Hosting an Event
•        REASONS FOR HOSTING AND EVENT
  • To build a stronger tribe
  • To become more connected to the Federation

•        GETTING STARTED
  • Volunteer for an event during a Town Hall meeting
  • Find out who the Council Coordinator will be
  • Meet the other hosting tribe and exchange names and phone numbers
  • Arrange a meeting with the Council Coordinator and the other hosting tribe
  • Have the Council Coordinator bring copies of the previous critiques
  • Get copies of the pre-event check-list

THE FIRST MEETING
•        WHAT TO DO:
  • Introduce yourself and meet the others
  • Review the previous critiques
  • Brainstorm for new ideas:
  • Activities
  • Awards
  • Special Activities (campfire)
  • Flyers and announcements
  • Select the best ideas to pursue
  • Create a list of supplies that you will need to provide
  • Assign who will be responsible for getting and/or bringing supplies
  • Schedule the next meeting

•        TIPS FOR A GOOD MEETING
  •  Use email and phone to remind all involved of all meetings
  •  Make sure there are verbal agreements – different tribes have different styles and
    leadership structures.  Don’t assume agreement from silence.
  • Get everyone involved
  • When brainstorming – don’t evaluate, just let the creative process flow
  • Make sure the responsibilities are divided up – one person cannot bear the weight.

•        YOU KNOW YOU ARE IN TROUBLE WHEN…
  • You are sitting alone at the meeting place wondering where everyone else is
  • You don’t know who your Council Coordinator is
  • You’re ignored when asking about the parent’s assignments
  • The date of your event is rapidly approaching and you haven’t started yet
  • If you set deadlines for yourself and they are not met
  • Your tribe or the other hosting tribes decides not to attend
  • Cancelled registration checks are coming in

… REMEMBER WHAT THIS IS ALL ABOUT – TO HAVE FUN AND BE WITH YOUR KIDS!!!

FIRST FOLLOW-UP MEETING

At least 1½ months prior to the event, parents from both hosting tribes and the Council
Coordinator should meet again.  By this time, all the information necessary to make the
final decisions should have been collected.  The tribal Captains should give a reminder
call or email about the meeting one week in advance to give people a chance to complete
their assignments.

At this meeting the following will need to be completed:
1.        Confirm the selected site:
a.        How much deposit is required?
b.        When is the deposit due?
c.        Are the facilities adequate?
d.        What will the total cost of the site be?
e.        Is the site available when we need it?

2.        Confirm event activities:
a.        Is special equipment needed?
b.        Is needed equipment available?
c.        What supplies will be needed and what will they cost?
d.        Have activities been field tested?
e.        Who will produce event agendas?
f.        Who will lead the activities?

3.        Recommend event fees to the Council:
a.        Are the fees affordable for the members?
b.        Will the fees likely cover the cost of the event?
c.        When and where should the fees be collected?
d.        Have we forgotten any cost item that should be covered in the event fees?

4.        Confirm the producer and distributor of pre-event flyers:
a.        How much lead time will be needed to produce the flyers?
b.        At which Town Hall will the flyers need to be distributed?
c.        Who will produce the flyer?
d.        How many copies will you need?
e.        Get the flyer approved by the Council before the Town Hall you want it distributed

5.        Arrange for required approvals:
a.        Will contracts need to be signed?
b.        Will the Federation need to cover any costs?
c.        Will any fundraising, sales (other than regular event patches) or solicitation be  
conducted?  (the Federation Council must pre-approve)
d.        Will permits be required from any government agency?
e.        Will insurance certificates be required?  (the Federation Council can handle this)

6.        Confirm the registration process:
a.        Who will be in charge?
b.        Who will handle the money?  (all funds must be deposited in the Federation
Wampum)
c.        What forms, lists or rosters will be needed?
d.        What deadlines need to be set?

7.        Confirm awards or mementos:
a.         Will there be any competition?
b.        How many awards will be given?
c.        Will awards be made or purchased?  (the cost of awards are the hosting tribes
responsibility)
d.        Who will make/get awards?  By when?
e.        What judging process will be used?  (i.e. The Y’s Men or Trailblazers can be asked
to judge the Pinewood Derby or the Kite Fly craftsmanship)

8.        Confirm miscellaneous needs:
a.        Will news coverage be wanted?
b.        Will maps or direction signs be needed?
c.        Will a P.A. system, bull horn or other communication devices be needed?
d.        Will the Council be doing any special ceremonies or presentations?
e.        Will a B.B.Q. be offered and has the B.B.Q. crew been secured?
f.        Is a first aid kit available?
g.        What else could we have forgotten?

Arrange another follow-up meeting and create backup systems to ensure that all goes as
planned or help can be plugged in before it is too late.

QUESTION:  HOW DO YOU KNOW IF THINGS ARE REALLY GOING ALONG OK?
ANSWER:  ASK AND LISTEN

•        YOU KNOW YOU ARE IN TROUBLE WHEN…
  • No one shows up to the follow-up meeting
  • The Council Coordinator doesn’t hear from anyone after the first planning meeting
  • Parents with important assignments don’t return phone calls and miss meetings
  • One of the hosting tribes is proud of doing everything at the last minute – “We wrk
    best under pressure”
  • Deadlines come and go but results don’t show up
  • Most of the co-hosting tribe won’t be able to attend the event
  • The Wampum Bearer’s spouse hasn’t seen him/her in a week but cancelled checks
    are coming in

HERE ARE SOME STRATEGIES TO GET OUT OF TROUBLE:
  • Get in touch with the Council Coordinator or  the Federation Captain as early as
    possible
  • Make sure everyone who took on an assignment knows what they agreed to do and
    wasn’t pressured into it
  • Give people who are not getting their assignments done a way out – someone to
    help them, an understanding ear or a chance to give back their assignment if it’s
    too burdensome
  • Make sure everyone is being reminded of meeting dates and times

IF YOU PLANNED EARLY, AND FOLLOWED-UP THOROUGHLY, THEN THE REST IS A
PIECE OF CAKE…BUT…JUST TO BE SAFE…
…HAVE A FINAL FOLLOW-UP MEETING ABOUT TWO WEEKS BEFORE THE EVENT:

At this meeting the following will need to be completed:
1.        Confirm completion of all assignments
2.        Confirm confirmation of site and all permits, approvals, etc
3.        Work out any last minute bugs
4.        Go over event day assignments, schedules and supplies/equipment procurement,
transportation and assembly
5.        Recognize everyone’s efforts and accomplishments
6.        Make sure the Council Coordinator knows what you’re up to


HURRAY!!  THE DAY OF THE EVENT IS FINALLY HERE!!
•        WHAT TO DO ON THE DAY OF THE EVENT:
  • Have fun
  • Stick to the plan
  • Roll with the punches
  • And most of all – remember why you’re doing what you’re doing – so parents and
    children can have fun together!!!

WHAT YOU CAN EXPECT FROM…   
THE COUNCIL COORDINATOR:
  • Attendance at all planning and follow-up meetings (as long as you give reasonable
    advanced notice)
  • A copy of critiques of prior similar events
  • Advice about Federation policies and procedures
  • Timely notification of Council and YMCA approvals
  • Advice on who to contact for what

•        THE YMCA:
  • Advice about the history of events
  • Advice about contracts, permits, and arrangements that require legal authority
  • Information on insurance
  • Help negotiating arrangements and especially with government agencies
  • Assistance in photocopying flyers, agendas, and other material
  • Copies of up-to-date program rosters
  • Assistance in locating sources and ordering certain supplies and equipment

AND FINALLY…
REMEMBER THE FOLLOWING GUIDELINES THAT HAVE BEEN DEVELOPED OVER THE
YEARS TO MINIMIZE MISUNDERSTANDINGS:
1.        The Host Tribes have very broad autonomy in planning and implementing
Federation Events but ultimate accountability rests with the Council and the YMCA.  Never
commit either without their permission
2.        The cost of facility rental and deposits, camp fees, group meals and other
necessary costs of an event should be paid by the participants through event fees
3.        The cost of awards, crafts and activities that are determined by the Host Tribes are
paid by the Host Tribes from their tribal Wampums
4.        The cost of event patches, Pinewood Derby cars, boats, kite kits and the like are
recovered in the sale price of those items
5.        Some extraordinary costs may be paid by the Federation but approval must be
obtained well in advance and awards and activities have rarely, if ever, been underwritten
by the Federation
6.        Soliciting of door prizes or event sponsors or selling of items other than event
patches purchased by the Federation requires prior approval from the Federation Council
and/or YMCA Director
7.        All money received for an event including fees, patch and kit sales and any
sponsorship money must be deposited into the Federation Wampum and all expenses
must be paid either from the Federation Wampum or the YMCA general fund
8.        When events will include spouses and siblings, flush toilets should be available
whenever possible
Simi Valley
Federation
Friends Forever  *  We build strong kids, strong families, strong communities  *  Friends Forever
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