FORT LANGLEY CANOE CLUB EVENT PLANNING GUIDE

INDEX

GENERAL PLANNING GUIDE

FLCC EVENT GUIDESCRANBERRY FESTIVAL

FLCC FUN REGATTA

FLCC SOCIAL AND DANCE

OC RIVER RUN

FW REGATTA

VOYAGEUR BRIGADE DAYS

SANTA CLAUS BOAT

GENERAL PLANNING GUIDE Return to IndexEVENT PLANNING PROCESSAn event’s planning process may be structured as indicated below: -Determine goals -Establish planning time required -Set date and time of the event

-Generate a timeline -Set realistic budget -Establish committees -Book facilities -Apply for necessary permits (liquor, road closing, etc.) -Determine equipment needs -Recruit volunteers -Determine fundraising requirements -Generate a marketing strategy -Explore sponsorship opportunities

DEVELOPING YOUR TEAMOnce the specific requirements of the event are determined, the next step is to identify the various committees required to execute the event. Not all events will have the same committees, as each event is unique in its requirements. For example:

Accommodation Food Services -establishes vendor fees, contacts vendors about event and sends a letter or email to confirm details. Maps out locations for vendors with access to power and water Equipment and Logistics - secures the facilities and equipment for the event; designs the site map for the event and creates a list of equipment needs (ie. Boats, floats, tables, chairs, tents, garbage cans, extension cords, etc.), arranges for equipment to be set up and taken down.

Marketing & Communications - generates communications pieces for the event and distributes them as appropriate

Medal Presentations & Award Ceremonies - offers details on how to organize and stage these presentations; provides creative and logistic details to stage an opening/closing ceremony

Medical Services - ensures well-being of all participants and spectators from a liability standpoint. Organizes first aid

facility.Program/ Entertainment - organizes any additional

activities associated with the event Registration - collects registrations/ tickets and welcomes

and organizes the participants Secretary - maintains contact information for the

committee, manages the email distribution list for group communication, attends meetings and takes minutes

Sponsorship & Fundraising - implements a revenue generation stream to your event, stages fundraising events and recruits and services sponsors

Transportation - provides a safe and efficient transportation system for all participants during the event, may include shuttle busses or cars

Treasurer - establishes the budget with the committee, maintains the financial records, collects invoices, pays bills, makes bank deposits

Volunteers - recruits and trains volunteers, calls volunteers to confirm interest and provide additional information

Vendors/ Licensing - communicates directly with vendors and liaisons with appropriate contacts for special permit requirements.

CHECKLISTS & LOGISTICS Having a checklist of tasks that need to be completed to make the event happen is essential. Here are some examples:

Park & Facilities -Will Marina Park be closed to the general public? - Extra washroom maintenance or facilities? -Will keys be required to access facilities? -Will extra garbage cans be required? -Will electrical services be required? -Will you be providing a post event clean-up crew?

-Will there be tents on site? -Will fencing be required? -Will vehicles need access for set up or display purposes?

Activities -Retail sales? -Display booths? -Music?-Will food be served? Alcohol-Is there a Special Event License required? -Do you have Serving It Right certified servers? -What will the hours of operation be for this service? -Beer, wine, coolers? Glass bottles vs. plastic cups? -Will the alcohol be sold or will it be complementary?

Security/Fire/Ambulance-Do you require security on site? Overnight?-Do you require first aid on site? BC Ambulance? Crowd Control - Security Check List -Do you require traffic & parking control? -Have you notified the Fire/Ambulance/Police Departments of the event? -Do you need a “Lost” station? Food-Do you plan to serve food on site? -Will vendors be selling food? -Will food be provided at no charge to participants? -Where will the food be served? Concessions set up? -Is food being sold and/or homemade? -Do the food servers have Food-Safe Certificate? -Are there any requirements for garbage removal, water access?

-Are the food vendors licensed? Do they meet the health requirements? -Are there any power requirements? Propane tanks? Parking-Will parking lot closures be required? -Will overnight parking be required? -Do you require volunteers to direct traffic in parking lots? -Do you need to reserve parking space? Find addition parking space? Washrooms-Do you need porta-potties? How many? Wheelchair accessible?-Access to washrooms? Key?-When will they be delivered and to where? -Who will meet the delivery? Insurance/Permits-Will vendors/others need to be insured?-Are you required to insure the event?-What type of insurance will be required? -What permits will you need for the event? (ie. road closures, liquor permits, etc.) -What is the expected number of attendees and average age at the event? -Are there any high-risk activities? Do you have appropriate approvals? Volunteers-Are they covered on the insurance policy? -Do the volunteers have ID tags? Are they clearly identified as members of the organizing group? -Have the volunteers been trained on their on roles and responsibilities? -Do the volunteers need a Criminal Record Check?

Signage-Visible from the highway? -Approval is required if the signage is going on a main access road -Signage at event -Do your sponsors require recognition via signage? Publicity of event-How is the public being notified of the event? -Where can calls be directed for more information? Budget-Expenditures: All costs incurred by the organizing committee Examples: advertising, signage, porta-potties, parks crew labor-costs to deliver barricades and equipment, decorations, security -Revenue: What sources of revenue? -Donations, admission charges, grants, fundraising initiatives, sales Clean-up-Volunteers registered for take down of event -Security checklist Evaluation-Event Survey taken during event -Wrap-up Meeting- evaluation of event by organizers and volunteers

BUDGET One of the most important steps of planning an event is determining your budget and outlining your revenue sources and costs. Revenue sources may include: -Fees, admissions, or ticket sales -Municipal grants (ie. Tournament Incentive Grant) -Funding from your provincial organization -Revenues from previous events

-Gifts (in kind) for equipment, product, signage, food, etc. -Revenues from fundraising events -Sponsorship from local or provincial organizations -Sponsorships from local, national, or international businesses/corporations

A well-prepared preliminary budget may include the following cost items: -Invitations/Promotions -Accommodations -Transportation -Venue rental -Food and beverage -Insurance -License and permit costs -Utility fees -Marketing expenses

FUND-RAISING OPTIONS There are a number of sources of funding available for special events in Langley. The criteria for these funding sources are outlined in the guidelines which are available online. Please visit the following website to view the guidelines and application documents: http://www.tourism-langley.ca/sport-tourism/financial-support

VOLUNTEERS The components of the volunteer management process are: Planning Recruitment Orientation & Training Support Recognition - contact volunteers and thank them after the event, letting them know we couldn't do it without them Evaluation

Before the Event: Planning - Each event will require two types of volunteers: organizing and general volunteers. Possible volunteer roles include:

-Chairperson -Marketing & Promotions Coordinator -Volunteer Coordinator -Sponsorship Coordinator -Equipment & Facilities Coordinator -Logistics Coordinator -Other (depending on the type of event)

General volunteers are primarily required during the actual event. Recruitment Before starting recruitment, it is important to have job descriptions for the different volunteer roles within the directorate. This will provide the Chair and the volunteer with clear direction as to the expectations and requirements of the role. Contact volunteers from previous years as they may wish to participate again, and their experience will be helpful. Acknowledge volunteers as soon as they offer their services, and make sure to keep them informed. Contact each volunteer closer to the event and ensure they are still coming, have all the information they need, and understand their assignment.A job description should include:

-Title - volunteer's identification -Purpose - a general statement on what the job is, and why it is necessary -Responsibilities - list of each duty and responsibility of the job -Qualifications - skills, knowledge, and attitudes required -Relationships - who do volunteers report to?

-Time commitment - expectations regarding time demands -Training - what training will be provided?

MARKETING AND PROMOTIONSome considerations when promoting an event include:

Target Audience: Who do you want to come to your event? Is the event intended for the community or for a larger audience? Is it a family event? Where should the event be promoted? Is the event local or larger scope? Do you want to promote to the general public, or to invite an elite group?

Timing: When is the event? When should marketing for the event start? Promoting according to your planned time line is important in establishing the “buzz” around your event. If the event is promoted too soon, the public may forget or may not pay attention, or if the promotions are too close to the event, public may not have enough time to consider the event.

Sponsorship: Sponsorship is a key component to marketing an event. Having sponsors for any size of event can help fund the event, promote the event, and sponsors can help during the event.

Media Contacts: Establishing media relations and networking with various agencies and media will ensure that your event in reaching the audience for which it is intended.

MEDIA When seeking publicity for your event, there are different ways of attracting media. Some of these include:

-Press Release -Contact the media directly with an event or story -Media sponsorship -Paid media advertisements

-Social media

INSURANCE Insurance for Events Held in Municipal Buildings & Parks – No Liquor General liability insurance is mandatory for events held in municipal buildings or parks. This coverage protects the insured against damages and defence costs for liability, resulting from bodily harm injury to others or property damage arising out of the activities of the insured. The coverage must include volunteers, directors and the event itself. There are several types of insurance policies available depending on the type of event and logistics involved. Considerations when determining the type of policy required are as follows:

-Suitability of use to venue -Set up & tear down activities -Level of physical activity and the potential for bodily injury, collision, or impact

As a condition of being granted permission to host a special event on municipal property, applicants are required to show proof of general liability insurance coverage that meets the following indemnity requirements:

-The event organizer must obtain and provide proof of comprehensive general liability insurance in the amount of two million ($2,000,000) dollars or greater. -The event organizer’s comprehensive and general liability insurance policy should be endorsed with a provision naming the TOL as an additional insured for all liabilities arising out of the insured’s activities on/or use of municipal streets.

The event organizer will need to have their broker issue a certificate to the TOL that provides proof of minimum two million ($2,000,000) comprehensive general liability with the TOL named as an additional insurer. For more information on local insurance providers:

-Hub International - Contact Rosalie Murray, Marine Account Manager/Senior Commercial Lines Marketer www.hubtos.comHUB International Insurance Brokers T: 604/990-6495 (Direct Line) F: 604/293-1493

Insurance for Events Held in Municipal Buildings & Parks –Liquor In addition to general liability insurance required for hosting events in municipal facilities or parks, for those event organizers wishing to serve or sell liquor at their event, host liquor liability insurance is also required. Host liquor liability insurance may be purchased from the TOL, as well as any local insurance agency.

LIQUOR LICENSING (please check this info, as rules are constantly being changed or updated)If you are planning to serve or sell alcohol at your event, the first step is to ask if the facility you are booking has a liquor license. If not, you will need to apply for a Special Occasion License from the Liquor Control & Licensing Branch through the Province of BC. The Liquor Control & Licensing Branch differentiates Special Occasions Licenses into two groups: Private Special Occasions and Public Special Occasions. Please see the Liquor Control & Licensing Branch website at http://www.hsd.gov.bc.ca/lclb/ which outlines the differences between the two types of Special Occasions Licenses.

Private Special Occasion A private special occasion is an event that is limited to attendance by: -an organization's members or staff-family-friends-invited guests or ticket holders (tickets must be sold or given away before the event)

If your event is identified as a Private Special Occasion, you will be required to pick up an application for a Special Occasion License at any BC Liquor store. RCMP approval of the application is mandatory. Following RCMP approval of your application, the local liquor store manager will issue the Special Occasion License for your private event. A Serving it Right Certificate is required in order to approve this application.

Public Special Occasion A public special occasion is open to anyone who wishes to participate or buy a ticket, either at the door or in advance of the event. The occasion may be:-a community or public event (such as a community festival or outdoor concert) -a tasting event so a liquor manufacturer can showcase their product, or -any event that contributes to the cultural or social life of the community If your event is identified as a Public Special Occasion and held in/on municipal facilities/property, it is necessary to acquire approval from the Langley RCMP Non-profit organizations may apply for either a private or public Special Occasion Licence for an event they are hosting. Applications for Special Occasion Licences are available from BC Liquor Stores.For more specific information on this please check this link:http://www.pssg.gov.bc.ca/lclb/apply/special/index.htm

Beer Garden Applications are due in January for the coming summer. Please note that all licensees must have completed the License Training Program in compliance withe “Serving it Right” Responsible Beverage Service Program instituted by provincial legislation.Application forms and specific information may be obtained

from: Kelly McGivern TOL Operations Centre – Parks Operations 4700 – 224 Street 604-532-7350 kmcgivern@tol.ca ACCOMMODATIONSFor the latest accommodation listings, please check the following link: http://www.tourism-langley.ca/staySERVICES OF VISITOR INFORMATION CENTRE To help ensure the success of your event, the Visitor Information Centre will provide: -Welcome packages including brochures and maps to promote Langley and encourage attendees to spend more time in our vibrant community. -Listing on Chamber of Commerce’s website and Calendar of Events -Display of your event poster in the Visitor Information Centre. -Visitor information services for larger festivals and events -Local media list and contacts to help you generate editorial coverage.

FIRST AIDIt is recommended that the event organizer provide certified first aid service on site during the operating hours of the event through a qualified agency such as St. John Ambulance and Emergency Medical Service (EMS). For more information contact one of the local EMS providers: St. John Ambulance – Maple Ridge – 604-467-1490 Surrey – 604-953-1603 GAMING LICENSESOperation of lotteries, bingos, raffles, wheels of fortune, social occasion casinos, or bazaars within the TOL must first

comply with all Provincial regulations issued by the Gaming Information and Services Branch in order to be considered for approval. Examples of activities that require a license (ie. games of chance):

-Raffles, 50/50 draws -Crown & Anchor -Arms Length of Tickets Only registered charitable or non-profit organizations may obtain a license.

If your group or organization is planning to hold a gaming event for the purpose of raising funds to benefit the broader community or a third party, you must apply for either a Class A, B or D gaming event license through the Gaming Information and Services Branch. The class of license you will want will depend on how your group or organization is structured, how much money you expect to raise, the value of your prizes and the price of your tickets. For more information and to download the applicable application forms please go to: http://www.eia.gov.bc.ca/gaming/licences/index.htm For more information contact: Gaming Policy & Enforcement Branch Licensing and Grants Division P: 250.356.0663 E: gaming.branch@gov.bc.ca

GARBAGE The event organizer will make arrangements for litter control. The event organizer will ensure containers are emptied often enough during the event operation to avoid overflowing.

EVENT EVALUATION -Did the event fulfill its goals and objectives? why or why not? -Identify what worked and what needs fine-tuning. -Which vendors should be used again? -What items were missing on the checklist? -Was the event well attended?

-Was informal and formal feedback about the event positive? -Ask the volunteers for their assessment and suggestions-Finally, it is important to remember to celebrate your successes and to thank all those who contributed.

CONTACTS

FLBIA bia@fortlangley.com

FL Community Association Connie Blundy blundy@telus.net Frank Cox ftcresources@shaw.ca

Fort Langley Improvement Society (to rent hall) Bob Rogers 604-888-1223

Kwantlen First Nations Tumia Knott – McMillan Island Band Office – 604-888-2488

FL Farmer's Market Malcolm 604-728-2080 info@fortlangleyfarmersmarket.org

FLCC EVENT GUIDES

CRANBERRY FESTIVAL Return to index

FLCC participates in the annual Fort Langley Cranberry Festival with the running of Voyageur races on the Fraser River. This festival is held on the Saturday of Thanksgiving weekend.

Budget - Entry fees are $150 per team and we have 18 to 24 teams (normally 20 teams). In 2013 there were 30 teams. This put quite a strain on resources, so a maximum number of teams should be considered. Expenses are usually around two hundred dollars, with a $2500-3000 profit going to the Voyageur boat fund.

TimelineFour to six months prior -identify main FLCC event coordinator -send schedule of event to club members and other channel users -First Nations -Bedford Channel Society -attend BIA meetings regarding Cranberry Festival (not

really necessary since everything is handled by an event planner now) -hold a meeting to identify key coordinators (see below) -event coordinator -contact Ridge re boats – number of boats may determine number of teams and vice versa - for voyageurs, paddles and pfds contact Ridge Adventures Voyageurs – Dave Wooldridge dave@ridgewilderness.com Phone 604-250-0744

Three months prior -event coordinator -recruit key organizing volunteers for duties required before the day of the event (see below for suggested positions) -prepare advertising for FLCC newsletter/webpage -prepare/update registration mailouts/posters/forms/advertising -confirm Bedford House parking lot (see contacts below) -race coordinator -registrar -update and prepares list of past participants (see below) -mail out info to participants -venue coordinator -locate race supplies – boat numbers, bow/stern lines, dock lines, bailers, bullhorns, timers, clipboards, whistles, binoculars, flip chart or chalk board, walkie talkies (these may be obtained from TOL sport tourism, but must be booked in advance if needed. Forms and info are available online at:

http://www.tourism-langley.ca/sport-tourism under the heading Sport Langley Hosting Kit Booking Information and Sign-out Form -volunteer coordinator

-prepare volunteer schedule and duties (see forms and info below) -send out save-the-date for club volunteers

-safety coordinator -book safety boats -voyageur coordinator -confirm delivery and return dates for boats with Ridge Wilderness, and arrange transportation Two months prior -event coordinator -confirm all key volunteers are on track -race coordinator -draw up race course for review by safety coordinator -registrar -send/post advertising email/web/newsletter -send out invitations/advertising to past participants -collect registrations – first come basis based on payment received -volunteer coordinator

-assign a leader for each volunteer section to take charge and help recruit volunteers for all sections

-send out call for general volunteer signup for day of the event -assemble and maintains list of volunteers and delegate to section leaders as required -land facilities coordinator -requests tents from teams (6-7 needed, 3 marshalling, 1

pfds, 1 judge with rope, 2 for registration) -safety coordinator -confirm safety boats are secured -recruit operators with PCOC -arrange safety boat drivers scheduled for 2 shifts, morning and afternoon of event day – 2 boats, each with a driver and a spotter for each shift-voyageur coordinator -arrange transport of voyageurs, paddles, pfds from Ridge -set up schedule for people to unload, and to load and clear up following races -recruit helpers to unload boats (racers will help load at end of day, but volunteers are needed to sort and stow equipment)

One month prior -event coordinator -ensure all key volunteers are on track -race coordinator -prepare final race course and grid to distribute -check course with safety coordinator -registrar -continue registration and collection of fees -send race grid, event info, including safety rules, to teams, including festival information -assemble registration table supplies – race grid sheets/pens, result poster/stickups/marker, calculator, first aid + phone, flyers, 1 table/chairs, banners, poster clips, waivers, clothes pegs, duct tape, clothes line -have assistant assemble/purchase hot chocolate/chilli

supplies – hot chocolate mix and spoon, cups, paper towels, bowls and spoons and marker for chilli contest, forms, envelopes for fees -volunteer coordinator -assign volunteers to duties and confirms assignments, giving them instruction of when and where to arrive, who to report to, and a description of their job

-morning and afternoon shifts should overlap by half an hour

-obtain additional volunteers as required -assign volunteer to buy pumpkins and deliver in wheely bin -assign volunteer and assistant to run cranberry beach race Instructions – set up 2 TV tray tables about 40 ft or so apart along the beach. Clear the area for the boats coming in and for the runners on the beach. Put the first table directly across from the orange starting buoy. On the first table put  plastic glasses full of cranberry juice (river water and red dye... tell them not to drink it!) On the second table are the bags of cranberries. When they reach the beach don't let them choke up on the paddle. Place a glass on the paddle and if they make it to table 2 without spilling they get a bag of cranberries and are off..otherwise it's back to table 1, and start over

-venue coordinator -arrange for tents (from teams) and organize delivery and pick up

-confirm and advise set up and tear down crews where and when to arrive -voyageur coordinator -confirm delivery of voyageurs -confirm and advise unloading crew, loading crew of when and where to be

One Week before race day -event coordinator -ensure all key volunteers are on track, have required equipment and the general volunteers they need - registrar -send race grid to teams – assign FLCC teams to first race and ask them to help with setup on race day – last teams of day help with takedown -confirm teams have race and safety as well as festival information -remind teams to bring their completed waivers to registration desk and to bring their own cups for supplied hot chocolate and bottles for water. -venue coordinator -confirms transportation for tents, tables, race equipment -confirms required equipment is available and ready for use, gets batteries for loudspeaker, ensures timing equipment is available and ready for use, -volunteer coordinator -confirm volunteers know where and when to arrive – send race day responsibilities to all volunteers -confirm key volunteers have the personnel they require

-personally oversee and instruct these positions:

-morning shift dock leader -afternoon shift dock leader -morning shift chief marshal -afternoon shift chief marshal

-safety coordinator -confirm safety boats -check schedule -confirm drivers have PCOC -confirm marker buoys and positioning with race coordinator -purchase gas for safety boats -voyageur coordinator -confirm voyageur boats/equipment will be in Marina Park early on race day -confirm crews to assist with loading, unloading

Race Day -event coordinator

-confirm location of first aid station for Cranberry event -ensure key volunteers have everything required -ensure registration people have emergency contact info for participants -oversee and troubleshoot as necessary

-race coordinator-ensure the race course is set properly and marker buoys in place-ensure safety given to each team before each race-update race grid-oversee races and timers runners and give them instructions -instruct chief marshals about race course, and the safety instructions they should give teams before going out

- volunteer coordinator

-ensures that volunteers are in position, understand their duties, and know they should not leave their position unattended-ensure cranberry race and pumpkin people are in place, equipped, and know what to do-ensure all crews are in place -rearrange volunteers as needed-assigns leader to ensure club pfds and paddles separated from borrowed equipment and club equipment returned to boathouse

-venue coordinator -oversee tent/tables/chairs set-up/tear down (2 tents for registration and 4 tables, 3 tents for marshalling and large blackboard – all equipment is in basement storage) -check blankets/showers are ready -moves extra pfds to Bedford parking lot -rope off judging area on viewing deck (1 tent plus binoculars and bullhorn) -move extra paddles to Canoe dock

-safety coordinator -ensure safety boat operators have safety procedures and boats are launched to set up course marker buoys -oversee operation of safety boats according to agreed schedule -move Dbs away from dock -move voyageurs to dock -attach extra ropes for voyageurs to tie up -attach race numbers to boats -ensure 10 paddles and 2 bailers in each boat-voyageur coordinator -unload boats at Marina Park and send to DB dock -park trailers

-load boats at end of day on correct trailers

-load Ridge pfds and paddles for return

After race day – -thank you note to all volunteers

-coordinators finalize accounts and file report to exec –review what worked and what didn’t – ask for input from volunteers and participants and post to this page

-thank you note to all participants with final results -post results on website and facebook.

Suggested Organizing Volunteers

Event Coordinator- oversee entire event, acts as contact person with BIA, etc and attends meetings if necessary-revise forms/info/participant lists

Registrar/treasurer-determine budget and tracks expenses/income, collects forms and fees in advance and on the day of the event-send out advertising/invitations for teams to sign up, advertising to past participants and club members-maintain list of participants and ensures safety/course/general info sent to them-assemble and set up equipment required for registration desk (race grid sheets/pens, result poster/stickups/marker, calculator, first aid + phone, flyers, 1 table/chairs, banners, poster clips, waivers, clothes pegs, duct tape, clothes line)

Race Coordinator -set race course and ensure buoys in place -set up race grid -ensure safety info explained on race day - oversee running of races, collects statistics, determines

race order, finalizes results -oversee timers and runnersVenue Coordinator

-procure tents, tables, chairs, pfds, paddles, extension cords, timers, loudspeaker, water cooler, and supervises their set up and tear down (ensure borrowed equipment is separated from club equipment and returned to appropriate owner)-oversee set up, tear down, and stowage of all equipment

Volunteer Coordinator -request general volunteers and assigns positions to them-ensure all positions are filled and requests further volunteers as necessary-ensure all volunteers are informed of their duties, time slot, location, etc. (two shifts, morning and afternoon)-revise volunteer list as necessary (the following is a suggested list of positions required)

-runners (2 per shift) -timers (1 per shift) -announcer (two if possible) -binocular watcher -registration assistants (look after chili contest and hot choc) -pumpkin drop race coordinator (purchases and brings pumpkins, brings them in wheely bin and distributes, finds volunteers to drop pumpkins from bridge, ) -chief race marshal (1 per shift) – plus 2 or 3 assistants to call teams to marshal for races and ensure they are equipped and zipped, then collect and return pfds to pile after races -morning set up crew plus (everyone on morning

shift) -afternoon tear down crew plus (everyone on aft shift) -safety boat operators/helpers and buoy set-up -dock coordinators (1 per shift) -dock workers (6 per shift) assist loading and unloading of boats -top gate person (1 per shift) -checks for pfds, restricts entry to participants -voyageur transport/loading/unloading crew Safety Coordinator

-book and arrange safety boats and operators -organize and oversee the scheduling of crews, purchase gas, set out marker buoys and collect Voyageur Coordinator -arrange for transportation and delivery of voyageurs -oversee crew to unload and move voyageurs in morning, load and sort equipment at end of day

Morning dock leader –ensure dbs are moved out of the way -put numbers bibs on voyageurs, and extra ropes as needed -ensure 2 bailers and 10 paddles per boat -organize and oversee morning dock crew of 6 – 9 -group crew into teams of 3 – 2 to hold ropes and 1 to assist paddlers in and out of boat

Afternoon dock leader - same as morning person, except remove number bibs

and collect at end of day, and return dbs to position, making sure they are properly tied up

Chief Marshal – morning or afternoon -instruct all teams in safety and route of the course before each race -personally remain at marshal tent at all times to direct traffic – to avoid confusion, you will be the only person to send teams to the ramp!! -assign assistants to call/locate teams for marshalling, collect pfds after race, etc.

Associated Documents - click to go to document

Letter to ParticipantsVolunteer Blank ListVolunteer ResponsibilitiesVoyageur Safety Rules

Letter to ParticipantsFORT LANGLEY CANOE CLUB

PO Box 393 Fort Langley BC V1M 2R7

Cranberry Participants,

Thank you for supporting the Fort Langley Canoe Club by participating in our annual Cranberry Voyageur races in conjunction with the Fort Langley Cranberry Festival. I know many of you have been before and for those of you that are coming for the first time you are in for a lot of paddling fun. All teams will get two morning approximately 1000m races on a circular course. Your times from your morning races are used to place your team in their next race. The afternoon finals include the pumpkin drop and cranberry juice beach run. We ask all teams to register at least 30 minutes before your first race start. Bring your signed rosters to the registration desk in the Bedford house parking lot. We will send out the race schedule for your first races as well as the times of the second races and finals. The times noted are race start times so be sure to be at marshalling 20 minutes before the start of your next race. As the seeding for second races and finals are based on times, we cannot determine these until all the first races are complete. The registration volunteers will be calculating and posting these as soon as possible. Be sure you check with registration the time of your next race. And remember if you are in the last race of the morning your time could place you in the first round of the second races so be prepared. Teams are encouraged to bring a team tent to put up on the grass at Marina Park. There is no security in the area – sorry. And we are planning the chilli contest again this year. It’s a great way to feed your team during the day and show your culinary expertise. If you are entering a chilli, please do so when you register your team in the morning. There is a $10 entry fee. We will not have any categories this year and will just pick the top three chillis. You will be given a bowl with your team name on the bottom and will be asked to bring that back to the registration desk as a specified time for the judging. Winning teams will split the entry fees – 50% to the best chilli, 25% to second best chilli and 25% to the third best chilli. Of course the best part is feeding your team! We are going to have more safety boats on the water this year and will give a brief safety review with the captains at the beginning of the day. Please be sure your captains are there and let their paddlers know what to do in case of emergency. Hopefully, it won’t be necessary. If you want to book a practice in the voyageur canoes, or need some steering lessons, contact Sue at cranberry@fortlangleycanoeclub.ca or look on the club web page fortlangleycanoeclub.ca then under voyageur and cranberry races for more info or pictures from previous years. Remember it is Fort Langley’s Cranberry Festival on the same day so take some time to wander through the village and buy your cranberries. This also means there are lots of visitors in town so parking may be a challenge. The Festival suggests a few parking spots. You can park at Marina Park, if you arrive early enough, or at the Fort on the orchard side, or in the Day Use area on the Island (go over the bridge and turn left and left again.) If you want more information about the Fort Langley Cranberry Festival, the web address is www.fortlangley.com. We look forward to a fun event. If you have any other questions feel free to contact us. Thanks, Fort Langley Canoe Club fortlangleycanoeclub.ca

Volunteer Blank ListCranberry - Volunteers blank

Setup 830am - all volunteers on morning shift asked to help setupFirst races FLCC teams asked to help setup

safety boat - am/pmCourse setup/takedown - work on dock between safety boat work

Registration Open at 9am to 330pmall day -

Chili registration and contest -

930-1230 12-330pm

Marshalling

Top of ramp

Dock

announcer starter all day 930am to 330pmScribe/run-ner

Final races 230pm + 3pm + 330pm

- pumkpins One from registration desk will organize volunteers - juice to drop pumpkins

juice run pm two volunteers

take down - after last final - everyone on afternoon shift

Racers in last final asked to take boats to boat house or to boat launch and help load trailers - be sure boats put in right placeVolunteers on afternoon shift asked to help takedown

Volunteer ResponsibilitiesSend to all volunteers when assigned to duties – so they know what they are to do All FLCC volunteers – smile, be friendly and helpful – we want everyone to have fun!Setup/takedown Launch safety boats – ensure PCOC and fuel – instruct safety rules Set up course – instruct for moving for finals- and takedown end of day Need to unload voyageur boats from trailer in Marina Park and launch boats from boathouse and move all

boats to the Canoe Dock All boats need bow lines attached if they don’t have one. All boats need bailers. All boats need a number on the bow properly installed based on the quality of boat. 10 paddles of various lengths put in each boat. 1. Move pfds to Bedford House parking lot under tent2. Registration – 2 tent, 4 tables and chairs, FLCC banner, two hot water urns, extension cords, powdered hot

chocolate, cups, spoon, paper towels, garbage bags, drinking water, posters for race times and seeding, calculator, First aid kit, FLCC flyers, paper to send team lists to dock, marshalling and timers (see below).

3. Chili at Registration needs bowls, marker and judges spoons with entry list4. Marshalling – 4 tents: 3 tents for teams to marshal and 1 tent for pfds, flipchart and volunteers. More if wet

weather? 5. Judges tent – 1 tent and roped off area on Observation deck in Marina park – also need bullhorn, timer,

binoculars, clipboards, paper and pens6. Final races – need 2 chairs and 2 beach umbrellas, 24 glasses, juice (colored water), 24 bags of

cranberries, pumpkins (see below) and 27 pumpkins – start horn7. After last final, racers instructed to paddle their boat to Marina Park and help load on trailers or to

boathouse. We must ensure the correct boat goes to the proper place.

Registration/Check-in (9am-330pm Bedford House parking lot):1. Ensure teams have roster, fees and signed waiver. Have blank forms2. Ensure teams know when their first heat is and what time they should be at the marshalling area (twenty

minutes before their race is to start )3. Record which teams are in which numbered boat (2nd heats and finals) and send the information to

marshalling area, dock area, and to the judges/announcers4. Receive and record race times from judges and post information for racers.5. Calculate seeding for second heats and finals and post for teams to see6. Ensure marshalling, dock, and judges all have lists of what teams are in each heat7. Keep water hot for Hot Chocolate and supplies ready –for racers only8. Have drinking water for teams to fill their water bottles

9. Have first aid kit and FLCC flyers available10. Have phone and emergency numbers available11. Have volunteer lists available for members to confirm their jobs

Chili coordinator Assist in team registrations (and pumpkin drop organizer?) Sign up chili registration on chili list and collect fee Teams may enter more than one chili for $10 per chili Give each team entry a bowl after you write the team name on bottom of bowl so judges do not see it Instruct them to bring their chili to the chili desk in time for judging. Ensure judges do not know which team entered which chili Keep judge results confidential Have the results announced and fees distributed after the eighth race while registration is calculating

seeding for final races

Marshalling (930am-33m Bedford house parking lot):12. Call teams for next heat – may need to go to tent area to find missing teams13. Have list from registration of which teams are in each boat for each race14. Instruct paddlers to find proper fitting Pfd’s (keep pfds under tent if raining)15. Ensure all paddlers have proper fitting pfd’s and they are worn properly.16. Inform paddlers that voyageur paddles are in boats and paddlers may use their own but FLCC not

responsible for damages.17. Ensure teams know which boat number they are assigned for upcoming heat18. Ensure Steersperson know race route every race (both heats and finals) using flipchart and diagrams if

required – it changes for each of their races.19. Ensure all teams know rules of conduct (no aggressive behaviour) and safety procedures in case of capsize

– need to go over with teams at start of each races20. Ensure paddlers know there is to be not more than one crew on the ramp 21. Send proper team down ramp as top of ramp says which boat is ready to load22. Instruct teams to check at registration for next seeded race start time 23. Ask last crew to take their boat to proper place as instructed by dock crew24. Thank them for coming before last race

Top of Ramp1. Call teams from marshalling as Dock crew informs you which boat number is available for loading. 2. Ensure pfds are properly fitted and done up3. Ensure only one team on the ramp at one time4. Have teams clear dock and ramp once they have unloaded5. Thank teams for participating before their last race

Dockcrew (930am-330pm Bedford House dock): Ensure there are 10 paddles and a bailer in each boat Ensure boat numbers stay on bows of boat. Adjust as required. Call next boat # to load from top of ramp, ensuring correct team gets their assigned numbered boat (teams

will know what boat number they have been assigned) Help paddlers into boats, ensure all PFD’s wore properly There are 10 paddles per boat (mixed lengths) – team may switch paddles within boat but not with other

boats – all boats have variety of lengths If paddlers have their own paddles leave club paddles on dock out of the way - ensure to put back in the

boat after the race. If paddlers elect to use their own paddlers be sure they know FLCC is not responsible for damages

Bail water out of boats if possible or instruct teams to do so. Instruct teams, after loading, to leave dock and move to holding area Ensure dock area is kept clear Help unload teams and move teams up ramp off dock area quickly Remind paddlers there are to be no more than one team at a time on the ramp. Keep number of paddlers on the dock to a minimum – especially fingers Remind paddlers to check with registration to find out when their next race is

Before all final races, 230, 3and 330pm, thank each team for their participation. When loading for the final race (last race of the day), instruct teams to take boats either to boat launch or

boathouse, depending where their boat is to go. If theirs is to go on a trailer at the boat launch, ask them to help load their boats on trailers, ensuring they find out which boats go on which trailers. If their boat goes to the boathouse tell them someone will be there to help them put the boat away. Thank them for their help.

Starter/timers/runners/announcer (930am-330pm on observation deck in Marina Park except final races when starter must be on Brae Island beach to start final races. Timer/commentator stay on the observation deck for all racers – runners take race results to registration and get list of teams in seeded heats) Be sure you have correct list of which teams are in which boat from registration Call racers to start line using bullhorn – use team names Review course with teams including start commands as well as taking boats back to dock or to boat launch

after the last races Give instructions to line up boats and start the race – ready set go (horn) – not paddles up, attention please

as they are not all dragon boaters! Watch all teams follow route (around bouys) and good conduct rules Announce for spectators, which teams are in which boats and who is in which place throughout race. Also,

what the outline of the day will be. Time the teams across the finish line and announce team name and placing Record boat numbers and race times and send to registration as soon as possible

Final race volunteers Pumpkins drop. When each final race starts, drop pumpkins (plus one extra) off the bridge at least 3m apart.

Have them sitting on the bridge rail and push them over when you hear the start sounded or see the paddlers start. Do not drop early or late so the paddlers see them drop but not too close. If current flowing downstream push the pumpkins off the west side of bridge. If current flowing upstream push the pumpkins off the east side so they float away from, not under, the bridge.

Starter on beach –– Get teams and boat numbers from registration. - Using bullhorn to line up teams - start using same commands – ready set horn! - Ensure teams follow racecourse at your end of course (around buoys) – let registration know if a boat does

not go around course as they are disqualified. - Can call to teams if they are going the wrong route to correct them.

Cranberry juice – set up 2 chairs approximately 20 m apart with umbrella to show the paddlers where to go. Have glasses and juice at West End and bags of cranberries at East End. Fill glasses of juice, as many as required. One volunteer at West end places a glass of juice on paddle, ensuring paddlers hands are in the same position as when paddling - not allowed to choke blade. The paddler runs/walks along beach to East chair. If spills must return and get a new glass of juice. At East chair volunteer removes full glass from paddle and gives paddler a bag of cranberries. Paddler then runs and gets back in their boat. Boat is allowed to move along the beach to pick up their paddler at the east end.

Voyageur Safety RulesCRANBERRY DAY WATER SAFETY

Following is what is expected of the Voyageur teams in the event that a voyageur capsizes. Remember the voyageur crew should stay calm and with their boat; the safety boat is there to assist them get back to shore.

VOYAGEUR TEAMS:Firstly the teams should try to avoid capsizing. Stay seated in the boat with hips tight against the

gunwales. Generally when a boat capsizes it is because when the boat leans to one side the crew over compensate to the other side and the boat rolls over. It is more difficult to over compensate if everyone

has the self discipline to not grab the gunwale on the high side of the boat. Just lean toward the high side; don’t pull yourself up and over it.

Secondly if the boat does go over remember that everyone is wearing a PFD and will float upright with their head above water. Anyone who is under the boat when it capsizes should grab the gunwale and pull themselves out from under the boat. The boat will normally have quite a bit of air trapped under it and combined with the fact that the boats are buoyant will float fairly high in the water. Do NOT climb on top of the boat. This will push that end of the boat under the water making it difficult for the crew at that end to grab the gunwale so they will also have to try to climb on top of the boat, pushing it even further under water. The other end of the boat will be pushed up and out of the water letting air escape from under the boat.

If a voyageur capsizes the steersperson should count the crew to be sure everyone is out from under the boat and is floating. All the crew should gather up their paddles and hold onto one of the boat’s gunwales. It is the responsibility of the crew to stay calm and with the boat. The safety boat will help anyone in trouble and tow the boat and crew either to shore or to a dock.

FLCC FUN REGATTA Return to index

This event consists of a number of “fun” races, followed by a barbeque, and although dragon boats are used, other divisions are encouraged to come out and participate. It is a casual event, where club members may bring their friends and families, who may also join in the paddling.

Budget

It is hoped and expected that the Fun Regatta will break even, however any shortfall may be covered by club funds. Any surplus would be absorbed by the club. In the past, that amount has been used to purchase extra equipment, such as new buoys.

TimelineApril – the DB rep will consult with the exec to decide on a date for the event and the cost of tickets. A save-the-date notice should be sent out via team reps, facebook, posters 2/3 mos prior – request for organizing volunteersevent/publicity coordinator (oversees entire event, arranges advertising)registrar/volunteer coordinator (is the email contact for club members to sign up for the races and to volunteer, assigns volunteers to barbeque, race and facilities coordinators, provides a list of names/numbers to race coordinator and registration desk for race day, provides numbers to barbeque coordinator so they know how much food to buy)barbeque coordinator (oversees and purchases food/drink/utensils, obtains barbeque)race coordinator (devises db fun races and arranges necessary props or equipment, organizes dock workers and race announcer/starter) facilities coordinator (arranges for required equipment, books safety boat, set up, take down)treasurer (collects receipts, holds cheques and funds from participant registration, does a final balance and submits cheques to DB rep for deposit)event coordinator arranges for volunteer organizers meet to determine theme, time of event, timeline, discuss job expectations, begin advertising

6/8 weeks prior - request for general volunteers,registrar/volunteer

coordinator to be email contact in all advertisingrace coordinator and volunteers finalize and print out race courses and list of supplies, discuss safety of race course with FLCC safety director, purchase supplies as necessary

3/4 weeks prior – facilities coordinator request tents and arranges for delivery and set-up, registrar assigns volunteers to race, barbeque,and facilities coordinators, determines where there are gaps and finds extra volunteers as needed, maintains list of attendees, prepares supplies for registration desk (pens, name lists, food tickets, team identifying tags, waiver forms, money box with float) 2 weeks prior - coordinators send out reminders to general volunteers, along with job descriptions

week prior – registrar completes advance ticket sales and provides numbers to race coordinator and barbeque coordinator race coordinator adjusts races according to number of participantsbarbeque coordinator makes food purchases according to number of participants

one day prior – food prep volunteers cook onions, chop tomatoes

day of event - event coordinator oversees all operations and assists where necessary -facilities coordinator ensures proper set up and tear down of tents, tables, refuse containers, etc and

ensures safety boat is manned and in operation -race coordinator sets up race courses, gives instructions to teams, sets up race caller with bullhorn, instructs dock helpers -registrar/volunteer coordinator sets up registration desk and arranges volunteer shifts, where those volunteers collect late registration fees, assign participants to teams, check in those who have registered and prepaid, and hand out food redemption tickets, have guests sign waiver forms -barbeque coordinator organizes volunteers to set up food table, barbeque, brings food, ice, coolers, drinks etc. Oversees cooking of food and food cleanup. Assigns a volunteer to collect food tickets. after event -send thank you to volunteers and ask for evaluation

-coordinators meet to balance the accounts-write up evaluation and food list and add to this document

Equipment lists 1. Barbeque Equipment list-barbeque-barbeque utensils/gloves/tea towels-large disposable pans for holding onions, burgers in warming area-tablecloths-napkins, plates, cutlery-coolers-bucket for collected tickets

2. Facilities Equipment list -garbage cans/disposal/bags-tables and tents – tent and table for registration - 2 tents and tables for food - 1 tent for each team

3. Registration Equipment list-markers, pens-list of registered attendees -tickets for food-first aid kit-money box with float

4. Race Equipment list-safety boat and motor-3 616's and equipment-extra paddles and pfds for guests-bullhorn

General volunteer list and job descriptions Barbeque - 3/4 food prep to cut up and cook onions, tomatoes

-6 food helpers to set out food, plates, napkins, etc in the food tent area-2 people to cook the food-volunteers to collect barbeque and return (requires a truck and strong people)-someone to get ice (amount depends on weather)

Race-6 – 8 race helpers to assist with devising and running the races and acting as dock workers on the day of the event -caller to operate bullhorn, start races and call finishFacilities - set up (as many as possible)

-tear down (as many as possible)-safety boat operator and helper

Registration-registration desk (3 – 4 people to spell each other off. They will need to be there throughout the event to sell tickets to late-comers and to provide access and assistance with first aid kit)

Food list from 2011-40 boxes hamburgers-2 pkgs smokies-2 boxes veggie burgers-2 boxes chips-1 case coke-1 case diet coke-1 case 7up-2 cases iced tea-3 cases water-2 mustard, ketchup, relish-1 5lb bag onions-2 boxes cookies-potato salad-coleslaw We ran out of burgers. Coleslaw was not popular and we should not buy again. Skip the pop and just have ice tea or water.

2012 EVENT CANCELLED DUE TO LACK OF TICKET SALES

FLCC SOCIAL AND DANCE Return to indexThe goal of this event is to promote a sense of fun and unity within the various divisions of the club, and to celebrate another wonderful year of paddling.

Budget - This event is not intended to generate a profit for the club, but just to break even. Remaining monies will be directed to general club funds. Tickets are sold ($15 in the past) and there is a charge for drinks. Members are asked to bring appetizers to share.

Timeline

at least 6 mos prior

- decide on date -appoint Event Director to book venue and DJ (see lists below), appoint organizing volunteers, arrange ticket printing, arrange advertising

2 months prior

-arrange to print tickets (see Jonathan)-appoint organizing volunteers (these positions may be combined or separated as necessary)

-Secretary-treasurer maintains the accounts, manages ticket sales through exec and volunteers, keeps a list of tickets sales -Volunteer coordinator requests volunteers, maintains a list of volunteers, assigns jobs and provides descriptions of those jobs, reminds volunteers of time and place to be on event day -Facilities/bar coordinator oversees purchase of beverages, ice and supplies, ensures proper licensing of venue and bar staff 6 weeks prior -Event Coordinator arranges to advertise in FLCC newsletter, facebook, posters, emails -FLCC exec and Sec/treasurer start to sell tickets -Volunteer coordinator requests volunteers and assigns jobs -bar duty (1 or 2 shifts of 2 people) -food tables (2 people to arrange food, keep tidy) -table set up and decoration (6-8) -clean up (as many as possible) -ticket collection and sales at door (2 – 3) –they check names against list as tickets are collected

During week prior

-Event Coordinator -checks with DJ -obtains a cheque for DJ from exec -Facilities/bar coordinator determines beverage requirements and purchases, makes a sign for the venue to state cost of drinks -Facilities/bar coordinator purchases liquor permit from liquor store -Volunteer coordinator contacts volunteers to confirm and explain jobs -Facilities/bar coordinator purchases/borrows coffee and misc. supplies -Event coordinator picks up key for event location

Day of event -Event coordinator meets DJ and assists with setup if necessary, pays DJ, ensures everything is ready -Facilities/bar coordinator picks up ice and delivers beverages

to venue, sets up bar, prepares coffee -Volunteer coordinator ensures general volunteers are in place and assists as necessary -general volunteers set up tables, decorate, arrange food -general volunteers collect tickets and money at door -Sec/treasurer ensures security for collected money and checks off names on ticket list -general volunteers clean up -Event coordinator returns venue key

Following event - Event coordinator, Secretary-treasurer, Facilities/Bar coordinator, Volunteer coordinator meet to reconcile accounts (payments as

necessary) and submit final accounting to FLCC treasurer, submit report to exec, evaluate and add yearly report to Event Planning Guide

2012 EvaluationSupply list for 2012 (this is the amount used, not the amount purchased) Beverages – 2 cases of 24 Dead Frog Nut Brown -4 cases of 24 Dead Frog Honey Lager -2 cases of 24 Dead Frog Pale Lager -2 cases of 24 peach cider -2 red wine boxes -2 white wine boxes -2 cases water -1 12-pack 7 up -1 12-pack coke -1 12-pack diet coke

Donated supplies – ticket printing (Jonathan)Purchased supplies - 22 plastic tablecloths, 1 tin coffee, 1 small creamer, 1 bristol board for drinks price sign, coffee cups, drink cupsMisc. Supplies borrowed – bottle opener, paper towels, bar towels, sugar, coffee urn

Venue was Fort Langley Community Hall ($1200) = holds 150 people

DJ was Creative DJ Services, Scott Barratt 604-723-6451 www.creativedjservices.com ($500)

A total of 86 tickets were sold at $15 each.

Suggestions for next year – push tickets by asking one person from each DB team to encourage their team, and also push

tickets with OC and Voy divisions (none were sold to them this year) DJ was a big hit, and most people would welcome him back next year (although there were a few requests for a little less techno). Don't buy lite beer – it didn't sell well.

OC RIVER RUN Return to indexLink to OC race rules

FLATWATER REGATTA Return to indexLink to FW race rules

VOYAGEUR BRIGADE DAYS Return to index

The manual for this event is in written form and is kept by the Voyageur Rep, except when in use.

SANTA CLAUS BOAT Return to indexThis event is held annually in conjunction with the lighting of the Fort Langley Christmas tree. The event is sponsored by the Fort Langley BIA. The tree arrives and is decorated during the last week of November. Santa arrives at the Paddlesport dock at 6pm and then parades up the street to the hall for the lighting of the tree. There is hot chocolate and music, a Santa chair (and tent if raining), and candy canes for Santa to hand out to the kids.

Budget - FLCC club funds pay for the cleaning of the Santa suit. Otherwise, there is no income or expenses.

Timeline

1 month in advance-check with BIA and/or FLHA and/or FLCA for date of tree

lighting ceremony (usually the last Friday in November)-recruit a Santa (Bob Anderson, Jonathan Wilkins, Neil

Konschuh) -contact Liette at the museum to arrange to borrow the

Santa suit

2 weeks in advance-confirm pickup date for Santa suit

-confirm Santa-request for volunteers from club to decorate the boat

and paddle Santa to the dock. Remind them to wear red or green. A steersperson plus up to 18 paddlers - we need room for Santa!

1 week in advance check battery packremind BIA to bring out Santa Chair – Also tent if raining

Day of event -when it's still light, erect rigging on Buk (can be done

early)-5 pm -volunteers arrive to decorate the Buk. Glenn has

rigging to hold lights. Volunteers are asked to bring lights to string along the boat. Lights can be left in the shed on the dock beforehand if necessary. As only the lights show up from shore, those will be the only decorations. We also require a power pack for the lights (Sharon Good has one) Paddlers are also asked to brush up on a couple of xmas carols to sing as they paddle in – practice while decorating!

-5:30 pm – all paddlers assemble on the dock. Santa arrives and is loaded into the boat

-6 pm – Santa arrives at the Paddlesport Dock-some crew can walk along with Santa up to the hall, but

some will have to remain to return the boat, take lights down, and ensure everything is tidied away.

-collect Santa suit

Following day -return Santa suit to FL Museum-take down rigging on Buk-send thank you to the elves and ask for evaluation-add evaluation to this document

Volunteers 1 person to direct everythingSantaa dozen or more paddlers to bring lights and set them up on the boatone person at the top of the paddlesport ramp to direct people to viewing platform and hand out candy canes

one person at the pub corner (near tower) to direct peopleand hand out candy canes

Equipment generator, light rigging, xmas lights, large flashlights to light up dock

Contacts

bia@fortlangley.com FLHA - Bays Blackhall <bays@shaw.ca>FLCA - Connie Blundy <blundy@telus.net>FL Museum - Liette Forestell <lforestell@tol.ca> Arts and Culture Programmer Langley Centennial Museum 9135 King Street (PO Box 800), Langley, BC V1M 2S2 Recreation, Culture, and Parks Division, TOL Direct Line: 604.533.6090 Ext. 5005

Santa Boat 2012 Evaluationconsider using a mike system on the boat for carollers to be heardlarge flashlights to light up dock areaearlier organization by BIA and FLCAand announcer with megaphone on the viewing deck