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Seminar preparation

Page history last edited by PBworks 17 years, 1 month ago

 

 

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
    • Someone bring ice
  • 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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