Season Calendar
Season Calendar 2026–27
Winter and summer gatherings, with agendas, staffing and operations. Times are Central.
Event records
Highlights
- Every other Friday through summer
- Live folksy / medicine music
- Blankets, coolers, BYO food/drinks
- Two outdoor kitchens
- Grilling, swimming, kayaking, paddleboarding
Details
- Water activities only when professionally approved, staffed, equipped and conditions permit
HostUnassigned · 17:00–21:30
May 28 is shared with the separate End-of-School Celebration: setup 14:30–17:00 and its 16:30–18:00 pickup/cleanup overlap 17:00 arrivals — separate zones, entrance/parking and crews still to be arranged.
Agenda
- 14:30–16:30Setup
- 16:30Staff briefing
- 17:00Welcome + optional supervised activity zones
- 18:00Music set 1 (artist unassigned)
- 18:45Food / social
- 19:30Music set 2
- Supervisor-setAquatic activities close before unsafe light/weather (not automatically 21:30)
- 20:30Quiet acoustic / social
- 21:30Close
- 22:30Cleanup complete
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead — early | 1 | 15:30–19:30 | Unassigned | Setup, briefing, opening |
| Relief event lead — late | 1 | 19:00–22:30 (30 min handover overlap) | Unassigned | Evening, close and cleanup sign-off |
| Welcome / access | 2 | Staggered 16:30–21:30 | Unassigned | Arrivals, access |
| Music / AV | 1–2 | 15:30–22:00 | Unassigned | Sound, cables |
| Grill / kitchen stewards (one per kitchen) | 2 | 16:00–21:30 | Unassigned | Grill and fire supervision, cleanliness |
| Setup | 3 | 14:30–17:00 | Unassigned | Lawn, zones |
| Cleanup | 3 | 20:30–22:30 | Unassigned | Waste, reset |
| Water safety lead / qualified zone coverage + relief | TBD | Professionally determined | TBD by qualified provider | Never double-booked with food or music roles |
13–14 estimated role slots per event · 1 qualified safety role (count TBD)
Venue · equipment · food
- Venue:
- Lawn, two outdoor kitchens (access to confirm), pool and lake zones only if approved.
- Equipment:
- PA, lighting for dusk, life jackets, rescue gear, first aid / AED plan.
- Food:
- Guests bring own food/drinks; BYO policy subject to host/venue rules; no alcohol while swimming, boating or supervising.
Weather fallback
Thunder/lightning clears outdoor and water zones to substantial shelter; heavy rain/wind → indoor plan or postponement.
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 | Confirm actual operational access to both outdoor kitchens | Owner | T−6 weeks |
| ☐ Pre-event | May 28 only: resolve overlap with End-of-School Celebration — community setup 14:30–17:00 vs school activities; school pickup/cleanup 16:30–18:00 vs 17:00 arrivals — owner approves separate zones, entrance/parking, independent crews and handover, or moves one event | Owner | T−8 weeks |
Open decisions
- May 28 overlap with the separate End-of-School Celebration (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
- Artist roster
- Water approvals and coverage