bjarvis: (DC Diamond Circulate)
The 2009 IAGSDC convention wrapped up seven months ago. Slowly, we are winding down aspects of it: the telephone number was let go, the web site was dismantled, the domain name was allowed to expire, etc..

We still need to disburse the remaining funds, terminate the corporation, pay the final licensing & gov't fees, close the mailbox, close the checking account and make the final reports to the IAGSDC delegates in July, 2010.

One of the little surprises is how many telephone calls we're fielding at home from various convention suppliers who are keen on getting involved with our 2010 DC convention. I patiently explain that the convention rotates among many cities internationally and while it may yet come back to DC at some uncertain time in the future, it's not likely to happen on their watch. The prior IAGSDC convention in Washington was in 1994 so at 15 year intervals, the next probable window is 2024.

Their disappointment is palpable.

To their credit, they then start asking about how the convention is awarded, trying to see if there is some contact at a parent body which could possibly swing some business their way. Nope, sorry.

Well, might the next convention be in the area of DC next year? Nope, Chicago in 2010, Atlanta in 2011, Vancouver BC in 2012 and San Francisco in 2013. Thanks for playing though.

I think I'm going to return to my original policy of simply not answering the home phone at all, letting the answering machine screen the calls.
bjarvis: (DC Diamond Circulate)
The 2009 IAGSDC convention wrapped up seven months ago. Slowly, we are winding down aspects of it: the telephone number was let go, the web site was dismantled, the domain name was allowed to expire, etc..

We still need to disburse the remaining funds, terminate the corporation, pay the final licensing & gov't fees, close the mailbox, close the checking account and make the final reports to the IAGSDC delegates in July, 2010.

One of the little surprises is how many telephone calls we're fielding at home from various convention suppliers who are keen on getting involved with our 2010 DC convention. I patiently explain that the convention rotates among many cities internationally and while it may yet come back to DC at some uncertain time in the future, it's not likely to happen on their watch. The prior IAGSDC convention in Washington was in 1994 so at 15 year intervals, the next probable window is 2024.

Their disappointment is palpable.

To their credit, they then start asking about how the convention is awarded, trying to see if there is some contact at a parent body which could possibly swing some business their way. Nope, sorry.

Well, might the next convention be in the area of DC next year? Nope, Chicago in 2010, Atlanta in 2011, Vancouver BC in 2012 and San Francisco in 2013. Thanks for playing though.

I think I'm going to return to my original policy of simply not answering the home phone at all, letting the answering machine screen the calls.
bjarvis: (DC Diamond Circulate)
Today, at long last, we held a volunteer appreciation picnic to thank all of the people who contributed to the success last April of DC Diamond Circulate, the IAGSDC's 26th annual square dance convention.

Click for photos.

In all, it was a blast. We had rented a large picnic site just south of Rockville, MD. The facilities included a large covered pavillion with electricity, water service and washrooms. We also had a large soccer field and a children's playset. The entire site was enclosed with fencing which allowed dogs to run off-leash if desired as well as meeting county park regulations for serving alcohol.

[livejournal.com profile] cuyahogarvr, [livejournal.com profile] kent4str and I arrived at the picnic area first at noon. Others from the committee joined soon after. Guests began arriving just after 1pm. Drinks and fingers foods were plentiful; a hot buffet lunch was served at 3pm.

The unexpected hoot of the entire afternoon was the squirt guns. [livejournal.com profile] kent4str had purchased a vast number about 11 years ago for a DC pride festival. The leftovers have been living in our basement storage for at least 9 years. While hauling out all of the remaining DCDC t-shirts, volunteer shirts and polo shirts to give away to the volunteers, we decided to take the squirt guns to the picnic. I spent a large portion of the afternoon being chased & drenched by many, but I gave back as good as I got (except for [livejournal.com profile] cuyahogarvr who managed to nail me only twice but did so by squiring me from ice-cold water bottles rather than plastic water guns).

Cleaning up was relatively easy and we were only the road before 6pm, stopping briefly at Dairy Queen --it was only 1/4 of a mile away so not dropping in would have been a wasted opportunity.
bjarvis: (DC Diamond Circulate)
Today, at long last, we held a volunteer appreciation picnic to thank all of the people who contributed to the success last April of DC Diamond Circulate, the IAGSDC's 26th annual square dance convention.

Click for photos.

In all, it was a blast. We had rented a large picnic site just south of Rockville, MD. The facilities included a large covered pavillion with electricity, water service and washrooms. We also had a large soccer field and a children's playset. The entire site was enclosed with fencing which allowed dogs to run off-leash if desired as well as meeting county park regulations for serving alcohol.

[livejournal.com profile] cuyahogarvr, [livejournal.com profile] kent4str and I arrived at the picnic area first at noon. Others from the committee joined soon after. Guests began arriving just after 1pm. Drinks and fingers foods were plentiful; a hot buffet lunch was served at 3pm.

The unexpected hoot of the entire afternoon was the squirt guns. [livejournal.com profile] kent4str had purchased a vast number about 11 years ago for a DC pride festival. The leftovers have been living in our basement storage for at least 9 years. While hauling out all of the remaining DCDC t-shirts, volunteer shirts and polo shirts to give away to the volunteers, we decided to take the squirt guns to the picnic. I spent a large portion of the afternoon being chased & drenched by many, but I gave back as good as I got (except for [livejournal.com profile] cuyahogarvr who managed to nail me only twice but did so by squiring me from ice-cold water bottles rather than plastic water guns).

Cleaning up was relatively easy and we were only the road before 6pm, stopping briefly at Dairy Queen --it was only 1/4 of a mile away so not dropping in would have been a wasted opportunity.
bjarvis: (DC Diamond Circulate)
Some folks from upcoming IAGSDC conventions have been asking for details about our room-block allocations at our recent convention. Read more... )
bjarvis: (DC Diamond Circulate)
Some folks from upcoming IAGSDC conventions have been asking for details about our room-block allocations at our recent convention. Read more... )

Recovery

Jun. 6th, 2009 10:41 pm
bjarvis: (DC Diamond Circulate)
Today, we had our first committee meeting since April's IAGSDC convention, DC Diamond Circulate.

To the surprise of some, we are all still good friends and are still talking to each other. Today's meeting had more a feeling of group therapy than a business meeting, but we covered a lot of material which needed to be covered. In essence, each committee chair offered a verbal final report including their feedback of what worked, what didn't and what they'd do differently if the opportunity presented itself. We rounded out the agenda with some planning for a thank-you party for the volunteers and staffers, both within DC Lambda Squares and outside.

We'll get together again in a few weeks to finalize the party plans and to begin working on disbursing the remaining funds in the checking account. The precise amount leftover is still to be determined, but the rush of at-the-door registrations (over $14,000 worth) and extreme cost-cutting in March and April when it looked like we wouldn't meet our budget numbers has yielded a small financial cushion. A few bills are still trickling in but we hope to have a firmer handle on the numbers soon.

Then we have to start winding down the 501(c)(3) --or not, depending on what we might want to do for DC Lambda Squares.

Recovery

Jun. 6th, 2009 10:41 pm
bjarvis: (DC Diamond Circulate)
Today, we had our first committee meeting since April's IAGSDC convention, DC Diamond Circulate.

To the surprise of some, we are all still good friends and are still talking to each other. Today's meeting had more a feeling of group therapy than a business meeting, but we covered a lot of material which needed to be covered. In essence, each committee chair offered a verbal final report including their feedback of what worked, what didn't and what they'd do differently if the opportunity presented itself. We rounded out the agenda with some planning for a thank-you party for the volunteers and staffers, both within DC Lambda Squares and outside.

We'll get together again in a few weeks to finalize the party plans and to begin working on disbursing the remaining funds in the checking account. The precise amount leftover is still to be determined, but the rush of at-the-door registrations (over $14,000 worth) and extreme cost-cutting in March and April when it looked like we wouldn't meet our budget numbers has yielded a small financial cushion. A few bills are still trickling in but we hope to have a firmer handle on the numbers soon.

Then we have to start winding down the 501(c)(3) --or not, depending on what we might want to do for DC Lambda Squares.
bjarvis: (Default)
This morning, I headed downtown with [livejournal.com profile] kent4str on the Metro. It was mostly a matter of convenience: I needed to visit the DC Diamond Circulate mailbox near Dupont Circle to see what wonders may be waiting for us.

Indeed, there were a couple of invoices, a handful of checks, a bank statement and some correspondence. As our treasurer lives within a block of the mailbox, I telephoned her to check her availability. Success! She was indeed home so I was able to drop off large quantities of the documents immediately.

Once home, I handled a quick code deployment for work, caught on on email and enjoyed a light lunch. In the afternoon, I drove to the data center to work on a minor cabling issue with one server, stand by in case a remote configuration issue run by one of the California guys went badly (it didn't) and generally clean up a couple of minor issues.

The trek home was longer than expected because of heavy traffic. I was scheduled to be one of the interviewers of a potential management candidate for my employer but I was still embedded in traffic albeit close to home when they telephoned me for my session. Luckily, traffic moved very slowly and I had already thought about my interview questions and scenarios in advance; I wrapped up the last 10 minutes of the interview sitting in my car in the driveway at home. I now have to write up a report for HR.

Tonight, we are enjoying an evening at home. I have a tonne of travel preparation to do before Saturday morning so I'd best get at it.
bjarvis: (Default)
This morning, I headed downtown with [livejournal.com profile] kent4str on the Metro. It was mostly a matter of convenience: I needed to visit the DC Diamond Circulate mailbox near Dupont Circle to see what wonders may be waiting for us.

Indeed, there were a couple of invoices, a handful of checks, a bank statement and some correspondence. As our treasurer lives within a block of the mailbox, I telephoned her to check her availability. Success! She was indeed home so I was able to drop off large quantities of the documents immediately.

Once home, I handled a quick code deployment for work, caught on on email and enjoyed a light lunch. In the afternoon, I drove to the data center to work on a minor cabling issue with one server, stand by in case a remote configuration issue run by one of the California guys went badly (it didn't) and generally clean up a couple of minor issues.

The trek home was longer than expected because of heavy traffic. I was scheduled to be one of the interviewers of a potential management candidate for my employer but I was still embedded in traffic albeit close to home when they telephoned me for my session. Luckily, traffic moved very slowly and I had already thought about my interview questions and scenarios in advance; I wrapped up the last 10 minutes of the interview sitting in my car in the driveway at home. I now have to write up a report for HR.

Tonight, we are enjoying an evening at home. I have a tonne of travel preparation to do before Saturday morning so I'd best get at it.
bjarvis: (DC Diamond Circulate)
The wrapping up of the recent DC Diamond Circulate convention continues.

Anyone lose a Kodak EasyShare C530 digital camera or a Lexor 256 MB flash memory stick? Let me know.

More financial details under the cut... )

There are miscellaneous other charges, including photocopying services, parking charges and such. It all adds up. Hopefully, we'll be able to produce a 99% complete detailed profit/loss statement and balance sheet in a month or so.
bjarvis: (DC Diamond Circulate)
I couldn't sleep after 4am so I thought I'd do something seriously mind-numbing in the hopes it would bring on sleep. It didn't work, but I'm largely done the final reports I need to submit.

We had 878 paid registrants, including 39 first-time attendees and 18 day-trippers. This doesn't include the 12 calling staff, their spouses and four audio & flooring staff.

Details under the cut... )
bjarvis: (DC Diamond Circulate)
I couldn't sleep after 4am so I thought I'd do something seriously mind-numbing in the hopes it would bring on sleep. It didn't work, but I'm largely done the final reports I need to submit.

We had 878 paid registrants, including 39 first-time attendees and 18 day-trippers. This doesn't include the 12 calling staff, their spouses and four audio & flooring staff.

Details under the cut... )
bjarvis: (DC Diamond Circulate)
We haven't done our official post mortem for the convention, not to mention the volunteer party for all those who contributed. Still, I thought I'd scribble down a few thoughts before they're lost to Alzheimer's, denial or or therapy.

On the whole, my realm of responsibility --registration-- went pretty well. It's actually a larger role than just checking off people as they arrive: it's the focal point for customer information, directions, tour coordination and so much more. What was I thinking?
  • I wish I had an extra hour to prepare before the desk officially opened the first time so I could have had absolutely every ready. I didn't have the printed lists I wanted so I would be ready to confirm tours and meals for those who couldn't remember whether they registered or not. I was able to fix that overnight but Thursday's shift was a little rough.
  • I wish I had taken the time to set up a more sophisticated office space before the convention started. While we had enough space to work, better organization of our limited stationery supplies would have made life easier. Having an extra laptop preconfigured on the network and with printer drivers for whoever needed it would have been a good idea too.
  • Opening up registration on Wednesday evening seriously took a huge load off Thursday's shift.
  • The next person who is late bringing essential documents for the registration packets will be laughed at, then shot.
  • Each night following a day of registration, I was up until 1:30 AM or so, catching up on data entry. There's got to be a better way.
  • I never did get a chance to collect on all of those promised cocktails. There's got to be a better way.
  • Despite a bewildering array of restaurants, I had only enough time to eat one meal per day. There's got to be a better way.
  • I've only just today felt like I've caught up on my backlog of sleep. Yay for regaining normal energy levels without the assistance of massive quantities of sugar and caffeine! (And yeah, there has to be a better way.)
  • At my (and others') insistence, we ordered only 800 metal water bottles to give away to registrants. That was quite reasonable when our pre-registrations totaled 720 people. As the at-the-door registrants surged past 800 however I began to get a little worried. Fortunately, not everyone picked up a water bottle so they stretched pretty far but we did run out.
  • We have, oh, 100+ t-shirts still leftover. Our marketing guy ordered far too many. We still have some polo shirts left over but only in small and 2XL sizes: the sizes between went quickly. There were 1,000 souvenir pins but we ran out by the third day... wtf?! Sadly, we have to store the extras until we find a creative way of using the extras. Maybe we'll stitch together a zeppelin or something.
  • Moron that I am, I neglected to pack multiple changes of shoes. I knew I wouldn't be dancing so I thought my most comfortable dress walking shoes would be enough. Doh! My feet and especially my right knee were killing me every hour of the convention.
  • We had an executive suite at the hotel. It was beautiful but what kind of suite has a huge bar and no glasses! Having such a nice room was kind of a waste though since we didn't spend more than a few hours in it all weekend.
  • Thank god for cell phone networks. The hotel gave us Nextel telephones for communicating between each other and the hotel staff but I preferred my own cell phone and the house phone in the office.
  • Our big innovation --randomly assigning tables for the banquet and brunch-- was well received. To this moment, I haven't heard a single complaint but lots of compliments. In the past, a map of the tables in the dining hall was laid out and people were invited to peel a pre-printed label with their name from the lists and apply them to a seat at the table of their choice. Sadly, this has frequently resulted in a maddening and unseemly feeding frenzy as people struggled to locate their names and those of their friends, grab the lot and apply them to the best table they can find. In our method, people could assemble a table of friends but the location of the table would be randomly assigned later.
  • My major freak-out moment of the weekend was related to the banquet tables. While checking out the table lists, I noticed they were 99% full but there were still 80+ names left for assignment. Even subtracting the folks who hadn't checked in yet, that was still far more than there were remaining seats. Juanita calmed me down in a moment though, pointing out that we had removed 10 tables from the pool for VIPs but hadn't removed the names from the lists since we didn't know who, say, the Chicago or Atlanta committees would be seating at their VIP tables. After consulting with the appropriate committees and boards, we rearranged some names and tables, suddenly making everything right. We did add two catch-all tables to the hall to offset any miscounts of banquet seats. In the end, all was well.
  • The centerpieces for the banquet and brunch dining tables were lovely but there was nearly a disaster. A couple of the assembled pieces slid to one side, pushing the plastic bits up against the light causing it to start smoking. We nearly became remembered as the convention where the water sprinklers doused the everyone at the Saturday banquet. Well, no one would forget us.
  • We briefly toyed with redoing the table locations for the brunch but thought that this might be pushing the experiment one step too far and would simply add another level of confusion and difficulty to the project.
  • We had $10k worth of at-the-door registrations and walk-ins on Saturday alone. I still need to finish the data entry for the day rate folks but I'm estimating we had 890 people registered.
  • I still need to finish the report to All Join Hands for the first-time attendees so we can get the promised reimbursement for their discounted registration. Hopefully, I can get that done tomorrow.
  • Despite the struggle, I'm a little sad we can't do it all over again. 80% of the work was in the early planning, establishing of contacts, negotiating deals and so on before the actual convention. Now that we've done all of that, we could easily pull off a second convention with minimal pain. Alas, all of this work will be obsolete by the next time a window rolls around, 2015 at the earliest.
  • I took not a single photo the entire weekend. There was simply no time.
  • Being busy and productive is an addiction. The withdrawal has been a little distressing yesterday & today. I'll just have to tough it out doing more mundane things like curing cancer and solving third-world hunger.
  • My dues are now paid: I'm off the convention planning hook for another 15 years or so.
bjarvis: (DC Diamond Circulate)
We haven't done our official post mortem for the convention, not to mention the volunteer party for all those who contributed. Still, I thought I'd scribble down a few thoughts before they're lost to Alzheimer's, denial or or therapy.

On the whole, my realm of responsibility --registration-- went pretty well. It's actually a larger role than just checking off people as they arrive: it's the focal point for customer information, directions, tour coordination and so much more. What was I thinking?
  • I wish I had an extra hour to prepare before the desk officially opened the first time so I could have had absolutely every ready. I didn't have the printed lists I wanted so I would be ready to confirm tours and meals for those who couldn't remember whether they registered or not. I was able to fix that overnight but Thursday's shift was a little rough.
  • I wish I had taken the time to set up a more sophisticated office space before the convention started. While we had enough space to work, better organization of our limited stationery supplies would have made life easier. Having an extra laptop preconfigured on the network and with printer drivers for whoever needed it would have been a good idea too.
  • Opening up registration on Wednesday evening seriously took a huge load off Thursday's shift.
  • The next person who is late bringing essential documents for the registration packets will be laughed at, then shot.
  • Each night following a day of registration, I was up until 1:30 AM or so, catching up on data entry. There's got to be a better way.
  • I never did get a chance to collect on all of those promised cocktails. There's got to be a better way.
  • Despite a bewildering array of restaurants, I had only enough time to eat one meal per day. There's got to be a better way.
  • I've only just today felt like I've caught up on my backlog of sleep. Yay for regaining normal energy levels without the assistance of massive quantities of sugar and caffeine! (And yeah, there has to be a better way.)
  • At my (and others') insistence, we ordered only 800 metal water bottles to give away to registrants. That was quite reasonable when our pre-registrations totaled 720 people. As the at-the-door registrants surged past 800 however I began to get a little worried. Fortunately, not everyone picked up a water bottle so they stretched pretty far but we did run out.
  • We have, oh, 100+ t-shirts still leftover. Our marketing guy ordered far too many. We still have some polo shirts left over but only in small and 2XL sizes: the sizes between went quickly. There were 1,000 souvenir pins but we ran out by the third day... wtf?! Sadly, we have to store the extras until we find a creative way of using the extras. Maybe we'll stitch together a zeppelin or something.
  • Moron that I am, I neglected to pack multiple changes of shoes. I knew I wouldn't be dancing so I thought my most comfortable dress walking shoes would be enough. Doh! My feet and especially my right knee were killing me every hour of the convention.
  • We had an executive suite at the hotel. It was beautiful but what kind of suite has a huge bar and no glasses! Having such a nice room was kind of a waste though since we didn't spend more than a few hours in it all weekend.
  • Thank god for cell phone networks. The hotel gave us Nextel telephones for communicating between each other and the hotel staff but I preferred my own cell phone and the house phone in the office.
  • Our big innovation --randomly assigning tables for the banquet and brunch-- was well received. To this moment, I haven't heard a single complaint but lots of compliments. In the past, a map of the tables in the dining hall was laid out and people were invited to peel a pre-printed label with their name from the lists and apply them to a seat at the table of their choice. Sadly, this has frequently resulted in a maddening and unseemly feeding frenzy as people struggled to locate their names and those of their friends, grab the lot and apply them to the best table they can find. In our method, people could assemble a table of friends but the location of the table would be randomly assigned later.
  • My major freak-out moment of the weekend was related to the banquet tables. While checking out the table lists, I noticed they were 99% full but there were still 80+ names left for assignment. Even subtracting the folks who hadn't checked in yet, that was still far more than there were remaining seats. Juanita calmed me down in a moment though, pointing out that we had removed 10 tables from the pool for VIPs but hadn't removed the names from the lists since we didn't know who, say, the Chicago or Atlanta committees would be seating at their VIP tables. After consulting with the appropriate committees and boards, we rearranged some names and tables, suddenly making everything right. We did add two catch-all tables to the hall to offset any miscounts of banquet seats. In the end, all was well.
  • The centerpieces for the banquet and brunch dining tables were lovely but there was nearly a disaster. A couple of the assembled pieces slid to one side, pushing the plastic bits up against the light causing it to start smoking. We nearly became remembered as the convention where the water sprinklers doused the everyone at the Saturday banquet. Well, no one would forget us.
  • We briefly toyed with redoing the table locations for the brunch but thought that this might be pushing the experiment one step too far and would simply add another level of confusion and difficulty to the project.
  • We had $10k worth of at-the-door registrations and walk-ins on Saturday alone. I still need to finish the data entry for the day rate folks but I'm estimating we had 890 people registered.
  • I still need to finish the report to All Join Hands for the first-time attendees so we can get the promised reimbursement for their discounted registration. Hopefully, I can get that done tomorrow.
  • Despite the struggle, I'm a little sad we can't do it all over again. 80% of the work was in the early planning, establishing of contacts, negotiating deals and so on before the actual convention. Now that we've done all of that, we could easily pull off a second convention with minimal pain. Alas, all of this work will be obsolete by the next time a window rolls around, 2015 at the earliest.
  • I took not a single photo the entire weekend. There was simply no time.
  • Being busy and productive is an addiction. The withdrawal has been a little distressing yesterday & today. I'll just have to tough it out doing more mundane things like curing cancer and solving third-world hunger.
  • My dues are now paid: I'm off the convention planning hook for another 15 years or so.

It's Done!

Apr. 13th, 2009 12:40 pm
bjarvis: (DC Diamond Circulate)
I have much to write about the IAGSDC convention just completed but it will have to wait until I catch up on some work-related activities as well as some long overdue sleep. Suffice it to say however that I think it went pretty well.

Physically, I'm a bit of a wreck right now. :-) There was minimal sleep on every day of the convention as well as a few days prior, I have countless paper cuts and hand injuries, my feet are killing me even though I hardly danced a step and my right knee is demanding immediate medical attention. Still, it was worth every minute and I had a blast working on every part of this event.

My only wish is that I had more time to schmooze with friends & family as well as perhaps even dance during the past four days but I'll just have to work double-time on that at next year's Chicago convention.

Thanks to all who came to DC for the event, to all of our countless volunteers who pushed us along, to the committee members who sacrificed more than you'll ever know and to the fabulous hotel staff who pulled our fat out of the fire several times. All of us together are definitely more able, knowledgeable and powerful than any of us alone.

It's Done!

Apr. 13th, 2009 12:40 pm
bjarvis: (DC Diamond Circulate)
I have much to write about the IAGSDC convention just completed but it will have to wait until I catch up on some work-related activities as well as some long overdue sleep. Suffice it to say however that I think it went pretty well.

Physically, I'm a bit of a wreck right now. :-) There was minimal sleep on every day of the convention as well as a few days prior, I have countless paper cuts and hand injuries, my feet are killing me even though I hardly danced a step and my right knee is demanding immediate medical attention. Still, it was worth every minute and I had a blast working on every part of this event.

My only wish is that I had more time to schmooze with friends & family as well as perhaps even dance during the past four days but I'll just have to work double-time on that at next year's Chicago convention.

Thanks to all who came to DC for the event, to all of our countless volunteers who pushed us along, to the committee members who sacrificed more than you'll ever know and to the fabulous hotel staff who pulled our fat out of the fire several times. All of us together are definitely more able, knowledgeable and powerful than any of us alone.
bjarvis: (DC Diamond Circulate)
Another night of four hours' sleep. Gotta do better soon.

Morning at the registration desk was pretty rough as my scheduled volunteers didn't show. As best I could, I set up the desk while juggling a wave of dancers seeking their registration packets, directions or help in a variety of issues. In the middle of this, I still had to compile attendance statistics for the opening ceremonies only 2 hours later, then print the labels we needed for the banquet, brunch and fun badge tour seating.

I continued fading through the course of the day. It was a struggle to keep my head together long enough to compile the final banquet and brunch entree numbers (867 place settings) and pass the lot to the hotel management by 4 PM.

Once the numbers were given to the kitchen staff, I was largely off the hook for the rest of the day. The space to decompress was a welcome change. Indeed, the balance of my work will largely be centered around putting out fires as they come up rather than working registration issues. Oddly though, there are still 35 people who pre-registered but haven't collected their docs yet; I'm hopeful they simply had to work Friday and will be collecting their materials Saturday morning.

To sleep now, perchance to snore.
bjarvis: (DC Diamond Circulate)
Another night of four hours' sleep. Gotta do better soon.

Morning at the registration desk was pretty rough as my scheduled volunteers didn't show. As best I could, I set up the desk while juggling a wave of dancers seeking their registration packets, directions or help in a variety of issues. In the middle of this, I still had to compile attendance statistics for the opening ceremonies only 2 hours later, then print the labels we needed for the banquet, brunch and fun badge tour seating.

I continued fading through the course of the day. It was a struggle to keep my head together long enough to compile the final banquet and brunch entree numbers (867 place settings) and pass the lot to the hotel management by 4 PM.

Once the numbers were given to the kitchen staff, I was largely off the hook for the rest of the day. The space to decompress was a welcome change. Indeed, the balance of my work will largely be centered around putting out fires as they come up rather than working registration issues. Oddly though, there are still 35 people who pre-registered but haven't collected their docs yet; I'm hopeful they simply had to work Friday and will be collecting their materials Saturday morning.

To sleep now, perchance to snore.
bjarvis: (DC Diamond Circulate)
I was so not ready for morning to arrive.

Data entry the night before kept me up to 1:30 AM but I was still down at the registration kiosk for 8 AM to set up for a 9 AM opening.

And the people came.

The registration process was much better today than yesterday: we learned a lot from our (my) mistakes and bad assumptions. Generic brunch tickets were swapped out for those who needed vegetarian brunch options. The updated dietary special needs list was passed to the kitchen management along with our latest dining numbers. Our signs were better placed to reduce general confusion. We also collected a lot of information at the desk which weren't previously determined (location of the memorial room, location of the women's hospitality suite, locations of various affiliate group tables, etc.).

I was able to slip away to attend the IAGSDC delegates executive meeting; the big news is that we're going to San Francisco for 2014. I also attended the GCA general membership meeting as a minor board officer (alternate IAGSDC rep); the board members up for election were all returned to office although we did have a contested election. [livejournal.com profile] billeyler was prepared to run for treasurer not knowing that Michael Maltenfort had decided he wanted to remain in the job. In the end, even [livejournal.com profile] billeyler voted in Michael's favour.

[livejournal.com profile] tdjohnsn and [livejournal.com profile] rlegters arrived in the late morning but we haven't had much time to catch up yet. I want to get more time with them before this weekend is out.

[livejournal.com profile] bradford23 is also in town and --at long last-- we got to meet. Yay! He's just as hawt in person as in his photos.

There are, of course, so many other people here from LJ but I'm more than a little too mentally exhausted right now to attempt listing them. Have I mentioned how glad I am that I requested no calling opportunities?

In all, the afternoon and evening were spent stamping out fires, answering a thousand dancer questions, helping staff & vendors and generally trying to be useful. I've even managed to clinch some tour and registration transfers for some folks who had to cancel their plans at the last minute: I'll have to mail some checks early next week.

Data entry and sorting took nearly three hours this evening: I wrapped up around 1 AM. After some minor analysis to get updated banquet & brunch numbers for the kitchen management and reprinting the fun badge tour participant lists --only one seat left to sell-- I called it a night. I still need to print lists of stickers with fun badge tour participant names so people may choose their buses, as well as similar lists of diners so they may chose their tables and inform one person her kosher meal selections are confirmed.

We're trying something different with the banquet and brunch seating this year: we're assigning tables. Each diner & friends may place themselves at a common table, but the precise location of that table within the dining hall will be assigned randomly. There is no advantage to getting one's name on the banquet map early as there's equal odds of the table being assigned to the back of the hall as the front. Hopefully, this will avoid the unseemly and insane crush and feeding frenzy when the table sign-up sheets are brought out.

To bed now.

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