Archive:Exec report - Vice President 2009 - 2010
VP interim (April-July): Christian Champagne
After the 2009-2010 VOC Elections, no one came forward to run as VP. Since Longhike happens to be one of the VP's tasks and the most important event on the VOC calendar, I decided to fill in the position until a more suitable person (aka. UBC student) could take officially over. My interim term as VP only lasted from April to end of July once the BC forest fire season began and was in the deep of things for two months. During this time, my primary responsibility was to insure Longhike happened. Many of the tasks can be done quite easily in advanced of the event and mostly by email if you don't wait until the last second. A comprehensive organizational timeline for Longhike can be viewed at the link just below. I'd added my comments to the whole process this year below but both are quite similar in structure.
Just before the end of this exec term (April '10), Evans lake contacted us early (for once!) mentioning a restructuring of their rental prices and inquired about booking a date for Longhike '10. While at first it looked promising, things quickly spiraled down when we received a quote for $130/person instead of $37/person (last year) under the same requirements. After a few email exchanges, it looks like we've arrived at an impasse. The 2010-2011 VP will need to look either at a new venue (more expensive than last year's price quote from Evans lake but not as expensive as this year) or reconsider how Longhike is held. It may seems daunting but there's a few months left before October comes around, giving plenty of time to analyze the situation and find a solution if done correctly.
Booking Evans Lake
Another year, another long wait for Evans Lake to reply to our booking request. Shortly after the 2009 Banquet, I emailed and left voicemail messages at least once a month from April to July with no response. Since we're only booking one weekend day instead of two before Canadian Thanksgiving weekend, they're probably waiting to see if someone else can book the entire weekend before relenting to us. However, as usual, they gave us Canadian Thanksgiving weekend even after we heard once Longhike was over that the previous weekend we wanted was free...
With the constant problems dealing with Evans lake, we (Line and I) looked at possible alternative venues around the Squamish area that could provide the same services as Evans lake. In conclusion, we determined that Evans lake had the best quality/price ratio for Longhike
- Summit Outdoor Education Centre
- Problem 1: Must be a dry event
- Problem 2: Music must be turned off after 11 pm
- Problem 3: $57/person
- BC Easter Seals Camps (Squamish)
- Problem 1: Lodging+Food/person = $56.85
- Problem 2: Dinner hall rental w/ Food Service = $200
- Problem 3: Pavilion Rental = $350
Evans Lake Quote
When booking Evans lake, you must request a quote specifying the following items:
- Number of participants
- Will be serving alcoholic beverages & times (they need extra security if so)
- Number of breakfasts & Dinners (1 per day)
- Exact number of vegetarians can be mentioned later once the Longhike sign-up list is completed (Clubs Days)
Previous years, they provided a menu list of meals available which the VOC exec would decided on which to serve for dinner and breakfast. It seems know that it has been dumb down to simply spaghetti with salad & rolls 30-50% (vegetarian) for dinner and pancakes and scrambled eggs for breakfast
Once the quote has been received by email, show it to the exec for their comments. If it's ok, it must be signed by the AMS since only they have the authority to do so. A 25% initial deposit must be paid 60 days before the event and the remainder once on site. Even if people just show up for the party (no food and staying in tents), they are still consider as a participant by Evans Lake and must pay as they will still be using the facility grounds.
MEC Grassroot Grant / Door prizes
I applied for a MEC Grant for around $200 in various climbing gear to be given out as door prizes in mid-July. It takes 6 weeks for MEC to revue your application before a formal response is given back. MEC grant applications are now done online through their website and use VOC's MEC member number 521 to sign up. We ended up with the following items:
- 1 Camp Rockstar helmet
- 6 MEC chalk bags
- 2 Apex Rock harnesses
- 5 chalk balls
- 5 ATCs
Prizes are drawn randomly through the numbered Longhike tickets people have during the party.
Doris posted a call-out for climbing instructors on the message board. Make sure that they contact you so there is some quality control over who can instruct. Discuss at Exec meeting to have feedback about climbing qualification of instructors volunteering if you personally don’t know them. Depending on the final projected Longhike budget, instructors may have to pay a fee in order to balance budget. All instructor names, rock levels and medical training/Gear will be posted on the Longhike wiki page.
Special Occasion Liquor License (SOL)
In order to serve alcoholic beverages at Longhike, you must get a SOL at any BC liquor store. You can fill in all the appropriate information (event date, serving time, number of kegs, ciders and wine bottles, price per cup, private event, etc.) but someone with a Serving It Right certification is required to take responsibility of the license. Doris and I took the test online. It takes about 2 hours to complete and cost $35 per exam. Once you pass, your certificate number can be added to the SOL license. Once the form is completed, bring it to the nearest RCMP dispatch office to the event (no faxing) for their estimate of alcohol profits and approval. Then, you can bring the form to a BC liquor store to purchase the license. Make sure you marked "Private event $25" on the form. You'll be charge for the type of event, Social taxes (10% of alcohol profits) and maybe some other fees. Give it to the AMS and get insurance (this is expensive and must be done at least 3 weeks in advance of the event!)
I've emailed Howe Sound Brewery in Squamish for a 5 kegs quote, includes pump, gas and ice bucket in mid-July. They offered us a free keg but if we didn't drink all 5 kegs, any returned kegs would include the free one. To play it safe, we requested a second quote for 3 kegs (no special promotion). In the end, we order the second quote. This must be done at least 48 hours in advanced to allow them sufficient time to process our request. This year, they offered free delivery to Evans lake. A $200 deposit per keg must be given at purchase and will be reimbursed once all rental equipment is returned. Someone with a credit card must do this. When selecting the beers, get ones that most people will like. Can't recall if you or HSB took care to bring the rental equipment back to HSB (Doris?).
- Quote 1 (5 kegs)
- 4 kegs at regular price ($162.18 each)
- 1 keg promo’d for the Varsity Club
- 2 pumps @ $15.00 each
- Buckets/ice - no charge
- Total = $678.72
- Quote 2 (3 kegs)
- 3 kegs @ $162.18
- 2 pumps @ $15.00 each
- Bucket/ice - no charge
- Total = $516.54
Booking a DJ
For the last few years, old VOCer Arlin Kalenchuk (aka DJ AK45) have been spinning for us. More recently, Oker has also been joining in as a tag-team. This year, we increase Arlin's payout to $250 since it hasn't change for a few years. Arlin has all the necessary DJ equipment (mixers, turntables, laptop, speakers, etc.) but also rented some lights to increase the dancefloor ambient. Since the old pool table is now gone, we took two tables and added some couchins to minimize mechanical vibrations to affect the turntable's needle.
Longhike Tickets & signup
Longhike signup starts during SAC Clubs days (mid-september). Ticket prices are determined from a forecast balance Longhike budget. The 2009 Longhike budget can be viewed in the VOC's Google Docs account (VarsityOutdoorClub at gmail dot com). Ticket templates are available there or on the VOC Website's Exec section. Make sure all tickets have properly numbered and have the pre-trip meeting written on them (pre-trip meeting is mandatory!). Also include a sign-up spreadsheet to keep tabs on the number of tickets sold. On the spreadsheet, include:
- Name, Student#, Climbing level (1,2 or 3), Food preference (veg/omnivore)
Tickets are non-refundable and students can resell them to other students
Volunteers (Beer serving, cleaning)
Two weeks before longhike, post a thread on the message board and a message on the VOCene requesting for volunteers for cleanup duties and beer serving. Cleanup duties is for after breakfast, dinner and party whereas people must be sober if their serving beer. Create a section on the Longhike wiki page for people to sign up
Rocket candy necklaces
An always popular item, the candy necklaces can be purchased from Costco. Veenstra purchased them since he has a Costco membership (required). Make sure they are sufficient big to fit over one's head and purchase enough for everyone.
AMS Beer float
People don't have exact change when purchasing beer, so you must get a beer float from AMS. Ask the treasurer about getting one.
Book pre-trip meeting room
With the large number of participants, you must reserve a room sufficient big to accommodate everyone (ie. Wood 6, Buchanan A100, etc) The club's Public Relations officer is responsible for booking, ask him to do it, preferably for a Wednesday 6:30 pm date before the event. A room with a big chalkboard makes it easier to sort out rides. Recently, we discovered that bringing a digital camera to take pictures of driver/passengers groups on chalkboard is s faster than writing them down since you don't want to stay too long after the meeting is over. A digital projector is optional if you have a digital presentation.
Once all your instructors have been selected, email them saying that there's a mandatory instructor meeting an hour before the main pre-trip meeting. During this meeting, you'll pair people with similar climbing experience/level, go over the three different rock levels offered, review the safety committee's review (see Exec minutes), helmets are mandatory, figure out how many instructors are needed per level from the sign-up sheet (1 instructor per 4 students), decide general climbing areas for each pair. Instructors are in charge of their students and should make sure they all get to post-climbing venue/festivities and post information on Longhike wiki.
General Pre-Trip Meeting
Pre-trip meeting is usually Wednesday @ 6:30 pm the week before Longhike. Go over the weekend schedule, what people need to bring (gear, desserts, cash, beer cup, etc.) and any safety issues. Once done, make drivers write their names, phone #, departure area and number of spots on the chalkboard. After, let carless participants fill the available spots with their name & phone numbers. Make sure everyone has a ride and that drivers know their passengers. Using a digital camera, take pictures of all the driver/passenger pairs. Later, you can transcribe them onto the wiki to make sure everything is correct and allow people to change them if there's a problem. Choose a meeting time in the Smoke bluffs parking lot in the morning and after climbing (generally staggered by level to avoid overwhelming the mess hall for Dinner) and bring printed maps to post-climbing venue/festivities for drivers unfamiliar with the area
Don't even think of climbing. You probably be too busy making sure everything is going smoothly. Usually, you'll need to find someone with a car to pick up the kegs but HSB graciously delivered them directly to Evans Lake. At the designated time proceed with the parking lot faff and then gather instructors and divide students by level in more or less even groups. Re-iterate the time to meet back up at the cars and that instructors are in charge of making sure their students arrive at the post-climbing festivities/venue.