBD. No address listed.
- Equipment:
- Sound, lighting, décor, cake table.
- Food:
- Dinner and cake; dietary and allergen needs gathered privately.
Weather fallback
Storms or lightning move everything indoors; heat → shaded or indoor plan.
Checklist (none completed)
| 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 | Choose the party date near July 8 and check it against July 4 and July 9 events | Owner | T−8 weeks |
| ☐ Pre-event | Keep guest list and contacts in a private destination (future task — not on this site) | Owner | T−4 weeks |
Open decisions
- Party date near July 8
- Guest list (private)
- Menu, music and budget