GENERIC PLANNING
TIMELINE FOR EVENT DIRECTORS
This
timeline is for an event in July.
JANUARY
Decide on the event date.
Confirm
entry fees.
Complete Paper Entry. Update
previous year’s paper entry form.
Submit Paper Entry for online registration functionality.
Request Sanction Number as
needed.
Make Sure Key People are on
Board.
Event Director
Assistant Event Director
Safety Director
Assistant Safety Director
Pavilion Director
Food
Director
Charitable Funds Director
FEBRUARY
Submit
Special Event Form from Parks Department.
Submit
Coast Guard Request for Special Activity Permit.
Sign
up electronic timing.
Post
event on key Websites
Get
Electronic Networking Going
Sketch
Preliminary Course Map
Review
Safety Plan for Changes .
MARCH
Open
Online Entry
Pick T-shirt
design.
Make Sure Other Key People are
on Board
Coast
Guard Auxiliary Boat
Event
Sponsor
Reserve
loudspeaker
APRIL
Request
Gift Cards from Sponsors.
Request
swim-caps from Sponsors
Follow-up
on people and permit issues.
Put
out a request for volunteers.
MAY
Request
medals/ribbons.
Follow-up
on people and permit issues.
Permit fee to Parks Department
Keep
pressing for volunteers
Check
buoys and replace as needed. Make sure they are good for another year.
JUNE
Make
sure key people have everything they need.
Stay
on open issues: permits/volunteers/other
Insurance
Certificate to Parks Department
Line
up photographer for newsletter.
Finalize
course map with GPS coordinates
Get
a commitment from Lifeguards
Mail
paper entries to people who do not have computers.
Make
sure the kayakers are on board.
JULY
Meet
with key people. Determine open issues.
Check Supplies
Stop
Watches
Clip
Boards
Dry
Erase Board
Dry
Erase Pens
Pens
for writing numbers on arms
Writing
Pens
Duct
tape
Extension
cords
Blankets
for hypothermia
Check-in
Signs
T-shirts/sweatshirts/towels
for significant donors
WEEK OF EVENT
Close
Entries Tuesday Night
Assign
swimmer numbers to each swimmer.
Determine
heats
Email
event spreadsheet to electronic timing company Wednesday night.
Email
each registered swimmer Thursday night
Course
Map
Safety
Plan
Weather
link
Water
Quality Link
“Thank
you for registering…”
Friday
- Print:
Each
Distance: Check-in lists in Alpha Sequence
T-shirt
sizes
Cash
for lifeguards
Swimmer
Number Sequence for electronic timing company
Emergency
Contacts for Safety Director plus significant medical conditions.
WEEK AFTER EVENT
Post
Results on website.
Notify
swimmers that results have been posted.
Deal
with loose ends.
AUGUST
Thank
you’s to volunteers and other contributors.
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