Season Calendar
Season Calendar 2026–27
Winter and summer gatherings, with agendas, staffing and operations. Times are Central.
Event record
Highlights
- End-of-school celebration
Details
- Friday May 28, 2027
- 14:00–17:00 with cleanup to 18:00 — overlaps Summer Friends Friday setup (14:30–17:00) and 17:00 arrivals
- Separate venue zone, entrance and staff from the Summer Friends Friday
HostUnassigned · 14:00–17:00; cleanup to 18:00 — overlaps Summer Friends Friday setup and 17:00 arrivals
Shares May 28 with Summer 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.
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 | Unassigned | Run of show, incidents, handover to the evening event lead |
| Check-in / pickup host | 1–2 | 13:45–17:15 | Unassigned | Guardian check-in and pickup to authorized adults on the privately held list |
| Activity hosts (adult) | 2–3 | 14:00–16:30 | Unassigned | Run games; stay with groups; no generic volunteer covers water |
| Food / service | 1–2 | 13:30–17:00 | Unassigned | Kid-friendly food, allergen labels, hydration |
| Setup | 2 | 12:00–14:00 | Unassigned | Separate zone, signage, shade |
| Cleanup | 2 | 17:00–18:00 | Unassigned | Reset before evening use |
| Child supervision ratio & any water coverage | TBD | Set once guest list and activities are known | TBD by qualified provider | Qualified supervision; water stays closed unless professionally staffed |
9–12 estimated role slots per event · 1 qualified safety role (count TBD)
Venue · equipment · food
- Venue:
- 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.
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 | Resolve May 28 overlap with Summer 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 |
Open decisions
- May 28 overlap with Summer 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