Camp Committments « Easy Does It Weekend

Camp Committments

Following are descriptions of the various committments you can get at Camp. CLICK HERE to download a PDF COPY.

RAFFLE

Take the raffle drum & raffle supply bag home
Inventory the raffle tickets; you win want lots of different color raffle tickets
~2-3 rolls of each color raffle ticket
Pick a theme if you like (cowboys, fairies, etc)
Get at least 2 people to help you tear tickets Saturday night! Otherwise, your little fingers will be sore ..
Raffle tickets are sold 5 tickets for a dollar
Start selling tickets ASAP on Friday
The raffle is held after the Big Meeting on Saturday Night
You and your helper(s) will can out the raffle numbers from the podium
Keep the raffle moving. As soon as the announcer sees there is a winner, call out the next number (the natives get restless!)
Have 1-2 people up there verifying the tickets
Keep track of the raffle money & turn the money over to the treasurer Friday night for safe keeping.
Empty the raffle drum & pack up the raffle supply bag Saturday night or Sunday morning (less time Sunday morning, though) for the incoming person to take home
You count the money after the Saturday night meeting starts to determine the 50-50.

ARTS & CRAFTS

Budget: $75.00
Arts & crafts are done on Saturday afternoon
set up after lunch — clean up before dinner Saturday night so the Lodge is ready for the Big Meeting & raffle
You can organize whatever arts & crafts you like
You are responsible for set-up & clean-up

DECORATIONS

*You are responsible for Decorating the Dining Hall & Providing balloons for the Birthday Celebration

Incoming commitment takes home helium tank & decoration box
$100.00 budget (includes cost of filling tank)
Decorations is primarily the Dining Hall, but you can decorate the Big Hall if you like!
Clean up the decorations in the dining hall right after dinner
Make sure all your decorations are cleaned up in the lodge Sunday morning before the spiritual meeting
Sometimes the raffle & decoration committees keep to the same theme, but this isn’t necessary or required

For the Dining Hall:

16 tables
The helium is for the dining hall balloons, not birthday celebration
Pick a theme
Get volunteers to commit to help you (2 or 3 at least)
**Inventory the box-use what you like**

For the Birthday Celebration

Make sure you have roughly 100 birthday candles and 100 (not fancy) balloons (for birthday celebration on Saturday night)
Give the candles to, chef Charlie in the kitchen before Saturday night
Saturday afternoon you & your team will blow up approx. 100 balloons and put them in trash bags next to the stage;
You will hand these out to “non” birthday people at the Saturday meeting
You can start decorating after lunch on Saturday, but double-check with Charlie (chef) for specific time since she needs set-up time as well.

SPEAKER CHAIR

Find an AA speaker & AI-anon speaker for Saturday night meeting
Each speaker will speak for ~ 30-40 minutes
Speakers may be a couple
Speaker chair opens the Saturday night meeting with a 10 minute lead
The main speakers do not pay for Camp

THE STORE

*there is a 20-25% mark-up from cost

You will man (no sexism intended) The Store during it’s normal operating hours of 8am-4pm
Put out a sign-up sheet early on Friday afternoon & ask people to sign-up for 1 or 2 hour shifts. There are regulars who enjoy watching the store & will likely offer to help you or just show up: let them.
Open the store as early as possible on Friday
Camp Fashions (Camp Fashions will bring the stuff for the store) & snacks are sold in the store
Fold the fashions as needed & keep the store tidy.
Get the cash box from the treasurer; find out if you keep it the whole weekend or if the treasurer wants it back. Empty it out every once in a while, write down the amount you have, & give the cash to the treasurer.
Last year’s items go on sale (your call as to pricing)

CAMP FASHIONS

Budget: $1,500.00
Mark-up: 30%
Take home the last Camp’s fashions-the previous chair packs them up, but if you help pack, then your inventory is right in front of you, and you get a quick idea of what gets ordered, what you have, etc.
“Camp Fashions” -> sweatpants, sweatshirts, T-shirts (long & short sleeve) are the staples–then there are specialty items, like headbands, shorts – check with the committee members, take a group conscience, to determine what “extras” there should be; the ultimate decision is with you though
We own the artwork (get the artwork: template from the previous Fashions chair), and you can order the “fashions” from whatever vendor you choose, however, we have used certain vendors with some success in the past; check with prior Camp Fashion Chairs.

GREETERS

Greet people & cars at the Camp/Highway entrance (off the highway, that is)
Greet people at the Main Lodge/Registration desk
Check with Decorations to see if you can use some of their balloons

NAME TAGS

Provide:

Markers
Stickers (a large variety–this is a creative opportunity for somel)
Nametag insert
Vinyl holder with lanyard

Friday Afternoon

Set up name tags & supplies in Main Lodge
Clean up in the evening prior to the Big Meeting

Saturday Morning

Set up name tags {again!} for the late arrivals, & keep available somewhere in the Main Lodge (check with Committee Chair)
Clean up late Saturday afternoon

CAMP PHOTOGRAPHER

Budget: $150.00
Take all Camp albums home. bring them to Camp
Make a new Camp album for current Camp
Take candid Camp photos
Group photo is Saturday: 9:30 or 10:00 am*

*Contact person for group photo:
Michael Bates Photography Services & Gallery
909-338-2585
23762 Manzanita Ave
Crestline CA 92325

PUBLICITY/PROMOTION

**you should have or have access to a computer

Design flyers for new Camp
- Who to contact for registration (Camp Chair & Registrar)
- Where to mail payments
- Dates of Camp
- Include website on flyer: easydoesitweekend.com
Print out (2-sided) flyers for the 1st Committee meeting for mail out
Print extras for distribution at meetings
Send flyer to Inland Empire Central Office to be published in their newsletter
Send flyers to any other Southern Ca Central Office that is willing to publicize Camp
Make sure the Webmaster has a PDF file of the flyer
Print Camp Schedule of events for www.easydoesitweekend.org

RECREATION: Guardian & concierge of The Balls

Budget: $50.00
The newly elected chair takes the balls home (basketballs & volleyballs) & brings them to Camp
Your choice of recreation: board games, chess, backgammon, Pictionary, etc.
Traditionally, Bingo has been held Saturday afternoon in the Main Lodge (you may run it or pick someone else to run it)
You are responsible for set up & clean up of all games, recreation, etc.

FACILITIES/FIREWOOD

Find out prior to Camp about a fire -> contact the Camp Manager
- ***Ezekiel*** – (Camp Manager):
Firewood budget: $250.00
Firewood contact: West Coast Timber

Before Camp

Confirm price of firewood prior to delivery
let treasurer know the $ amount of firewood before Camp, so a check can be ready at delivery

Upon Arrival at Camp

Meet with Camp Manager upon arrival
Set up tables & chairs in Lodge

Last Day of Camp (Sunday)

Take down table & chairs & sweep lodge on Sunday
Inspect the cabins & facilities for damages on Sunday, then accompany Camp Manager for inspection
Articles left in cabins or dirty cabins are announced at the closing meeting via loudspeaker, and left articles are brought to meeting for pick-up

**If something needs fixing at Camp (other than people), find the Camp Manager, who will attempt to have it fixed

BALLOONS

Obtain balloons from the Decorations Chair
Blow up balloons (not with helium) to place on the Camp Seely sign out by the highway
You can also put some up by the door near Registration
You are responsible for taking them down

COFFEE

Obtain the coffee pots & clean them by running a vinegar & water solution through them; this will also allow you to make sure they work. Contact the Camp Chair for approval to replace any broken pots.
Traditionally, you choose 4 people (newcomers} as your “crew”, who will receive scholarships for Camp in return for being on the coffee crew. Keep in touch with these people & make sure they are committed & reliable- you will need their help with coffee.
You may devise any shift schedule you like, but 2-3 hour shifts have successfully been used in the past; example below:
- Donna: 12 noon -3:00pm
- Dayna: 3:00 pm-6:00pm
- Pierre: 6:00pm-9:00pm
- Kilroy: 9:00pm-12 midnight (-this person prepares the morning coffee)
Coffee crew should arrive at Camp around noon to start setting up.
Meet with the Camp Chef to be shown where supplies are.
You will need two extension cords.
Bring an alarm clock – Sat & Sun coffee starts @4:30 am

-Brewing must be staggered to avoid blowing out the Circuits-

Once the brewing is complete, it is okay to keep all pots on warming.
There are two constant coffee stations:
#1 Coffee station is off the large meeting hall where the phone booth is
#2 Coffee station is in the Store
Another coffee station outside the dining hall during meal times. This will have coffee only with condiments: start preparing this 1 hour before dinner

#1 Station: (off the meeting hall)

- 2 Regular Coffee pots
- 1 Decaf
- 1 water
- Creamer, Equal, sugar, stirrers

#2 Station (the Store)

- 1 Regular Coffee
- 1 Decaf
- 1 hot water
- Creamer, Equal, sugar, stirrers, etc.

Friday:

Get to camp – 10:00am
Start brewing 1 of the pots
Spread the coffee pots around, otherwise we blow a circuit!
Use the water from the hose outside the phone room-it’s fresh, from the mountains!!
Pots are heavy when they are full of coffee, water, etc—ask for help if you need it

(Suggested brewing schedule)

***Station #1*** (Piano/phone booth room off main meeting hall)
- 1 regular pot in the phone room
- 1 regular pot in the meeting hall {there are outlets along the wall, under the windows}
- once these pots have brewed, move them back into the phone room.
- Then start brewing a decaf in the phone room.
***Station #2*** (The Store)
- 1 regular coffee
- 1 decaf
- I hot water
Remember. you can only brew one pot at a time at each station, but they can all be on for warming

Consolidate coffee pots. e.g., if you have two half filled pots, consolidate to one, and start a fresh pot.
Before the night time meetings there is a rush for coffee; start getting ready around 4:30 for the rush!
The last coffee crew person at night (around 10:00 pm) should consolidate pots & get the morning coffee ready, so the am person {4:30} just has to plug them in.
As coffee chair, you are responsible to make sure there is always coffee & supplies
- USE YOUR CREW!! and DELEGATE! <-
Each coffee shift person is responsible for coffee & supplies
On Sunday after the closing meeting, find the new coffee chair for next Camp. This is the person who will be taking the pots home. Have them & your crew help you clean-up, this way, the in-coming coffee chair will have some idea of where things are, etc.
This is a wonderful, and very important commitment-great way to meet people and be of service! Remember to ask for help & direction!!

SUPPLIES

Budget: $200.00
Purchase supplies for Camp, and bring them up & distribute Supplies are kept in The Store
Toilet paper is provided – you do not need to provide T.P.

For “The Store”

4 cases of water
3 cases diet soda: Name Brand!! (Coke, Pepsi, 7-Up. etc)
3 regular soda: Name Brand
Snacks: Candy, chips, cookies

For the Bathrooms

Case of paper towels
Paper towel holders (wire hangers!, believe it or not)
12 hand soaps

WEBMASTER

Update website: www.easydoesitweekend.org

Camp dates
Camp photos
Upload the flyer in PDF format so it can be printed out

Easy Does It Weekend