Leaders Summit Comprehensive To Do LIST

Transcription

1 Leaders Summit Comprehensive To Do LIST National Interscholastic Cycling Association th Street Street Berkeley CA (510) These items are not necessarily listed in order. Be sure to review this list more than once, starting 3 4 months out. Find free or low cost venue. Negotiate terms and sign contract. Assign managers for the venue (people who are associated with it. For example, coaches from that school if it s at a school). Make sure they have keys and a timeline. Have them sign contracts. Find local trail guides to help with end of day rides. Organize logistics of the skills portion of the workshop (Sunday morning). Obtain any necessary permits or insurance for this portion of the workshop. Find out how many laptops and LCD projectors the venue has for use. Reserve units and delegate the management of LCD projectors. Ensure all PPT presentations / media / computers are taken care of, compatible, and tested. Decide on affordable caterer or reliable and experienced volunteer to manage food. Set up menu for Saturday and Sunday lunch. Be sure they deliver and bring all utensils and drinks that are needed. Consider including continental breakfast catering if affordable (otherwise delegate this part to a volunteer). Sign a contract with them. NOTE: include vegetarian options and note who has food allergies (i.e. peanuts). Include dietary restriction information on registration form. Lay out all curriculum/workshops for the weekend. Change as needed (don t keep it the same as every year). Call/ and schedule all presenters for the summit. them all contracts and have them return completed forms prior to the summit. Try to ensure a diverse array of speakers.

2 Create annual tagline for Summit, for example Comprehensive Leadership for the Complete Athlete. Revise League website to include new tagline, times and dates (archive the old webpage for posterity). Plan for, and schedule, necessary staff. Have staff sign and return contracts prior to summit. Have all presenters create and curriculum/hand outs so copies can be made for packet. Check in with all presenters about AV needs. Schedule them in rooms according to their AV needs. Put together a spreadsheet of all presenters, the times they present, their topic, and their cell phone numbers. Ensure sufficient copies of the Coaches License test. Make all copies of Coaches License testing materials. Get pens, manila envelopes and name tags. Organize League swag to bring to the summit to sell. Put together simple swag bags and thank you cards for all presenters. Find affordable local lodging and camping options for out of town attendees. Provide this information in and on the League website. Create a timeline for the entire weekend. Make time for structured jigsaw groups with experienced coaches. Attendees always enjoy this. Choose a day the week prior to the event to make all necessary copies at League office. Organize copies of manuals to bring to the summit. Have League organize in house registration process. Order coffee, tea and bagels for both mornings and have a League staff person in charge of pick up for both days.

3 NICA Leaders Summit 1 2 Weeks Out National Interscholastic Cycling Association th Street Street Berkeley CA (510) In the final two weeks before the summit, check to ensure the following list of items are complete. This may not be a complete list of items be sure to review all planning documents. Print a copy of the insurance certificate for the bike skills clinic. Double check with NICA that all registration is ready to rock, get a spreadsheet on Friday after mail is received. Monday or Tuesday: Send out invitation and registration information to all coaches list. *Remind them that lycra will be there for their clubs, assuming you have a donated collection. Monday: Order binders and dividers from office supply provider. Tuesday: Review finalized PPT presentations and prepare PDF versions (6 slides per page) for handouts. Ensure NICA sends out their materials (see What NICA provides ) Create event timeline. Get a list of room numbers, and custodian contact information from venue. Do site visit. Decide on catering menu and negotiate contract (if needed). Be sure this includes drinks, utensils and plates. Check in with all presenters. Ask them to send any materials (should have done this already). Put together all materials (binders) and add sponsor logos, print and collate. Organize registration and merchandise stuff.

4 Create spreadsheet of presenters with room numbers and times. Send to all presenters. Organize and print test. Organize swag for presenters. Get coffee and muffins or bagels donated. Make a reservation at restaurant for Saturday dinner. Send all presenters a NICA Coaches Manual and ask them to review it to be familiar with it. Recruit student and parent volunteers to help with registration, breakfast and lunch Work on acknowledgement of all coaches to present at summit (both verbal and tangible). CHECKLIST OF THINGS TO BRING NICA Coaches Manuals NICA Skills Manuals Summit Binders Powerpoint Handouts Name Tags Pens Registration Sheets NICA Waivers Laptop(s) Laptop power cord LCD Projector(s) AV Cables AV Adapters (dongles) as needed Printer (for last minute printing needs) Printer Power Cord Printer USB Cable Paper for printer Extension Cord(s) Power Strip Projector Screens as needed Children of the Dirt DVDs

5 League Stickers NICA Stickers CamelBaks Jerseys to Sell T shirts to Sell Socks to Sell Auction Items to Sell Other Merchandise to Sell First Aid Kits to Sell Sam Splints to Sell Emergency Blankets to Sell Other Swag to Sell Cash Box and Cash For Merchandise Trail Maps Local Maps/Directions if Needed for Accommodations or Restaurants Clif Product GU Product Bike Tools Pump Sandwich Boards or Directional Signs if venue is difficult to find Extra trash cans and bags

6 Administration: Emergency Info, Club contact info, Race Roster, Reg info Forms to be processed Cash/Club checkbook/credit card Assignments/Volunteer list Nourishment: Water bottles Water: jug, bottles, cartons Bars, shots, drink mix (ride/recovery) Hygiene; wipes, sanitizer, TP, sponges Food & Beverages Ice Chest Utensils: towels, tongs, baskets. cups & plates, cutlery Stove/BBQ, pots, pans, skewers Optional Bike Support: Pump, lubes, toolbox, solvents Spares cables, housings, brake pads, tires & tubes, cleats & screws, chains Pedals, derailleur, seat, bars, wheelset, spokes Stand, Worktable Tent, Bike racks, bike washer, major components Optional Super Structure: Tables Tent(s): stakes, rope, bungee cords Hand tools, blades, duct tape, electrical tape Banners, Chairs, wind panels, umbrellas, tarps Miscellaneous: First Aid Kit Spare cycling clothing Hangars for displaying merchandise Zip ties

7 CHECKLIST OF PERSONAL THINGS TO BRING Professional cyclists don t stress, they use a list every time. Make this list a part of your pre race ritual. o Cash o Clean bike with a lubed chain o Spare tube and tube change kit (C02/pump, tire levers) o Multi tool, including a chain tool o Water bottles (2 3) or hydration pack o Energy snacks for before, during and after the race o ANSI approved helmet o Cycling shoes o Cycling gloves o Clean uniform with arm and leg warmers o Eyewear o Lightweight jacket o Winter coat o Cycling socks (2) pair o Second set of cycling clothes for pre ride o Clean change of clothes for the ride home o Plastic garbage bag for muddy clothes o Identification and proof of registration o Towel o Post race clothing includes Hat, jacket

8 POST EVENT CHECKLIST Report attendee numbers to NICA National Office for insurance Send to participants Thank you link to photos general description areas of activity recognize sponsors like venue, local shop, local guides, IMBA Facebook invitations Encourage FB posts and build FB fans Press Release (if appropriate) Thank venue, wrap up loose ends Thanks volunteers Make any staff payments if needed Social Media Posts Update Neighborhood Survey Race Venue Ideas Survey Sponsor Ideas Create Financial Report (income/expense) Conduct debrief with key volunteers/staff (conf call works great) Log what worked good/what could be improved/ideas for next year