Draft process for holding a seminar
Lay out timeline for when to do each task
Flyers
- Create new flyer for seminar
- Upload flyer to website
- Distribute flyers (Sensei does emailing)
Clean dojo
Major cleaning 1 week before seminar (pizza afterwards?)
- dressing rooms & remove unclaimed clothing
- mirrors
- clean & disenfect bathrooms
- wipe down all horizontal surfaces, weapons racks
Day before seminar cleaning
- dusting, vacuum mat
- Clean backroom and set up for visiting instructor
- Clean out refrigerator & ensure there are ice packs (freeze water in drinking cups)
Supplies
- Make sure there is adequate drinking water
- Inventory & stock first aide supplies per medical list
- Get large tackle box to put medical supplies in and keep next to front desk (not in bathroom).
- Stock paper products
Food
- Make Gator aide morning of seminar
- Breakfast - donuts and coffe (make), bring cream,
- Snacks - bananas & oranges, sugary snacks
- Dinner - need to organize, location & headcounts
Other
- Flower arrangement for kamiza
- Present for guest instructor
- T-shirts
- Count inventory and order XX weeks ahead if necessary
- Custom design shirts for each seminar (future goal)
Registration
- Pre-registration - collect people's names, dojo, payment & dojo on spreadsheet. Copy info onto registration forms.
- Get $5 bills to make change
- Everyone should sign the Seminar Registration form
- All non Framingham Aikikai members must sign the Release of Liability form
- Checks should be made out to “Aikido - Framingham Aikikai, Inc”
- Separate envelopes are provided for cash and checks. Keep control of envelopes at all times. Give envelopes to Barbara or David at noontime.
- Collect Yudansha books and open them to last page that has a seminar marked. Write in “Framingham Aikikai", and the date of the seminar. At noon give the Yudansha books to visiting instructor for signature.
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