Season Calendar
Season Calendar 2026–27
Winter and summer gatherings, with agendas, staffing and operations. Times are Central.
Event record
Highlights
- Holiday party on July 4
Details
- 15:00–21:00, setup 11:00–14:30, cleanup 21:00–22:30
- Grilling/potluck, live/acoustic music
- Water options conditional
HostUnassigned · 15:00–21:00
Agenda
- 11:00–14:30Setup
- 15:00Welcome
- 15:00–21:00Lawn gathering, grilling/potluck, music
- 21:00–22:30Cleanup
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead — day | 1 | 11:00–17:00 | Unassigned | Setup and afternoon |
| Relief event lead — evening | 1 | 16:30–22:30 (30 min handover overlap) | Unassigned | Evening and cleanup sign-off |
| Welcome / access | 2 | 14:30–21:00 staggered | Unassigned | Arrivals |
| Food / kitchen | 3–4 | 13:00–21:00 | Unassigned | Grill, potluck table, labels |
| AV / music | 1–2 | 13:00–21:30 | Unassigned | Sound |
| Setup | 4 | 11:00–14:30 | Unassigned | Lawn |
| Cleanup | 4 | 21:00–22:30 | Unassigned | Reset |
| Aquatic professionals | TBD | TBD | TBD by qualified provider | Only if water options approved |
16–18 estimated role slots per event · 1 qualified safety role (count TBD)
Venue · equipment · food
- Venue:
- Lawn; audience/capacity TBD.
- Equipment:
- Grills, PA, shade.
- Food:
- Grilling and potluck; labels.
Weather fallback
Lightning clears outdoors to substantial shelter; rain → 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 |
Open decisions
- Keep Sunday Jul 4 (not moved silently)
- Audience and capacity