Offsite Event Planning

Below is an example of how an offsite event could be planned and can act as a base line of what to expect to have to handle.

Cardboard Boat Regatta Suggested Event Planning

Event was originally planned by Rustin Atkeisson, Aaron Rivers, and Sherry Ibrahim.  Feel free to contact them for suggestions on how to run your own event or plan for events in the future.

General Time Line:

1. Start planning 5 to 6 months in advance (February or March)

           -This includes contacting:

                       * Insurance (this should be done by the President, we are currently paying to have the event on our policy)

                       * Event Location: (Rodney Davis santafelake@augustagov.org)  Rodney Davis is pretty friendly and had wanted to do this event for 15yrs

                       * City council since the lake is owned by the city (contact is Joshua Shaw jshaw@augustagov.gov)  Joshua Shaw is the coordinator that makes sure items are added to the city's agenda. The city council meets on the 1st and 3rd Monday of the month at 7pm.  In some cases it may take as long as a month to get added to their agenda.  A member of MakeICT must be present during that meeting to discuss and get approval of the event

2. Start advertising 4 months in advance all the way up to the event day (May)

           - Might not be something that ends up on the visitwichita calendar since the lake is owned by

           - Make sure to get on KWCH event calendar

           - Reach out to radio stations

3. Start classes / build days 2 months in advance (July)

           -start with a basic how to make cardboard waterproof/float class

           -have specified build days

           -schedule a 3hr class at the lake for those who want to attempt making their boats on site

4. Suggest the cardboard regatta for 2023 to be the weekend before labor day weekend August 26th since that should be a pretty slow and open weekend at the lake (i.e. smaller crowd to contend with)

Costs

1. Insurance: the $34 is rolled into the policy and will cover this event as well as others on a yearly basis

2. Off duty officer - $35/hr in 2022 but only needed them while the event was running

           - insurance requires an officer be present during the event

           - per policy, Officers only charge for the time they are there. The officer will note the time and we will receive a bill or refund accordingly (we may have to pay in advance)

           - the officer does keep a pretty comprehensive medical kit on hand if anything happens

3. Ice/Water/Gatorade - $30

           - recommend having plenty of water on hand since there isn't any on site

           - a lot of people brought their own drinks and snacks, but I would not count on everyone remembering to bring some

4. Attendees may be charged $12 by Santa Fe Lake to attend.

           - The lake is city owned so State issued park permits don't cover access

           - Might be worth having people carpool to the event

Paperwork

1. Will need a Certificate of Insurance (we should be able to just ask insurance for the certificate next time)

2. City of - this needs to be filled out and completed before Joshua Shaw can add the event to the City Council Agenda)

3. MakeICT Board meeting - the event should be approved by whoever is on the board in July to show that MakeICT is aware that this event requires the involvement of our insurance company to make happen.

4. All participants/Attendees must fill out the standard insurance waiver as requested per insurance

Advertising

1. Artwork for the event can be found on the Admin drive under Committees -> Classroom Management [Standing] -> Events -> Cardboard Regatta

2. Event was posted on facebook but it seems like more people came from what was posted on the forums.

Rules

1. See 2022 Cardboard Regatta for rules

2. Suggest changing rule of team size of being at least 1 person instead of 2

3. Might add a separate set of rules for boats made in 1hr the day of the event