MOUNTAIN MAGIC LEADER WEEKEND - TIMELINE
JANUARY 22nd – 24th, 2010

Updated 09/08/2009

• MAR - Planning team kickoff! Review Lessons Learned. Set dates for next year’s event and provide to council for publication in council calendar. Pick theme based on evaluations. Reserve meeting rooms at VSC for planning committee meetings. Establish basic website for new year.

• APR - Determine high-level budget. Plan preliminary timeline. Define tagline, re-review lessons learned. Discuss changes needed for next event (changes to classes, organization).  Finalize meal costs w/ Misty Mountain staff.

• MAY - Finalize committees. Establish committee chairs and volunteers. Begin sub-committee meetings/planning & hold kick-off meetings.

• JUN - Invite trainers from previous year to participate again this year; begin to secure classes and trainers; define class descriptions, supplies, and class cost needed from trainers. Finalize budget. Publicity to provide save the date info to membership specialists for inclusion in area newsletters.

• JUL - Continue establishing classes/trainers. Entertainment committee to finalize framework for weekend events. Council requested class requisition forms submitted to council.

• AUG - Develop 1st draft registration flyers. Classes and trainers finalized. Purchase folders (usually 10/$1 during Back to School sales) if they haven’t been donated.

• SEP - Finalize registration flyers (1^st week). Online registration live. “Early registration” for staff/volunteers. Meals to confirm menu options with camp director.  Prior attendees will receive email notification that registration packets are available online. Registration packets will be stuffed at Sept planning committee meeting and mailed to those who provided SASE.

• OCT - Publicity at Cluster meetings to announce that registration packets are available online; Publicity committee representative to attend cluster meetings to promote event. Finalize menus; entertainment committee to provide details of supplies needed for confirmation letters. Register campers as forms come in' email confirmations set w/in 2 wks of registration.

• NOV - “Early registration” ends 11/25 for “discount”; Register campers as forms come in; email confirmations sent w/in 2 wks of registration. Council class final supply list provided to Tenequa. First email to class instructors with tentative class numbers on 11/25.

• DEC - 2nd email to class instructors with tentative class numbers on 12/13. Register 11/25 - 12/31 + $10. Registration Cutoff 12/31. Register campers as forms come in; email confirmations sent w/in 2 wks of registration.

• JAN - Provide Camp Director # of vegetarian meals needed & food allergies & final meal counts. Final class # confirmations to instructors on 1/7; email confirmation packets sent to participants by 1/10. Door prize donations finalized; trainer gifts purchased, all committee work finalized. SUCCESSFUL EVENT HELD!!

• FEB - All invoices paid, planning committee survey review/lessons learned, & celebration!