Season Calendar 2026–27

HostUnassigned · Requested start 12:00 noon; exact date TBD

Carl — Group exercise facilitator Requested — availability to confirm
John Moore — Opera singer — carols (performer, not staff) Requested — availability to confirm

10:00–11:30Setup, kitchen prep, AV soundcheck, venue inspection
11:30Welcome & orientation
12:00–13:00Group exercise (Carl requested) — 12:00 start · end 13:00
13:00–14:00Supervised optional sauna / cold plunge
14:00–14:30Dry, change, water break
14:30–15:30Dry-land breathwork & sound bowls
15:30–17:30Rest, social time, food and room reset (no mandatory cold exposure)
17:30–19:00Shared dinner
19:00–20:00String quartet (unassigned)
20:00–21:00Carols with John Moore (requested)
21:00–21:30Departures / reset
21:30–22:30Optional Japanese hot springs ONLY if operator-approved, staffed, lit, sober-participation plan and weather permit — otherwise tea/lounge
22:30–23:30Final close

Role	Slots	Shift	Status	Responsibilities
Event lead — first half	1	10:00–17:00	Unassigned	Run of show, decisions, incident lead until handover
Relief event lead — second half	1	16:30–23:30 (30 min handover overlap)	Unassigned	Takes over as lead and incident lead; covers final close
Welcome / access host	2	Staggered 11:00–15:30 and 17:00–22:00	Unassigned	Arrivals, accessibility help, wayfinding
Exercise facilitator	1	11:30–13:15	Requested — availability to confirm	Group exercise (Carl requested)
Dry-land breathwork / sound facilitator	1–2	14:00–16:00	Unassigned	Breathwork and sound bowls, away from water, gentle opt-outs
Music coordinator / AV	1–2	16:30–21:30	Unassigned	Quartet and carols sound, cables, lighting
Chef (optional)	1	14:00–20:00	Unassigned	Visiting chef if approved
Kitchen / service	3–4	15:00–20:30	Unassigned	Prep, service, allergen labels, food safety
Setup	3	10:00–12:00	Unassigned	Room, thermal area staging, signage
Cleanup	3	20:00–23:30 staggered	Unassigned	Reset, waste, towels
Thermal / aquatic qualified operators, lifeguards & relief	TBD	Per professional risk assessment	TBD by qualified provider	Sauna, cold plunge, hot springs supervision

17–20 estimated role slots per event · 1 qualified safety role (count TBD)

Venue:: Indoor dinner/music room, changing areas, dry breathwork space separate from water; parking TBD.
Equipment:: Sound bowls, mats, towels, dry mats, AV for quartet and vocals, path lighting for any night access.
Food:: Shared dinner, possible chef; allergen labels; hydration throughout.

Lightning, cold, wind chill or unsafe paths move everything indoors; hot springs replaced by tea/lounge.

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	Ask Carl and John Moore about availability (no booking implied)	Owner	T−6 weeks
☐ Pre-event	Decide hot-springs go/no-go criteria with qualified operator	Future safety lead (unassigned)	T−4 weeks