Hospitality & Social

(In process of updating)

Hospitality & Social


Clam Bake

Hospitality to New Shoalers

Hospitality to Speaker

Social Hour Drinks

Social Hour Food


Artichoke Fest

Activity: Artichoke feast held on Village Lawn one afternoon during Social Hour (Usually Monday)

Specific Activities:

Off Island:

1. Make arrangements with the cook to purchase 130 large-sized artichokes from the outlet that provides the rest of the Island’s produce. Generally the cook and management like to work with the Chairs so it is important to get clearance to talk (email) directly with the cook.

2. Prepare sauces for the fest and bring labels.  This could be done by the kitchen and could simply be mayonnaise, melted butter, and salad dressing.  In the past about 8 or 10 different sauces have been prepared and brought to the Island in an ice chest.  Examples include mayo with various spices such as Chinese 5 spices, curry, taco mix, pesto, etc.  Be sure to have something for people worried about cholesterol such as low calorie salad dressing.

3. Through the Chairs order hollandaise (about a quart) and melted butter. (These should be kept warm with a warmer so they don’t solidify). Have the Chairs alert Conference Services that we will need disposable plates, small cups for individual sauces, napkins, plastic spoons, large serving bowls for the sauces, 3 tables, trash cans, cans for the choke leaves to be composted.

4. Have 130+ artichoke tickets so that they can be sold before the activity. They should be retrieved in exchange for an artichoke at the chokefest.  A good time to sell the tickets is on the boat when you have a captive and concentrated audience but save a few for the Chairs and speakers who already will be on island.  We made a set of tickets with 3×5 cards that have an artichoke stamp on the front with a number up to 130.  We ask people to sign them so that the next year they will see the history of the ticket.  None of this is necessary.

5.  We have made a chokefest T-shirt for several years, but this isn’t really necessary.  We have made the design in advance and have advertised and taken orders before getting to the island.  The shirts have been distributed before the chokefest which normally is on Monday.

On Island:

6. Talk with cook about problems that we have had in the past with not getting the chokes cooked completely.  They usually use the large steamers but they don’t cook evenly if they aren’t rotated.  In recent years the cook has steamed them in advance and held them for an hour or so.

7. Talk with conference services about needs and timing.

8. A half hour before social hour, set up sauces with labels.  We usually have 3 or 4 people helping serve.

9. Give artichoke toast (poem)

10. Teach people how to eat artichokes, describe sauces.

Follow up Responsibilities: General cleanup

People Needed: 3-4 (collect tickets, serve artichokes, serve sauces) + 130 eaters

Materials: artichokes, sauces, tickets ($5/ticket)

Total Cost: The cost is usually around $300 but it is a money maker so it doesn’t cost the conference anything.

Past participants: 1997 – Scotia & Shannon Miller.   1998 – Laura Donnell, Marita Sturken.  2002 – Dug Miller Family.  2003 – Miller family   2004, 2005—Dug and Shannon Miller.  2006 – Dug Miller, Shannon Miller, Andrew Smock; 2007 to 2015—Millers, Gimpels, Dennos.

Updated – May 2017

Clam Bake

Activity: Clam feast held on lawn between Vaughn and Parsonage

Responsibilities: Purchase materials including clams, sell tickets, serve them, clean up

Specific Activities:

Off Island:

1.  Either directly or through Chairs, contact Conference Services and establish contact for obtaining 2 bushels of clams and one of mussels (or 3 bushels of clams).

2.  From home bring about 100 tickets.  From Conference Services (either directly or though Chairs) purchase clams, butter, lemons, napkins, 100 strong, deep paper plates, and cups (100 for butter; 100 for broth).

3. Sell tickets on the boat to the island (captive audience!).

On Island:

4.  Contact Conference Services again to ascertain that all is set for the event.  Will need 2 tables, trash cans (three marked with a sign for clam shells and three for other trash), and utensils for serving (5-6? diameter flat strainer for clams and 2 ladles).

5.  On Wednesday be certain that clams have been purchased and that set up is ready.

6.  At function have 1 person responsible for taking tickets, 2 for serving clams, 1 to serve butter and clam juice, and 1 to see to it that the paper trash and clam shells are kept separate..  The kitchen will bring the clams, butter, and juice hot.

7.  In general there should be about 12 clams per serving; no seconds until all of the tickets have been collected to be certain that everyone gets some.

Follow up Responsibilities: Segregate trash into burnies and non-burnies and clean up area.

People Needed: 4-5

Materials: 2 bushels of clams; 5 lbs. of butter; 10 lemons; 260 napkins, 100 paper plates 8 or

10 inches in diameter; 100 medium ice cream cups for clam juice; 100 small cups for butter

Total Cost: 1995: Clams $200; butter $6.50; paper plates $10.00; lemons $3.00; napkins $3.00;

cups $7.50.  Total Cost $230; tickets 95 @ $5 = $475.  Profit $245.

2003 – Didn’t know cost to conference since chairs ordered the clams and mussels, but 88 tickets were sold @ $5 each for a total of $440.

2004: 67 tickets sold @ $5 for proceeds of $335; costs were $300.

2005: Took in $600, Cost $515

Comments: Need help (signs on trash cans) from Conference Services to segregate trash – clam shells from burnies.

1998 – People signed up & took tickets without paying ahead of time.  Money was collected at the clam bake, names & ticket #s checked off as people paid.  But some people forgot to bring money.

2002 – Ensure that 2 bushels clams ordered.  Don’t sell more than 100 tickets.  Suggest print tickets on sticky-labels to affix to name tags.

2003 – Ordered a bushel of clams and a bushel of mussels.  Conference services estimated 15 clams and mussels per person.

2004 – Tickets made on-island.  Should be done in advance off island, not at last minute.

2005 – Event should be scheduled before July 4th or at least 2 days after to ensure availability of clams and mussels. Workers should get to site 30 minutes early. Social hour beer keg was moved outdoors for this event.

2006 – Don’t schedule this activity on July 4th – can’t get delivery.  15 clams per person good estimate.

Past participants: 1994 – Jan&Ed Colby; Pat&Ralph Colby.  1995 – Jan&Ed Colby;

Pat&Ralph Colby, Frank&George Robbins.  1996 – Ed&Jan Colby.  1997 – Jan, Pat, Ed, Ralph Colby.   1998 – Paul Kimberly Biggs.  1999 – Ralph Colby.  2002 – Joe Marino & Laurie Lentz. , 2003 – Janie Lentz and Adam Frye.   2004—Ginger and George Dixon  2005 – Bill & Chris Gimpel and Jon Best & Sasha Rash.  2006 – Anne and Scott Stewart

Updated – March 2007


Hospitality to New Shoalers

Activity: Be certain that new shoalers, and those who are either new to All Star I or returning to the conference after a lengthy (~5-year) absence, feel welcomed and informed.

Responsibilities: Coordinate activities to be certain that new — or nearly new– shoalers have an experienced shoaler as a contact.  Be certain that all feel not only welcomed, but included in the activities of the week.

Specific Activities:

Off Island

1. Contact chairs early and get a list of newcomers or those attending the conference for the first time or after a number of years, including their name, age, telephone number, and address.  Chairs also need to provide a list of “experienced shoalers” who could provide hospitality.

2.  Assign one welcoming person to each new shoaler family and ask them to contact the new shoalers as soon as possible from home to answer any questions they might have, to make them feel welcome, and to provide a personal contact if they need further assistance.  A letter of welcome (see attached), a telephone call, and/or a personal contact with the new shoaler(s) is recommended.   Wherever old shoalers can be matched with newcomers whom they know, so much the better.  Should assign one hospitality person to each boat.

3.  Be certain that all new, new to All Star, or returning shoalers have been contacted.

4.  Contact editor of “The Boat News” to be sure that a word of  welcome, and perhaps a short paragraph about the person/family, is included.  Can contact new shoalers by email before conference.

On Island

5. Be certain that each welcoming person has personally met with their assigned new shoalers and offered to serve as a contact while on the Island.

6.  Think about taking Polaroid photos of newcomers and posting them on a central bulletin board with a “Get to Know These Folks” headline.

7.  Think about working with some of the old shoaler hospitality volunteers to set up one or two tables for “new – or those who feel new” shoalers to sit at for Saturday  night and perhaps, Sunday — for the first few meals.

8.  Check in with newcomers periodically to make sure that they feel welcome and “in touch” with activities.

Follow up Responsibilities: None

People Needed: 2 or 3 people, plus other old shoaler volunteers to help welcome people. (the number needed could vary depending on the number of new shoalers and their circumstances).

Materials: Postage, Polaroid camera and film.

Total Cost:  Minimal.

Comments: It is important that the name tags for new shoalers be marked so that they are easily recognized. An idea that was tried many years ago and was quite successful was to take polaroids  of all of the new  shoalers at the dock  or on the boat.  A  poster was assembled on island next to the dining hall so that everyone would know who the newcomers were and would help to make them welcome.  It is worthwhile to forewarn the newcomers about the frenzy and hugs etc. at the dock upon arrival and about some of the other “island rituals” that they will see and wonder about.  One word of caution: the welcomer must be careful not to do too much welcoming.  Some people come to the island for peace and solitude and need their space.  2002 – Suggest that New Shoaler designation on name tag stand out more to be easier to spot.

2003 – Jenny Easter organized a well-attended tea for new shoalers on Sunday afternoon. Jenny donated everything, but estimated that the total cost would probably be about $30 – $40.  She suggests that if the new shoalers tea announcement were put in the letter sent out to all families, there would probably be more old shoalers attending the tea and providing more of a mix.  The chairs had provided the Gimpels with a list of proposed hospitality-givers matched to new shoaler families based on age, family configuration, geography .  They were free to use them or not.

In 2005, one new Shoaler made this list of things she wished had been explained:

  • What to do when we first get off the boat.  Go directly to lunch or Check-in?
  • How do tournaments work?
  • Music events, formal & informal: How to participate? Is it by is invitation?
  • Chapel traditions: Where and when to gather.
  • The shower routine: Where are they, do we use our room towels?
  • The water in the room: What are all these buckets and bowls?
  • Announcements at meals would be helpful.


Hospitality to Speaker and Minister

Activity: Check with speaker and minister and their families

Responsibilities: Make speaker and minister feel comfortable and help with any problems

Specific Activities:

Off Island:

1. Call speaker and minister and answer any questions that they might have.  Tell them that you will meet them at the pier and will help them during their stay on the Island

2. See if there are any special needs that they might have while on the Island either for the lectures, sermon, or personally.

On Island:

3. See to it that needs of speaker and minister are taken care of and that they and their families are introduced to as many conferees as possible

4. Check with speaker and minister occasionally to be certain that every thing is ok.

5.  It’s a good idea to see that they have seats at Musicale and Pel Show.  You can also arrange for clam, artichoke and lobster tickets for them as appropriate.  In 2006, Jill Robbins provided a basket with snacks, etc., for their room to welcome them.  Let them know about additionals; rowboat rentals, extra child care, etc.

Follow up Responsibilities: None

People Needed: One or two

Materials: None

Total Cost: None.   2003- spent $15 for chokefest tickets, because they felt that they would have been “sold out” before the speaker knew to buy them.

Comments: 2002 – Chairs invited speakers to dinner with several other couples, so they’d know some people in advance.  Coordinator presented them with a copy of “Ten Miles Out” & suggested that they take the history tour of the island.  2003 – e-mailed the speaker and their children e-mailed the speaker’s children as well.  Suggested that next year it might be nice to have a welcome basket in the speaker’s room with snacks, drinks, and maybe a book about the Island. (est. cost $25 -$30).  Also, since they didn’t hook up until the boat ride, suggested that they might work out a plan about meeting in advance.

Past participants: 1994 – Vera Weiner. 1995 – Rita Van Tassel & Estelle Best.  1996 – Sherry Walworth & Charlie Case.  1998 – Carla&David Osgood.  1999 – Sandy&Tony Spisto.  2002 – Elizabeth Yermack.  2003 – Lorene & Ed Bossong  2004—Barbara and Ray Hallows; Joanne Bulley  2005-Cornelia Dunn_Isasi, Ray & Barb Hallows

Updated July 2004


Marshmallow Roast

Activity: Have a sing along on the rocks west beyond the summer house or below the caretakers house depending on wind conditions; including a marshmallow roast; held Sunday 7:30-9:00 pm (1995); 7:15-9:00 pm (1996)

Responsibilities: Plan, provide supplies, and lead roast and sing along; Bill Gimpel and Dug Miller have provided cricket delights for several years

Specific Activities:

Off Island:

1. Add to sing along books(?); there currently are about 50 song books that include about 40 songs.  [These are kept in conference storage locker.]

2. While supplies can be purchased from the island, it is expensive. Buy 10 bags of marshmallows, 5 boxes of graham crackers and 5 lbs of chocolate and bring them to Star.

3. Cut marshmallow sticks; these are obtained in advance and are cut from soft maple. The island can provide metal roasting sticks. So far we haven’t used them for fear of them becoming branding irons, but they might work!

On Island:

4. Meet with conference services and indicate to them that a fire will be required along with an extinguisher. On day of fire, coordinate with conference services where on rocks event will take place.  Be sure that Pelicans are prepared to start fire.

5. Recruit 4 monitors whose responsibilities it is to tend to the fire, see to it that marshmallows (and sticks) are handled safely, hand out and retrieve song books

6. On Sunday before activity help Pelicans start fire, bring out materials.

7. During activity lead singing, play music, generally enjoy!

Follow up Responsibilities: See to it that fire is out and all trash is taken care of.

People Needed: 2 leaders, 4 monitors

Materials: Guitar and other musical instruments; 8 bags of marshmallows, 60 marshmallow sticks, song books, fire extinguisher

Total Cost: $10 for marshmallows  $8 for chocolate

Comments: It is a good idea to add a new twist whenever possible such as a bug roast or kazoos.  Extra guitars are very welcome.  There is considerable concern about the danger of the marshmallow sticks and the kids playing with them.  2003 – said that George Kitz’s guitar was the most important element.  Lois Kitz will try to make more song books for 2004.

Past participants: 1994 – 1995 –  Lois and George Kitz, Marc & Jane Soule.  1996 – Carl & Cheryl-Anne Sturken.  1998 – George & Lois Kitz.  1999 – Jen Cook, Ken Hallows, George Kitz (music).  2002, 2004, 2005 – George&Lois Kitz.—no changes Updated July 2004


Morning Coffee

Activity: Coffee, tea, and hot chocolate to be served every morning in the Hotel Lobby between

6:30 and 7:30 am

Responsibilities: Be certain that materials are delivered on time and in the correct amounts

Specific Activities:

On Island:

1. It is crucial to check with Conference Services as soon as possible to be certain that they know when to deliver the materials. Conference Services knows the amounts of items needed and will have practiced on at least two conferences before All Star I, so there should be no problem.  They will provide coffee, hot water, tea, powdered hot chocolate, cups, sugar, milk, spoons, and napkins. These should be delivered to the lobby by 6:30 am.

2. Anticipate the need to replenish the supply of spoons, cups, etc.  Developing a good rapport with Conference Services is important.

3. Have several sponges on hand to mop up spills.

Follow up Responsibilities: None – Conference Services staff does clean-up (except spills during coffee service).

People Needed: 4 (1 person each morning)

Materials: Coffee, chocolate, tea, sanka, cups, sugar, milk, spoons, napkins, hot water, sponge,

tables (all provided by Island)

Total Cost: None (for volunteers, except possibly Sanka)

Comments: Conference Services was extremely helpful.  It is essential for Conference Services rather than the night crew to help with this activity. 1997 suggestion: Bring a jar of Sanka or instant decaf because the Island no longer buys Sanka packets. 2003 – This year’s conference services were available from about 7 – 7:15 a.m. and were very helpful.  The coffee was usually available before 6:30 a.m. and was maintained until 8 a.m.  They suggest that 16 oz. Cups are too big for kids and cocoa, and suggests that 8 oz. Cups could be used for that. 2006 Note:  Conference should request porcelain mugs rather than paper.

Past participants: 1994 – Johnny Abbadessa & Pete LaSonde. 1995 – Karen & Charlie

Close, Peggy & Susan Bram.  1996 – Susan & Margaret Bram and Susan Chipman.

1997 – Sally Easter Jr, Bill McVey, Jean Saunders. 1998 – Meg McVey, Pete Noback. 1999 -Betsy Close & Bill McVey.  2002 – Jane & Marc Soule.  2003 – Dale Stewart & Keith Knox.  2005- Kathy Tillman, Steve & Cynthia Parr.  2006 – Kathy Tillman, Judy O’Keefe, Dale Stewart & Keith Knox.

Updated – March 2007


Social Hour Beverages

Activity: Take care of beverages during Social Hour 5:30 to 6:30 each evening in Newton Centre

Responsibilities: Obtain beverages and serve them each day at Social Hour and help with collecting donations

Specific Activities:

Off Island:

1.  Obtain beverages: Wine (about 18+ cases; half white, half red), beer (5 half kegs – about 60 gal), soft drinks (2 cases of 64-oz bottles), juice (2 cases of 64-oz bottles) – 2 cases soda water and ingredients for 7 gallons of alcoholic punch.

2.  Pack for delivery to island: Each box labeled “Box#—-going to Newton.”  Wine, soda, all labeled.  Boxes may have to be painted/wrappped re ISSCo.

3.  Contact Conference Services and order ice (3 bags per day), 8 pitchers, and 3 racks glasses

On Island:

4.  All beverages and at least part of the committee should go out to the Island on the 10:25 am boat to have time to get set up and organized

5.  Be sure that all items on the boat are delivered to Newton and are stored in the back room where they are locked up.  Obtain key from main desk in Lobby

6.  At 4:30 pm each day make sure that all items are available and are set out by the committee.  Beverage tables are usually in both rooms and on the deck, weather permitting.

7.  During the Social Hour there are one or two committee members (or recruits) tending each beverage table.

8.  Be certain that the money basket is clearly visible.

9.  Store leftovers in back storage area and generally begin clean up at 6:00.  The Pelicans will finish.

Follow up Responsibilities: Take back empty kegs on boat.  Contact organizers of Cabaret and show them what is left over for Friday night.  If 4 kegs are purchased, generally ½ keg will be left for this purpose.

People Needed: 4 or 5

Materials: Bring beer, wine, soft drinks, etc.  The kitchen will provide ice and glasses. Two or more cork screws and one good keg tap.

Total Cost: $1,600 for drinks

Comments: In 1996 it was indicated that more wine and juice are needed.  Need to work closely with the hors d’hoeuvres committee to coordinate collecting donations and placement of drinks and food. 2002 – approximately 80 wine glasses are required.  Amount of beer depends on the age of the crowd and how hot the weather is anticipated to be.  Get people who are wine drinkers as helpers.

Past participants: 1994 (both food & beverages) – Barb&Jeff Hendrick, Tom Coleman, Elee Bernd.  1995 (both food & bev) – Barb&Jeff Hendrick, Elee Bernd, Jenny Easter, Lee Wood, Rob Leavitt, Ron Capelle, Karen King, Crystal Matthews-Clark, Tom Coleman.  1996 – Tricia McBrearty & Tom Coleman.  1998 – Tom & Tricia Coleman.  1999 – Tom Coleman & Marion Southworth.  2000 to 2003 – Tom&Trish Coleman. 2005, 2006-Phil Pierce  Upd. March 2007


Social Hour Food

Activity: Be responsible for planning, purchasing, preparing, serving pre-dinner food during Social Hour and food and prep clean-up 5:15 to 6:30 each evening in Newton Centre

Responsibilities: Obtain necessary food and serving items, prepare materials each day, serve items, help collect donations

Specific Activities:

Off Island:

1.  Obtain food – this varies depending on the organizers.

2.  Advance prep of some foods – spreads, mixes

3.  Contact Conference Services and verify frig and freezer space. Also obtain name of person who will be in charge of moving food to Newton. Plan for the food to go up to Newton right away and be there with assistants to help put it away.

4. Generate a list of volunteers to help on island and work with Chairs to ensure those people selected are assigned this for volunteer duties. At least 3-4 people doing 2 days each of prep.+ 4-6 helpers each night.  No am conference activity should take place in Newton back during prep time for social hour.

On Island:

1. Be sure that all items on the boat are delivered to Newton and are stored in the back room where they are locked up.  Obtain key from main desk in Lobby. Ask conference service sot bring any additional needed items such as trays, spoons, butter knives, and baking sheets.

2.  At 4:30 (?) pm each day begin setting up – ask committee to arrive then to assist.  The snacks are usually served in the back room and on the deck.

3.  During the Social Hour assign 2 people to be responsible for the snack area.

4.  Be certain that the money basket is clearly visible and collect and turn in money to the treasurer.  Work with the treasurer to track the money and reimbursement for expenses.

5. Store leftovers in back storage area & generally begin clean up at 6:15. We wash all my trays and serving pieces and equipment. The Island will clean anything that is their items like the baking sheets.  Pelicans will finish.

Follow up Responsibilities: Contact organizers of Friday Night Party and show them what is left over for Friday night

People Needed: 4 volunteers each night for Food prep, serving and clean up – 4; a pool of 16-18 people to trade off nights.

Materials: Bring food materials and serving trays and baskets.  The kitchen will provide platters, butter knives, cutting knives, if requested.

Total Cost: About $800 for food (2002). The treasurer collects the money for the past two years, and handles reimbursement.  2004 and 2005–$900. 2006 – $800. Michele Cohen- my expenses have been between 1100 and 1200 in the past. I anticipate it being less in 2017… but we shall see

Comments: In 1995 and 1996 the food committee provided a diversity of interesting snacks that were quite well received.  Particulars for the 1995 season are attached.

1998-99 – Need 3-4 people doing 2 days each of prep.+ 4-6 helpers each night.  No am conference activity should take place in Newton back rm, during prep time for social hour.

2003 Addition – When the food comes off the boat, ask the truck crew to bring it to Newton right away, so that the organizer can get the items needing immediate refrigeration put away.  NOTE: If the food and a part of the committee can come out in the morning this would be very helpful.  2005 Addition – Loading onto the boat was very difficult, especially so given the limited amount of time given. Important to line up additional volunteers to help with loading. 2006 Note:  Need the name of the person on island who can answer questions re freezer space, etc.  Would suggest helpers be contacted ahead of time and told what nights their help is needed.

Past participants: Michelle Cohen, Jenny Easter


Sunday Coffee and Juice

Activity: Provide refreshments on front porch Sunday morning.

Responsibilities: Coordinate activity of serving coffee, tea, hot chocolate, juice, pastry, on Sunday morning, after Chapel on the front porch

Specific Activities:

Off Island

1. Order coffee, tea, hot chocolate, juice, and (if you are serving bagels or scones) 1 lb. butter with Conference Services to be setup at 10:30 am on Sunday on the porch. Decide with co-chair what & how much is needed.

2. Buy or bake food, cream cheese assortments (if having bagels), and bring them to the Island.

3.  Purchase & bring decaf teas.

On Island

4. Check with minister to see what timing will be.

5. Contact Conference Services to be certain that all (including timing) is ok.  Don’t assume that Conference Services will remember your requests.  Remind them the coffee should be hot.

6. Cut all bagels (if used) in kitchen Saturday night.  (Or buy them pre-cut.)

7. Help serve during activity.  Arrange food on plates; pour juice in glasses.

8. Function should be over by 11:30.

Follow up Responsibilities: Help Conference Services clean up after activity.

People Needed: Four (1-2 to buy food; 3-4 to serve)  2002, 2004 – Only 2 needed

Materials: Three tables, table cloths, cups, spoons, coffee,  tea, hot water, chocolate, juice (in 1995 it was hot; needed 13 cans), butter – all provided by Conference Services.  Bagels and cream cheese provided by coordinators. In 1997 brought: 4 doz large, assorted bagels, 6 doz mini-bagels, cream cheese – ~ten 8 oz-containers [2 pts .plain, 2 pts scallion or chive, 2 pts veg. lite] 1999 – brought 8 tubes slice’n’bake cookies, 4 pkgs mini-munnins (6 muffins), 10 loaves breakfast breads – menu was well-received.  Work closely (pre mtg on Sat on what is wanted where) with Conf.Svs. pels, who may not be used to this activity.  2002 – 300 store-bought cookies. 2003 – Bring and take home plastic table cloths.

Total Cost: $80.  2002 – $15 for cookies  2003 – $55.88  5 Stop & Shop tubs of star shaped cookies, 3 twin pkgs BJ’s pound cake, 3 Boston coffee cakes –cinnamon walnut-, 4 Entenmanns crumb cakes, 4 refrigerator tubes flag cookies sliced and baked at home.  2004—Chairs arranged for food—no cost data available.

Comments: It may be necessary for the organizers to leave chapel early. There is a problem with keeping conferees away until all is set up – an ongoing problem that cause the organizers and Conference Services concern.  1996 – no food, only beverages (tight budget year).  Suggest return to use of cookies & crackers because of bagel cost.  If used, bagels can be bought pre-cut.  Stick to small finger foods like cookies. No spreads or hot chocolate needed. 2003 suggests more Boston coffee cake and less pound cake.  Leftover food was used within the conference for children’s groups etc.  Two people handled this activity.  Conference services Erin was exceptional.  Kathy and Bobby prepared platters in the writing room before chapel and covered them with plastic from the kitchen.  They only needed to put them on the tables after chapel and clean up later.

Past Participants: 1994 – Wanda & David Wood; Dana & Henry  Powsner. 1995 – Betsy Close, Marion Southworth & Mal Durbin.  1996 – Marion Southworth, Don & Phyllis Brookfield.

1997 – Jane & Tom Griffiths.  1998 – David Wood, Joanne Bulley.  1999, 2000, 2001 – Bobbie Jorgenson, Sally Easter, Marion Southworth.  2002 – Steve&Edie Whitney.  2003 – Bobby Jorgenson & Kathy DeHaven  2004—Judy and Dennis O’Keefe; Joanne Bulley

Updated July 2004


Welcome Refreshments

Activity: Baked goods and beverages for Saturday arrival front porch reception.

Responsibilities: Help to serve baked goods.

Specific Activities:

Off Island:

Note: Due to new Homeland Security requirements, everything was taken care of on-island by Conference Services.

On Island:

  1. Help to serve and tidy up.

People Needed: 1 or 2

Total Cost: In 2006, Conference Services provided all of the refreshments; I assume they billed the Conference separately, so no direct costs were incurred.

Comments: A nice activity; people seemed to appreciate it.

Past Participants: 1997 – Liz and Eric Erickson, Barbara Hendrick.  1999 – Liz Erickson.  2002  – Connie Lentz, Bart Bouricious.  2003  – Estelle & John Best.  2004—Elee Bernd  2005-Judy O’Keefe.  2006 – Elee Bernd.

Updated March 2007


Yankee Swap

Activity: Swap gifts with other conferees Saturday (9 pm) in Newton

Responsibilities: Organize and MC gift exchange

Specific Activities:

Off Island:

1.  Prepare announcement for Chairs’ letter

2.  Bring a dozen extra gifts

On Island:

3.  At start of activity explain the rules

4.  Keep the activity on schedule

5.  Allow people to exchange with the extra gifts at the end.

6. Be sure the lights in Brookfield are bright enough.

Follow up Responsibilities: Minor clean up

People Needed: Two

Materials: None

Total Cost: None

Comments: 1997 – Sufficient seating is required, and good lighting.  2002 – Not to be a yearly event. Call or ask Laurie Powsner for clear explanation of the rules.  Plan on 70-90- participants.

2003 – Used as a get acquainted event by calling up individuals to open gifts in groups by some form of identifying characteristic.  E.g. New shoaler, someone who can pilot a plane, who has published a book, etc.  Use a cordless microphone so that everyone can hear. Have mats out and chairs set up in Brookfield and plan to purchase a couple of extra gifts (or contribute own ‘junk’).  It’s suggested that they skip this item for a year or two in order to keep it interesting.

Past participants: 1997 – Dale Stewart & Keith Knox.  Laurie Powsner  (When?)   2002- Jim Sersich.   2003 – Pam & Phil Pierce.   2004—Carla and Dave Osgood and Jules Martinez. 2005-Anne Lennox & Jim Sersich

Updated July 2004

You can leave a response, or trackback from your own site.

Leave a Reply

You must be logged in to post a comment.