Communications

Bell Ringer

Activity: Ring bell on porch to alert conference of upcoming activities

When: Every other day throughout conference

Where: On porch

Responsibilities: To see to it that bell is rung whenever an activity is about to begin

Specific Activities:

Off Island:

Obtain list of times and daily activities that will require the bell to be rung during the conference from Chairs

On Island:

Be certain that bell is rung for each scheduled event.  Be prepared to delay the bell when programs run late.  If unable to be present, recruit someone to fill in. Very important that meal-time bells be cued by the hostess.

Follow up Responsibilities: None

People Needed: Two, plus volunteer (but supervised) children

Materials: Bell, an accurate watch

Total Cost: None

Comments: This task is not as easy as it might seem.  It is a good task for someone who spends a lot of time on the porch.  Make sure to delegate someone to ring the bell if you plan to be doing something else.

1998 – Suggest decentralizing the job, where feasible, e.g. the person responsible for the next event designate a bell ringer, if conditions permit.

1999 – Suggest at least ringers assigned to allow trade-off of responsibility.

Past participants: 1994 – Bill Tibbs. 1995 – Bart Bouricius, Willard Bouricious & Tony Spisto. 1997 – Bea & Frank Robbins, Sr.  1998 – Frank Robbins.  1999 – Tony Spisto. 2002 – Dennis O’Keefe.  2003 – Steve Skrovan.  2004, 2005—Joe Marino. 2006 – Joe Marino and Jon Hendrick.

Updated – March 2007

Blackboard

aka:     Chalkboard

Activity: Write activities for current day on chalkboard in Hotel Lobby from Sunday through Saturday in attractive, easy-to-read format.

Responsibilities: Obtain list of Activities from Chairs and write them on board

Specific Activities:

Off Island:

1. Bring box of multi-colored chalk

On Island:

1. Obtain list of activities for coming day, time and place, name of event leader.

2. Check them closely to be certain that everything is included and spelled correctly

3. Put them on the board (30-45 mins per day).  The Saturday Board will be done by the chairs.

4. Subsequent day’s entry on the board can be written on the back of the current days. Current day’s activities face the lobby; the next day’s activities face the lobby store wall.  Turn board around late in the evening so that the next day’s activities face the lobby.  (Or assume someone else will turn it.)  Helpful to have names of Chapel and Talks on Rocks speakers.

5. Check board a couple of times during each day to make sure that pieces have not been erased, scribbled on, or made illegible.

6. Set up a second chalk board to be used for daily announcements.  It should be erased each eve.

Follow up Responsibilities: None

People Needed: One or two (one to enter the schedule and one to hold the board and help proofread).  The board cannot be flipped if both sides are to be readable at the same time.

Materials: List of activities from Chair; chalk, chalkboard(s)

Total Cost: None

Comments:

Double-column entry is easiest to read (we think); legibility is key (DWS, 4/96).

1997 – A second board was used for Conferees to write their own announcements.

1998 – It would be helpful to post a description (printed on paper, posted on side of board) of the esoteric, not easily comprehended, activities.  2003 – Next year, Caroline Quijada (301) 214 2427 wants to do blackboard and has good handwriting.  Laurie Powsner would like to do it again sometime, but not when she has a big job like Troubleshooter.

Past participants: 1994 – Debbie Bishop.  1995 – Joy Close & Susan O’Loughlin.  1997 – Roy Cook.  1998 – Libby Sanderson.   1999 – Jocelyn Pierce & Nat Fash.  2002 – Rachel Legard.  2003, 2005 – Laurie Powsner.  2006 – David Epstein.

Updated – March 2007


Boat News

Activity: Newsletter handed out on boat during trip to Island on Saturday

Responsibilities: Gather information, edit, setup format and graphics, print, copy, hand out on

boat

Specific Activities:

Off Island:

1. Collect information from Chairs

2. Ask that a note be included in the confirmation letter to the effect that if conferees have any

news or submissions for the “Boat News” to please send it to the current year’s organizers.

3. In some instances it may be necessary to contact submitters because the details are confused

or more information is needed.

4.  Edit information.

5.  Develop layout and graphic design.

6.  Print document and have it duplicated. Need approximately 175 newsletters.

7.  Hand out newsletter on boat.

On Island:

8. Put left over copies on front desk.

Follow up Responsibilities: None

People Needed: One or two

Materials: Computer, software (desktop publishing), paper

Total Cost: 1998 – $85 for copies (10pp x 175 copies); 2004-$35 for printing

Comments: There never are enough submissions; not only are news and feature articles needed, but it would be nice to have cartoons, art work, and other graphics.

1998 – Use of Email submissions greatly enhanced the process.

2002 – Also had a Jr. edition to Boat News that included reminders of bedtimes, children’s orientation, puzzles, etc., written for ages 6-12 (80 copies).

2003 – Jill made it easy for people to submit by putting an email form on her website.  This sent emails to her in a format that was easy to insert into the document in word.  If she’d had more time she would have put the news on line for people who couldn’t come this year.  She suggests that instead of just asking for news from attending shoalers, the editor should get news from a larger list of All Star I attendees and then give them the link so that they can keep current, even if they’re not able to come.

Past participants: 1994 & 1995- Karen & Jeff Mills.  1996 – Marc & Liza Spisto.

1997-1999 – Karen & Jeff Mills.  2002 – Charlie & Karen Close.  2003 – Jill Robbins  2004, 2005—Laurie Lentz-Marino

Updated July 2004


Evaluations – Conference

Activity: Develop, hand out, and retrieve conference evaluation forms

When: Announce at noon on Thursday that conferee forms are available

Responsibilities: See to it that evaluations for the year are given to the Chairs (current & new).

Specific Activities:

Off Island:

1) Make up new forms based on previous year’s forms, incl. conference highlights, suggestions for improvement, etc. (approx. 220 forms).  Put your name & address on forms to be mailed later if not filled in on island.

2) Provide separate tear-off section on bottom to enter -

-          Name, Address

-          What volunteer job willing to do next year

-          Suggestions for topics and/or speakers for next year

On Island:

3) At lunch on Thursday pass out Conference Evaluation forms to each table and announce that each person in a family fill out a form and return it to the desk before leaving the Island.  Have extra forms available at lobby desk.  Make follow-up announcement at subsequent meals.

4) See to it that Chairs receive all completed forms.

Follow up Responsibilities: See to it that blank copies of forms are available and are given to next year’s chairs.

People Needed: 1

Materials: Paper for forms (coordinate color with person responsible for volunteer activity reports to have different colors for each form)

Total Cost: 2006 – $26 for copying

Comments: 1998 – At Chairs’ suggestion, individual conferee evaluation forms, with names on them, were delivered to each room; they were not left at the front desk for pickup.  After being completed, they were to be dropped off at the front desk.

1999 – Made a check-off & comments chart to help get comparative data & provide both an objective & subjective measure of the conference.  Provided a check-off list for returns.

2002 – Forms delivered to tables & announced that they be returned to lobby desk.  Had a tear-off section on bottom to list name, open-ended question on volunteer jobs willing to do next year, suggestions for topics and/or speakers.  No name on evaluation portion of form; it should be anonymous.

Past participants: 1994 – Win Southworth. 1995 – Win & Ellen Southworth.  1996 – Norm & Lisabeth Winarsky.  1997 – Karen Close, Lawrence & Peggy Saunders. 1998 – Barb & Ray Hallows. 1999 – Larry & Paula Phillips.  2002 – Wanda Wood & Wm D’Amour.  2003 – Estelle and John Best. 2006 – Bill & Barbara Peterson   Upd. 3/07


Name Cards For Rooms

Activity: Name cards for the doors.

Responsibilities: Make cards for all of the doors

Specific Activities:

Off Island

1.  Request preliminary list of conferees and the ages of anyone under 18 from chairs soon after the list of attendees has been completed.

2.  Make cards out of construction paper; be creative (for the past several years the cards have been designed with star and slash patterns; in the late 80′s they had animals).  The cards should contain the first name and age of each child, with the parent’s full name(s).

3.  The cards are made of an 8 1/2×11 sheet of construction paper with the designs glued onto them.  The names and ages are written with black marker. This can also be done with a computer and laser printer in a large font

4.  Obtain final list of attendees the week before the conference.

5.  Bring materials for cards so that new ones can be made if necessary, there are always some changes.

6.  Make several cardboard backed signs stating “BABY SLEEPING!!” or “CHILD SLEEPING”;  these should be large enough to stand upright in the hallways where babies are located and the signs should be two sided.

On Island

7.  With final list put cards on doors as soon as possible on Saturday, after room assignments are available.

Follow up Responsibilities: None

People Needed: Four or more

Materials: Construction paper, scissors, markers, glue

Total Cost: $5 for materials.

Comments: All name cards should be completed and posted by 8 pm on Sat.

Past participants: 1991-94 – Laurie Powsner. 1995 – Anne Pease Tucker.  1997 – Edie Whitney.

1998 – Anne Pease Tucker.  1999 – Elissa Best. 2002 – Judy O’Keefe.  2003 – Lauren De Toro  2004—David Yermack and Rocio Aliaga

Updated July 2004


Name Tags

Activity: Name tags to be worn on Island

Responsibilities: Make name tags and hand them out at dock

Off Island:

  • Obtain list of conferees from registrar.
  • Make tags.  There are computer programs available that make this job easier. Make sure to use the “preferred” name the conferees list on their registration form (i.e. Dottie and Dick don’t like their name tags to read Dorothy and Karl). Make sure they are spelled correctly and indicate food choice (A – E) and new shoaler status (usually a star of some kind).  Make sure that new shoaler status stands out to be easily recognizable.  Buy replacement tags to supplement used ones sent by prior name-tag person. (Be sure to buy tags that are closed on three sides.
  • Sort tags into family groups so that they are easily handed out at the dock.
  • On last day before going to Island check with chairs for any last minute changes
  • Arrive at dock early enough to get a table and chairs to facilitate distribution. Dispense name tags at dock and on boat.

On Island:

  • Remaining tags can be left at the front desk in the lobby.
  • Bring extra supplies for replacement of lost tags or tags that need to be changed. Be prepared to hand write several replacements during the week.
  • Arrange for return of name tags at end of conference week. Make an announcement at a meal and leave a drop off box near the conference and island evaluation forms on the lobby desk. Ask conferees to remove name cards from plastic sleeves.

Follow up Responsibilities: Keep holders for a year then mail to next year’s name tag people.

People Needed: One or Two.

Materials: Tag holders, blank name tags, pen or marker; stickers are optional. A computer and name tag program expedite the process significantly.

Total Cost: In 2002 at Staples a box of 100 sturdy, clip style, closed on three sides, name tag holders was $65.00. The pin style was $13.50 per 100 but they are pretty flimsy and the inserts can fall out the sides. You can tape them shut but this decreases their reusability even more. 2003 – bought new 3 sided nametags for $54.  $65 at Staples in 2006 for 3-sided tags.

Comments: I recommend investing in the more expensive, thicker, closed on three side holders and putting a lot of emphasis on getting conferees to return them at the end of the week. Ideally we would have some pin style, some clip style and some cords to convert them into around the neck style. Conferees could choose the style they like and slip the name tags in when they pick them up at the dock.

Past participants: 1998 – Bill Tibbs, 1999 – Dave & Suzanne Cook, 2001 – Dave & Suzanne Cook, 2002 – Laurie Powsner & Benjamin Krejci.  2003 – Suzanne & Dave Cook  2005, 2006-Karen Mills  Upd. 3/07


Roll Calls of States & Years

Activity: At a lunch or dinner ask conferees to stand when their state of residence or the number of years that they have attended All Star I is called.

Responsibilities: To call out years and states and ask people to stand.  Also ask past Pelicans to stand.

Specific Activities:

Off Island:

1.  Contact chairs and ask for list of conferees and their addresses so that the roll call of states can be compiled.

On Island:

2.  In recent years the roll calls have been done Wednesday and Thursday at lunch.  For roll call of states — and countries –normally they are called in order of states with the fewest conferees to states with the most.  This order can vary; in some years there has been no order.

3.  For roll call of years attending All Star I, it is customary to begin with “one year?” and proceed one year at a time up to ten years.  Thereafter, it has usually gone in five-year steps. It is important to find out the exact number of years of the longest attended so that it can be announced (e.g., Fred McGill).

Follow up Responsibilities: None

People Needed: 1

Materials: Conference roster with addresses

Total Cost: None

Comments: In past years, rolls were called at the banquet, which detracted from more important events and rushed the rolls.  More recently, each roll has been called by itself at lunch on a midweek day.  It has been suggested that the two roll calls be done at the same luncheon.  2003 – or that we use the electoral college system!  2004—Only the call of years was used and some comments came that suggested it was divisive and exclusionary, but overall the group seemed to enjoy it.  [The roll call of states is probably a better activity (lpy—July 2004).]

Past participants: 1994 – Faye and John Bennett.  1995 -  Debbie & Steve Bishop.  1997 – Pete Williams.  1998 – Bea Robbins.  1999 – Enoch Durbin.  2003 – Steve Skrovan   2004—Can’t recall who did it.

Updated July 2004


Town Meeting

Activity: Town meeting of conference attendees on Sunday evening at 8:30 p.m. in Elliott.

Responsibilities: Organize Agenda, facilitate meeting.

Specific Activities:

Off Island

Get ideas for Agenda from Executive Committee.

Advertise the event in the Boat News.

On Island

Get further ideas from Chairs Meeting.

Advertise event.

Encourage submission of Agenda items from Conferees.

Follow up Responsibilities: Give reminders of what needs to be changed in Blue Book, on website, at Front Desk

People Needed: One or two with facilitation/leadership skills.

Materials: Hand-outs of policies.

Total Cost: None..

Comments: Suggestion for future topics: attendance at Evening Chapel.  Process for handling on-island problems.

2009 – This is not a volunteer job. The executive committee selects someone to run the meeting.

Past participants: 2003, 2004, 2006:  Jim and Jan Prochaska.

Updated March 2007.

Voice of All Star I

Activity: Give essential announcements at meal time.

Responsibilities: Screen announcements submitted by conferees and present them in a concise and interesting manner at the beginning of meal time.

Specific Activities:

On Island:

1.  Ask people to submit announcements in writing

2.  Announce only those items that are urgent or especially important.  Don’t get carried away, but make it fun.

3.  Many items are best dealt with on the green board and do not need to be in the announcements.  Can also suggest that people post them on the bulletin board.

Follow up Responsibilities:

People Needed: One

Materials:

Total Cost:

Comments: 1996 – First year done.  Although it was done at every meal and was a bit long, it is a good idea.  1997 – Do careful screening and make them short & sweet

Past participants: 1996 – Jerry Dunklee.  1997 – David Osgood.  2002, 3, 4  Kemp Harris & friends.

Updated July 2004


Volunteer Activity Guidelines Update

Activity: Job descriptions for volunteer activities so that someone who had not been involved in the activity before could successfully carry out their “chosen” event.

Responsibilities: Distribute and Collect Volunteer Activity Reports and update descriptions for coming year

Specific Activities:

Off Island:

1. Make up new Volunteer Activity Report forms, one form for each activity which was held previously and another form for any new activity not held previously.  Check with Conference Evaluations coordinator to print forms on different color paper.

On Island:

2. Get list of room assignments from desk hop and give out forms as activities are completed,

or as volunteer leaders are seen on-island.

3. Provide retrieval box on Lobby desk for return of forms (and spare blank forms).

Follow up Responsibilities:

4. Revise current job description guidelines based on activity reports.

5. When guidelines are completed give them to new Chairs for review and distribution when they assign volunteer activities for coming year.  This should be done by the first of March.

6. Keep information on diskette/hard drive so that it can be easily changed or passed on each year.  This is a large file and only the pertinent sections needs to be sent to individual volunteers.

People Needed:

One or two—at least one must have computer skills.

Materials: Computer, printer, photocopy machine, paper

Total Cost: $20 for materials

Comments: (1994-95) was the first year that this was been done; hopefully it will be helpful for volunteers in the future.  It must be upgraded each year.  1998 – Updated Volunteer Guidelines on disk for 1996-97 in Jun 98, and for 1998 in Mar 99. 2003/04 per Elizabeth Yermack – I found it easier to give these forms, with some pencils, out during lunch on Wednesday and Thursday, rather than going to individual rooms.  I was pleasantly surprised to see how well they were returned by Saturday morning.  Nearly all came in. This is a large job.  I suggest that updating could be done every 3 years or so, unless the activity is a new one. Stan Corfman – Categorized, indexed and reformatted in 2005 so that the document can be loaded into a web page retaining all referencing.

Past participants: 1994-96 – Judy and Dug Miller.  (1996 – new descriptions by Debbie Weiner Soule and Ben Soule).  1998-99, 2002 – Barb & Ray Hallows.  2003, 2004 – Elizabeth Yermack.  2005 Stan Corfman, 2006 – Liz Erickson

Updated April 2006


Wake-up Chorus

Activity: Group to go to sleeping areas and sing a wake up song, recite a poem, give the time, weather, temperature, and breakfast menu

Responsibilities: Plan, organize, and lead wake-up singers

Specific Activities:

On Island:

1.  Obtain wake-up song books “Star Wake” from front desk in Lobby or get up with the sun and creatively write new ones

2.  Recruit people to participate in wake-up chorus:  7 people, more or less, is optimal base number to work with.

3.  Take piece of 8 1/2 x 11″ paper; transcribe song and write down weather forecast, temperature, and breakfast menu

4.  Meet at 7:10 in Pink Parlor, Lobby, or Porch, pass out songbooks, give day’s selection, and practice

5.  At 7:15, go to third floor of Oceanic and start route.

6.  At each location present the chosen song or poem, chorus discourse of time, temperature, forecast, and breakfast menu.

7.  The route: Oceanic 3rd , 2nd, Atlantic House 2nd, Gosport West, Gosport 3rd West, Gosport North,  cottages in the following order: A, B, E, C, D, Founders, Sprague, YPRU, Baker and Parsonage.  May finish up in Lobby again and/or Front Porch.

8.  On Saturday morning, should sing at 6:00 a.m. (or 30 mins before b’fast)

Follow up Responsibilities: Return songbooks to front desk

People Needed: One to lead, one as strong second—recommended NOT to try this alone (2004).

Materials: Pitch pipe (bring from home); marking pen and sheets of 8 1/2 x 11″ paper (available at front desk) to give daily details.

Total Cost: None

Comments: Keep songs short; read poetry rather than songs; get a good porch thermometer.  1997 – Recommend transcribing songs to save wear and tear on the songbooks and allow tailoring the verse to the happenings of the day.  1998 – Made up original songs appropriate to daily theme, breakfast menu.  2002 – Have at least 1 copy of Wake-up songbook “Star Wake” for reference and continue to transcribe new songs.  Need to aggressively recruit good singers, perhaps directly at children’s orientation.  Have a vocalist to lead!

Past participants: 1993- Ben and Debbie Soule.  1994-95 – Peggy & Laurence Saunders.  1996 – Joanne Bulley.  1997 – Laurence Saunders.  1998 – Carl Sturken.  1999 – Joanne Bully.  2002 – Laurence & Peggy Saunders, Joanne Bulley.   2003 – Charlie and Jenn Close  2004—Marc Soule and Cease Young 2005, 2006 – Lawrence Saunders

Updated – March 2007

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