Season Calendar
Season Calendar 2026–27
Winter and summer gatherings, with agendas, staffing and operations. Times are Central.
Event record
Highlights
- Outdoor sauna on the lake (idea only — not approved)
- Cross-country skiing
- Possible plowed ice rink / skating
- Warm drinks
- Indoor gathering
Details
- Shore-based sauna as preferred fallback
- Land trails only when suitable
- Indoor movement/games/music if unsafe or insufficient snow
HostUnassigned · 12:00–17:00
All ice activities closed by default. No ice thickness or load figure is claimed safe.
Agenda
- 09:00–12:00Setup
- 12:00Welcome & safety briefing
- 12:30Activity windows
- 14:00Warm break
- 14:30Activities
- 16:30Closing
- 17:00Cleanup
Staffing
| Role | Slots | Shift | Status | Responsibilities |
|---|---|---|---|---|
| Event lead — morning | 1 | 09:00–14:00 | Unassigned | Setup, safety briefing, go/no-go |
| Relief event lead — afternoon | 1 | 13:30–18:30 (30 min handover overlap) | Unassigned | Afternoon run of show and close |
| Outdoor coordinator | 1 | 10:00–17:00 | Unassigned | Outdoor zones, conditions |
| Ski guide / route steward | 1–2 | 11:00–17:00 subject to professional plan | Unassigned | Land trail routes |
| Warm-room host | 2 | Split 11:30–17:30 | Unassigned | Indoor warmth and drinks |
| Food | 2 | 11:00–17:30 | Unassigned | Warm food, labels |
| Setup | 3 | 09:00–12:00 | Unassigned | Staging |
| Cleanup | 3 | 17:00–18:30 | Unassigned | Reset |
| Ice / thermal / rescue specialists | TBD | Per professional plan | TBD by qualified provider | Only if any ice or thermal activity is approved |
14–15 estimated role slots per event · 1 qualified safety role (count TBD)
Venue · equipment · food
- Venue:
- Indoor warm room, shore area; no sauna or vehicles placed on ice under this plan.
- Equipment:
- Warm drinks station, trail markers, first aid.
- Food:
- Warm food and drinks; allergen labels.
Weather fallback
Unsafe ice, cold, wind chill or poor snow → indoor movement, games and music.
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 | Obtain documented site-specific professional review before considering any ice activity | Future safety lead (unassigned) | T−4 weeks |
| ☐ Day-of | Repeat day-of conditions assessment; ice remains closed unless approved | Future safety lead (unassigned) | Morning of |
Open decisions
- Date
- Viable ice-free fallback
- Whether any ice activity is pursued with professionals